Everything You Need in One Platform
Contentverse Features
Explore the powerful tools that simplify document management and drive business success.
Compliance
Contentverse simplifies compliance by aligning your document processes with global standards like SOX, HIPAA, SEC 17a-4, GLBA, and 21 CFR Part 11. With audit-ready trails, retention scheduling, role-based access, and secure archiving, the platform ensures that your content lifecycle is fully controlled and traceable. From internal policy enforcement to industry-specific regulatory needs, Contentverse enables confident compliance and reduces the risk of violations or data loss.
- Audit Trails & Access Logs – Maintain full visibility of user actions and document history
- Automated Records Retention – Define life-cycle rules to manage content archiving and deletion
- Secure, Role-Based Permissions – Restrict document access and actions based on user roles
Easy To Use
The new Enterprise Online and Professional clients provide a streamlined, intuitive and easy-to-use browser-based interface. The interface is automatically responsive to the size and resolution of the device being used. All clients — web-based, installed, and the app — provide such a general ease of use that becoming proficient is a breeze. Training costs are minimal with an online, on-demand training platform, optimizing onboarding with a very short turnaround. Support calls are low because Contentverse has a straightforward user interface and design. Once the system is learned, it is very simple to retain.
- Visual file structure is easily recognizable and can emulate your current physical or digital filing system
- High adoption rate
- Refined interface, with familiar Microsoft ribbon
- Tiered towards the end-user
- Stores any file format
Simplicity
Anyone who can use a computer can use Contentverse, as it was designed to work the same way as Microsoft Windows and industry standard browser-based applications.
• Familiar Microsoft ribbon
• Standard browser-based interface options
• Drag-and-drop capabilities
• Right-click for options, import, etc.
• Automatically recognizes Windows file structure for easy import
Direct Integration with MS Office / Office Online
For Contentverse’s Enterprise Online (browser-based) client, the viewer can be extended* to incorporate Office Online so that office documents can be created inside Contentverse. This way, you do not need an integration to save documents to Contentverse. Emails and attachments can be dragged and dropped.
For the Enterprise installed client, an integration with MS Office provides a direct save to Contentverse option, or users can deposit the document into the input tray for later indexing in its native format.
In the case of Outlook, the integration saves the email and/or any attachments. The attachments are retained in the file format that they were attached as.
*Subject to the authorized deployment of MS Office Online Server
System Integration
The Enterprise Web service dramatically enhances the Software Development Kit options, enabling a whole new level of streamlined integrations. For instance, Salesforce integration allows for immediate Contentverse document access from within Salesforce.
Security
Contentverse is one of the most secure document management systems available. Multiple levels of security technology harmonize to safeguard your data, including the following:
- Encryption at page and document level
- Flexible redaction (see “Redactions” section below)
- Saved files are available in their native format but saved in an encrypted form. This level of encryption means that no one can open these files without the proper authentication through Contentverse
- Enhanced online security with SSL encryption for all web-based clients
- Access is determined by the administrator for every level of Contentverse
- Additional document rights and permissions can be designated to control what a user can and cannot do with the documents
- New content sharing feature provides fully controlled access to single documents and data for those outside of the organization
- Audit Trail keeps track of every action in Contentverse
- Print-screen prevention
- Immediate email notification of designated actions in real time
- Option to add registered Security Manager who can define rights and privileges of designated administrators
- Administrators can now appoint Sub Administrators and delegate them administrative tasks according to system-wide roles
Input Methods
Documents can be added manually or automatically. Ways to add new documents and pages:
• Right-click, send to
• Right-click, add page
• Drag-and-drop from desktop
• Drag-and-drop from input tray
• Drag-and-drop from Outlook
• Take picture and save to document
• Scan directly to a new or existing document
• Save directly from Microsoft Office
• MFP integration
• Automated data import
• MS Outlook Hot Folder
• Easy Index (see “Add-On” section)
• CV Mobile app
• Create Office document from within Contentverse (Enterprise Online)
• Batch scan
Workflow
Workflow is an integral part of Contentverse that automatically delivers documents to designated parties. The Workflow Reporting Tool has been enhanced to provide administrators the ability to configure a comprehensive array of variables to generate focused workflow reports. An enhanced workflow dashboard organizer makes life much easier for the user to process business tasks assigned.
