Document Management System

Document Management with Life Cycle and Messaging System

Via the integrated and partially workflow-supported Document Management System, your most important documents will be managed in a central place throughout their entire life cycle.

Setting and Upload

By using our convenient Drag & Drop Upload Function documents can be easily uploaded into the system – files will directly be pushed from hard disk drive or from the mail system into the system. Moreover, via the Multi-Upload Function you can upload several databases into the system at the same. In doing so, you can upload several databases into the system at the same. In doing so,

Collaboration and Consistent Versioning

In accordance with the assigned rights, documents can directly be edited on the portal via the front end (direct edit). Thus, any repetitious down and uploading for editing purposes can be dropped!
By using the Check-in / Check-out function it will be avoided that several users may accidentally edit the same document simultaneously.

The integrated Versioning Management, inclusive draft version, will support you to prevent any uncontrolled growth of versions, errors of versioning and data losses; and, it will assist you in controlling the publication of contents. In this way, the most important compliance requirements are kept and operational processes will become more transparent via data tracking.

Existing configurations can easily be inherited in case of changes to the document and directory structure.

Electronic Approval and Release Processes

You can initiate processes with one or more approving authorities either automatically or at the push of a button. The following settings can be made for workflow parameters:

• Persons involved and their functions (approver, final approver, enforcer, etc.)
• Automatic or manual publication after finishing the process
• Sequential or parallel approval process

Publication and Messaging System

You can publish documents automatically or manually after their release. In doing so, the rights management will apply – the user will only get those documents and functions displayed for which he has the required rights.

Those employees who are subscribed to the messaging system will automatically be informed about new or modified documents within their personal area of the system or via mail. Thus, you will stay on top of things, even if it’s about very large volumes of data.

Quick Data Retrieval Thanks to Attribution

All attributes, such as name, file type, modification date, editor etc. are processable or accessible, depending on the assigned rights. These attributes are useful for a further filtering during the search, and, they can be displayed as additional information at documents. In this way, even large databases can be structured in an optimal way.

Validity Period and Archiving

Valdity periods will be assigned to documents with specific expiry dates - and afterwards these documents can be retrieved and viewed exclusively within the assigned validity periods. Before reaching the expiry date, the system will inform the creator of the mail. If requested, the documents can be relocated into the archiving structure automatically after their expiry date has been reached.