WebDesktop is a market leading information and document management platform developed by Webware. Platform is used by more than 140 private and public organizations and can be deployed on premises and on cloud.
WebDesktop can be configured as an information system to meet the needs and specifications of your organisation. The platform offers additional flexibility for configuration through the development of specific solutions. Through training and advice, we help you to unlock the full potential of the system.
The WebDesktop platform is flexible and can be interfaced with other information systems used in the organisation. In this way, information management workflows can be automated and resources used more wisely. For specific needs, special developments developed by Webware come to the rescue.
An information system that is compliant with the requirements set by the state is essential, firstly, to protect data, to ensure legal integrity, but also to build trust among the organisation’s partners and customers, as well as to mitigate risks.
Thoughtful and customisable for each user
Integrated identity solutions
Integrated document lifecycle management
Detailed search engine to find information more easily
Direct migration of documents within the management system
Sharing documents and information between institutions
Guidance and pre-defined workflows
Displaying documents and information in the public document register
Controlled user rights management
Integrated e-signature solution and digital signatures
Outlook-compatible email functionality
Ability to create and modify document and contract bases
A complete solution with e-signatures
Creating, sending and managing invoices
Built-in calendar functionality
Comprehensive contact management solution
Writing and publishing announcements and news items
Creating, distributing and measuring the results of surveys
Archiving, destroying and extracting documents from the information system
Flexible way to add learning and help information to fields
Webware’s development team focuses on developing a powerful and user-friendly information management platform, while keeping up with technology trends both locally and globally. We want to be a trusted, consistent and evolving partner, offering personalised and fast help with information and document management.
Let’s talk more about what your organisation wants.
The desktop home page brings together everything a user needs for their daily work. The availability of the blocks and their layout depends on the specific needs and settings of the institution. The default setting for the blocks on the desktop home page is preset in the configuration and can be changed by the IT administrator.
The specific types of data are divided into corresponding blocks and may differ between users depending on the roles/privileges assigned to them or the settings of the whole institution’s system.
The information management software has integrated identity authentication solutions, such as Smart ID and Mobile ID, which allow users to easily identify themselves and access the documents and data they need. This solution is particularly well suited to organisations with employees who work remotely.
Identity solutions such as Smart ID and Mobile ID offer a high level of security and privacy using multi-factor authentication and encryption technologies.
WebDesktop is based on freeware components and therefore does not require any additional licensing fees due to operating system, database engine, etc. If necessary, Webdesktop can be easily extended to a specific information system for your company’s needs and specifications.
Includes options for the entire electronic lifecycle of a document, from creation or inclusion to archiving and destruction, group work, calendar and task management, discussion, and also includes an email client and digital signature functionality.
The detailed search module included in the document management software allows users to quickly and easily find specific documents or data using a variety of filters and search criteria.
The saved search functionality allows you to save searches with the most frequently used search criteria and reuse them later. Each user can save the saved searches they need on the detailed search form. The desktop administrator can add saved searches for all desktop users.
Object search allows you to search by dynamic naming rules for all data types in the system. In addition to the types and subtypes added in the type manager, it is also possible to search among the names of all internal objects (directories, functions, subfunctions, series, subseries, calendars, calendar events, groups, counters, tasks, desktops, users, files, discussions, entities).
In WebDesktop, permissions are granted on a group basis. Group administration is the responsibility of the regular administrator and the unit administrator within the unit. All rights are realised on a group basis. There is a minimum group of institution staff (“Institution staff”) in each institution, which includes all users.
Membership of an organisation’s employee group gives the user the minimum rights necessary to use the system. It is also desirable to set up, for example, groups for each department, a management team and a secretariat (as the documents go through the secretariat, their staff will usually have more rights).
Groups are in turn linked to directories in the tree, so a group’s permissions only apply to the directory it is linked to (and everything inside that directory).
The integrated e-signature solution for document management software allows users to quickly and conveniently digitally sign documents without the need for a separate signing platform or software.
An integrated e-signature solution in document management software ensures greater efficiency and security, as the entire signing process takes place in the same environment and all data related to the signature is stored securely.
By server-based digital signature, we mean the web browser module issued by the Certification Authority, which is interfaced to WebDesktop and is similarly used in e.g. Estonian internet banks. For server-based signing, there is no need to have another program, e.g. DigiDoc Client, but you can sign the document directly in WebDesktop.
WebDesktop is compatible with Microsoft Outlook email, allowing users to quickly and easily manage and easily store documents related to their emails.
Document management software functionality integrated with Microsoft Outlook email allows users to attach documents directly to emails without having to open a separate document management platform.
WebDesktop document management software provides document templates that allow users to create new documents quickly and easily using a predefined structure and content.
The use of document templates in document management software ensures better consistency and consistency in the creation of documents and helps reduce the number of errors and omissions in documents.
The use of document templates in document management software allows users to save time and resources, as they do not have to start from scratch with each new document, but can use existing templates and adapt them as needed.
WebDesktop is also well-suited for comprehensive contract lifecycle management with digital signatures.
Comprehensive management of contracts in document management software includes creating, signing, modifying and storing them, helping to reduce errors caused by emailing documents back and forth and making workflows more efficient.
Contract lifecycle management with digital signature allows users to manage the entire contract process in a single environment, simplifying workflows while avoiding the possibility of sensitive information leaks.
According to the group membership, the user has blocks in the system’s public chain where invoices are displayed according to their stage of the procedure (the invoice moves automatically according to the status of the invoice).
It is possible to specify in the configuration file the conditions under which notifications are sent to the participants in the purchase invoice process.
Users will be assigned to groups according to their roles in the processing of purchase invoices, as a result of which users will be able to perform the activities described in this chapter according to their assigned roles.
WebDesktop document management software has built-in calendar functionality that allows users to schedule meetings, deadlines and other events in the same environment.
In WebDesktop, it is possible to create general calendars, such as a birthday calendar or a holiday calendar, as well as personal calendars, such as an employee meeting calendar. Calendar events are displayed on the user’s desktop in the “Birthdays calendar” and “Calendar events” blocks. If necessary, calendar events of the same type in different calendars can be combined.
WebDesktop’s comprehensive contact management solution allows users to store and manage contacts in a single environment.
A comprehensive contact management solution helps users to communicate more seamlessly with customers and partners and improve overall business productivity and efficiency.
The dynamic contact register allows you to add an unlimited number of contacts to a single document (e.g. multiple recipients for a letter to be sent) using the contact data field, and to forward a document to multiple recipients in a single sending window. It is possible to send a document to several different email addresses at the same time.
Publishing announcements and news in document management software allows businesses and organisations to efficiently share important information with the whole team. This solution will contribute to better collaboration, more efficient communication and improved overall productivity.
Survey creation and performance measurement features allow users to gather accurate and relevant feedback to help, for example, decision making and workflow management.
In WebDesktop, it is possible to create surveys that allow users to collect data and feedback to better understand the needs of an organisation or business. Depending on the purpose of the survey, it can be done within your own organisation or shared externally. The results of the survey are later aggregated into graphs, which makes it visually more efficient to assess the results.
The WebDesktop content management software allows you to archive documents, which means that documents are stored securely and can be accessed when needed.
There’s also a document destruction feature to help organisations and businesses prevent sensitive information from leaking and to destroy information forever.
In WebDesktop, learning and help information can be added to fields to help users understand the features and processes of the document management platform.
The added learning and help information in the document management software improves the user experience and helps users to better use the platform, thereby reducing the risk of errors and confusion.