Document Templates for Enterprise Web Application
Users logging into the online Contentverse client can now create documents using templates as a starting point. With an MS Office integration, the document can be edited either in its native application or in Contentverse and then saved within the system. Template-based document creation can also be set to save the new file to a pre-determined folder. While this feature can be available system-wide, an admin can also limit access as with other features and file locations.
Batch indexing from EWA
Now, EWA users can perform batch indexing. When uploading content to the system, you can create it as a single document or index multiple documents at once. Additional aspects of this feature are accessible in the EWA too – “Allow Delete at Source,” “Delete on Index,” and “Show Thumbnails.”
eSignature
Drawable electronic signatures are new to the Enterprise Web Application in Contentverse. Whether using a pad or your mouse, you have the option to draw your own signature. Typing the name of the signer will also auto create the signature for you. You can still instead choose to load a stamp version, as usual. Your users can leverage this feature to sign documents as approval in a workflow, and they can even burn the signature into the image digitally so that the amendment is as permanent as ink.
Version Revision
When a change is made to the document, a new version can be automatically saved with the revision. Previous versions are stored, so the Admin can track every version of a document (and make this available to all users based on configuration setting. This feature can be turned on or off based on any document type, and comments can be added about any revision made.
Any File Format
Unlike other Document Management systems, you can upload any file format into Contentverse. The versatile Contentverse viewer comes standard depending on the operational client. The Enterprise Online option supports the Viewing of PDFs, Office File formats, Tiffs, PNG, and JPG. The installed client supports the viewing of over 550 file formats, regardless of whether the original application is installed on the system. In the mobile app, all supported file formats are temporarily converted and displayed in PDF. This temporary conversion option for viewing is also available in the online clients. In all clients, those file formats not supported in the viewer can simply be opened within the applicable application.
Storage Hardware Independent
Contentverse can utilize any storage location that can be seen on your network, plus cloud storage from MS Azure, enabling use of online, nearline, and offline storage in both distributed and centralized architecture.
Minimum File Size for Maximum Storage
Contentverse offers an array of different file storage options using the most current and proven compression technologies. All files remain encrypted whether in storage or in transit.
Full Text Search of Any Supported Document Format
Once imported documents are stored in Contentverse, they can be processed by the Full Text Search Processor — the text contents of any page are readily searchable. Finding a document is simple because the filename and metadata are not the only search options. With this feature, end users can find text at the page level. In text documents, the instances are also highlighted in the native file content (i.e. on the page). This is also available for the content of all comments appended during collaboration. Advanced Boolean searching allows for even more specific searches.
Annotations & Comments
A variety of annotation options is a feature usually reserved for more expensive programs, but this comes standard in Contentverse. This allows the user to image retouch, stamp (e.g. “void,” “paid,” etc. plus user definable text), sticky note, highlight, hyperlink, and redact. You can add an unlimited number of comments to a document, each up to 7,500 characters in length. This retains collaboration between users for the lifetime of the document and is also available for full text search.
Redactions
This annotation allows password-protected redactions on sensitive document information. By using this feature within Contentverse, the information can be guarded but not permanently removed.
Professional
In accordance with their security access rights and document permissions, Professional Users may search and find documents from any browser, allowing them to log into Contentverse without installing the local client. The Professional client also offers the ability to add new documents and comments, and to action those documents in workflow that are assigned to you.
Working Offline
Enterprise Online now offers the ability to take documents offline, work on them, and re-sync when ready.
OCR
Optical Character Recognition (OCR) is utilized to full-text-search process all content. On the fly, OCR is also available during batch indexing to extract designated data and automatically populate indices.
Records Retention
This feature allows users to designate a specific action on a document after a designated period of time, based on a set of conditional values applicable to document indices. This can be utilized for document life cycle and compliance processes, facilitating automatic sorting, purging, and processing of all content retained in the system. This feature also now includes the ability to set expiration of documents regardless of document type.
