DOCUMENT MANAGEMENT

DOCUMENT MANAGEMENT

DOCUMENT MANAGEMENT

A comprehensive Business Process Management suite aimed at business process optimization and information management through state-of-the-art collaboration, workflow, messaging, archiving and search capabilities.

All the operations are web-based, profiled and secure and enable to access both data and documents using a standard browser.

The reference technology (Java, HTML, XML, CSS) makes the application compatible with multiple platforms and highly scalable with regard to the number of active users and companies.

The reference model goes beyond the traditional document tree that often implies document storage drawbacks: Integra introduces the concept of “network of relationships” between the entities to which a document is related.


The advantages for the company

The advantages for the company

Basic Concepts of Integra solutions

In the design and development of its products, Integra has always been open to the inputs both from users and other software, striving to deliver an integrated system able to fully support business processes. As its applications are web-based, the access of external users can be configured in a profiled and secure way, thus extending the scope and the reach of your company; according to their permissions and authorizations your customers and suppliers are enabled to access documents and other important information anywhere and anytime.

Application security

Integra development life cycle is constantly focused on accurate and effective design, realization and testing phases in order to ensure the highest level of security; to this purpose Integra uses specific tool for automating web-based application testing. Each access (or attempt) and every program used by the user is stored in specific log structures that can be managed via Web by the Administrator.

Company Organization and Management

Integra has a set of basic master data used to identify the entities and their relationships: companies, locations, departments, sectors, users, customers, suppliers, prospects, potential suppliers as well as other generic entities (e.g. projects, work orders , products, etc.) can be profiled and configured separately one from the other as well as related to one another. You can also define groups and roles according to which a user having a specific business role can only see the entities of a specific group. This is a very useful function, for example within the sales area.

Business Information Management

The documents managed by Integra do not have any format or size limitations. Every document must be associated with a document type and linked to an entity: when the reference entity does not exist anymore, also the relevant document is not available anymore. You can define a set of profiles featuring different characteristics, whose values can be free or in tables; this improves the indexing and enables you to efficiently classify and effectively find the relevant documents.

Workflow

Integra manages the creation of document approval and/or document viewing cycles, including the ones consisting of complex steps, distributed across users and/or work teams. You can also combine a workflow with the profile of the processed document; to this end you can set up progress rules according to the values assumed by the characteristics the profile consists of. By specifying a lead time for every single step, you can monitor the performance of the processes included in a workflow.

Document protocolling

Document protocolling is available in two versions: basic and extended. In the first case, each document can be associated with a simple ID  that can be freely managed and then searched. In the second case, storage and search are based on specific protocols and structured IDs; consequently each document is provided with the additional information required for a comprehensive protocolling.

Notes, comments and attachments

Each document is featured by a title and a description that briefly outline the content that will be used in the searching process.

You can associate comments (as post-it notes) with every document; any comments which are declared “private”, will not be associated with the document when this is going to be sent by e-mail/fax.

You can build a network of documents related to one another and access them by moving from one document to the other. A typical example includes invoices, bills and orders automatically sent by the ERP system and linked to each other.

Document-based permission control

Integra provides user- or sector-specific permissions to control the viewing or the entry of a document, depending on the relevant document type. According to the concept of ACL (Access Control List) a user can be enabled to view a single document provided he/she is included in a document distribution list.

Each document also has an URL Access, i.e. an encrypted Web address through which it can be accessed prior authentication or Single Sign-On. A document can be defined as “public”, i.e. it does not undergo any access control: in this case, the URL Access does not request any login and password.

All the operations performed in each document, from entry to display, from download to forwarding by e-mail/fax, are registered in specific log structures which can be managed via Web by the Administrator.

Document life cycle management

Depending on its type, each document can be replaced or combined with documents representing its subsequent revisions (e.g. _01, _02, etc.).

The check-in/check-out process ensures the protection of a document, while it is in offline change mode in the user client. Alternatively, the Integra Form module enables a guided and online change to be made in some documents provided that they have previously been structured.

A document can have an expiration date and can be declared visible only after any approval cycle.

A user alert system notifies the documents to be viewed or authorized; this enables every user accessing the application to keep track of actions to be carried out or of events occurred.

eMail/Fax Acquisition

The product has an acquisition system for emails from any POP3 with subsequent manual sorting through containers (receipt baskets configurable with appropriate rules) so that emails and/or relevant attachments can be viewed and catalogued.

The same system can be applied to the acquisition of received faxes (Integra supports Hylafax).

The system keeps track of all the operations in specific logs.

eMail / Fax transmission

It is possible to forward a document via email, either automatically once it has been uploaded or manually through the management and customization of recipient lists and of the message texts to be sent. You can also collect multiple documents, even belonging to different entities, in a single sent-to folder (basket).

The same process can be applied to the document transmission by fax (Hylafax): in this case, the return receipt is attached as a document to the fax sent.

The system keeps track of all the operations in specific logs.

Distribution lists

The system features the concept of a predefined list of recipients linked to the document type you are managing; alternatively, the recipient list can be activated by the user during the uploading or viewing process of any document.

When the document has to be sent by email, you can customize the object and the message text according to the relevant document type.

Each send operation is stored in a specific log so that you can be anytime informed about the history and the distribution progress of each single document.

Automatic scanner acquisition

This module enables you to manage the mass acquisition from scanners by logging the inbound documents with a barcode label; moreover, the inbound documents can be stored in the document management system through the information contained in the relevant index file.

Collaboration room

With Integra you can create virtual rooms, controlled by a moderator, in which authorized users can exchange documents or graphic /text notes related to a specific topic (e.g. a project, a presentation, a survey, etc.). When operations are completed, the exchanged documents and comments can be deleted or stored, even partially, in Integra.

Jobs and deadlines

Integra allows you to define and schedule activities related to the document life cycle that must be carried out on specific deadlines, such as activities concerning a mandatory revision or the production of a required dossier. You can however use the system also to manage additional activities or independent processes that are not related to a specific document flow.

Document basket

You can combine multiple documents, even of different types and related to different entities, in a single basket that can be sent via fax or email or simply used to create a single document in .pdf format.

Dossier

This function allows you to aggregate, with an holistic view, documents different by type and source, enabling the creation and management of thematic archives: dossiers, folders, manuals, order-related documents, etc. You can also configure document searching procedures (queries) using the different filters provided by the system and save these search processes in order to be easily repeated directly from the main menu, according to the access and viewing permissions of the user.

Interaction with the client workstation

Integra is also provided with a Java application that can be installed in the user workstations enabling to:

  • perform the Single Sign-On access to Integra using Windows credentials
  • quickly access documents in order to view or change them
  • send a document to Integra for its immediate storage
  • convert the locally processed document in .pdf format and store it in InteGRa
  • notify the user about deadlines/alerts with appropriate pop-up windows
  • etc.

Integration with ERPs and other applications

Integra can interact with various ERP systems by both acquiring data and documents and returning the values required.

It has standard integration functions based on the exchange of text files compatible with the record flows available in the product documentation; alternatively or in addition to this, it provides a set of Web Services.

The Integra technology team is always available to evaluate specific requests of integration with different applications and deliver the best solutions.

WHO IS IT FOR?

WHO IS IT FOR?

  • Administration office
  • Board of Directors/ Controlling Department
  • Technical Department
  • Quality, Environment and Security
  • Sales and Marketing employees
  • HR Management
  • Production and Logistics