Audit Trail
The system audits all actions made by any user. A comprehensive report generator then enables the administrator to compile, print, and save audit reports on any aspect of system use.
Utilize Previous Investments
Contentverse can leverage your existing investment in hardware and software applications. This is made possible by use of built-in support and our standard integrations, as well as easily implemented custom integrations for your most critical applications. These integrations and support include the following:
• TWAIN/ ISIS compatible scanners
• MS Office / Office Online integration
• Network scanners
• Forms Processing Software integration
• Storage Hardware Independent
Shortcuts
User-defined shortcuts can be created for any folder within Contentverse. Instead of taking the time to drill down to common locations, the user can create a shortcut that automatically opens the specified location.
Notification Services
Contentverse Notifications will monitor folders and documents for particular actions and then notify specified users when these actions occur. Notification will be sent via email.
Database Lookup Feature
Allows for easy retrieval of data from existing external data sources and automatic population of Contentverse index fields in accordance with preset criteria.
MS Outlook Hot Folder
This feature allows for Microsoft Outlook rules to route documents instantly and automatically to Contentverse with a simple drag and drop (Enterprise Desktop only). This feature will be familiar to anyone who has used Outlook in the past.
Folder Node Properties
This feature allows for static or dynamic index values to be assigned to node properties, enabling automatic population of document indices when documents are added to that specific node location.
Save Directly from MFP
Computhink offers Multi-Function Printer and scanner integration custom services for direct save from those devices into Contentverse. Ask your sales associate for more details.
Easy Index
Contentverse offers a significant set of enhancements to automatically process thousands of documents that have been scanned or are already in a digital format. With Easy Index, intelligently organize and categorize these documents into Contentverse, using zonal OCR, OMR, regular expressions, bar codes, and data lookups. Easy Index is a cost-effective module for indexing thousands of documents a day.
Automated Input Processor
This feature allows users to automatically file and index documents into Contentverse from multiple sources. Depending on the parameters set, document metadata is processed, and the document is auto-filed and indexed. Exceptions are held separately for validation. This makes high volume document processing extremely efficient, saving time and money.
Collaborating through Workflows
Every organization has processes and procedures for sharing files between departments or signing off on projects. In Contentverse, you can create an electronic Workflow – a digital process customized to send documents to the right people in the right order. For each stop on the Workflow, the relevant user will be assigned to take an action with that document, like editing it, stamping it for approval, or adding their digital signature. You can even receive notifications when it is your turn to edit the document and a notification once the Workflow is completed.
Indexing and Search
Most businesses’ greatest document management hurdle is simply finding the document they need at the right time. With Contentverse, you can create metadata fields for document types. When that sort of document is added to the application, you can add metadata tags to it that will sort it and send it to right folders. Then, when you have to find it again later you can type in the associated terms to track it down. Our Advanced Search can also help you narrow down the hunt for particularly hard to find files, with the ability to search by type, creator, and create date.
Template Documents
Workflows stand in for repetitive processes in your organization, while templates are the electronic version of basic files you use all of the time. You can upload an editable PDF form into Contentverse, such as a compliance document or patient record, and then save this blank file as the template. Next time you need to create a new document with that form in it, your templates will be one of the first things you see when you open Contentverse.
Reporting and Auditing
The Contentverse dashboard includes a graph showing the types of workflows you have and their current status, as well as your to-do list where your workflow tasks are displayed. Administrators and those with security privileges can open any document’s version history and audit trail. The first shows you the revisions of the document, allowing you to revert to an older version if needed. The latter shows you who took any actions with the document and when, including opening and editing it.
On-premise and Web-based hosting
You have heard of the cloud. Which is hosting your files or processes on someone else’s server. Did you know that you can also host Contentverse on your company’s own servers? No need to use the cloud at all if you are looking for greater control by managing your data locally. Contentverse can be installed on-premise, which is in your own offices. Or it can be installed with a cloud hosting provider. We also offer multiple user types for different types of access – Enterprise for full access and all the bells and whistles; and Professional for read-only users who only need partial access or only have time for quick check-ins. Both options also give your team access to the Contentverse app.
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