Access to information is crucial for well organized business processes. Most business systems allow access to information records, but does not allow access to unstructured types of data. The ObjectVerse DMS system is similar to a central repository, where the users can easily access information of many kinds. Furthermore, the information can be linked together buildin a logical context, many times called electronic knowledge, which is esencial for the organization.
When the documents are uploaded they are sent to a waiting queue, where a full text search engine performs indexation, which will allow full text search capabilities and summary creation. The document usually ends up in an insertion point, where automatic categorization of input data is performed. Due to the wide range of supported document types, the document system takes full control over the versioning and changes tracking, as well as over the notifications to the subscribed users. Timestaps, locking and unlocking options, check-in and check-out possibility is just functionality that each document system must have.
For covering also strucutred data the document repository is upgraded to display the records from the business ERP system, CRM system, project office,... A central repository enables the storing of multimedia materials, which are also integrated into logical contexts, connecting relevant records inside the system.
On each record a list of Shortcuts can be created, which is automatically updated if the original document moves inside the document repository. Complementary access over a complex document navigator also enables the integration of external and internal resources.
The Navigator offers access to the records inside the document system through a hierarchical user interface, where various types of data are stored. Following the hierarchical branches, the users can simply access a relevant record and perform all the possible actions. The Navigator enables simple access to business accounts, contracts, invoices, orders, as well as to graphical materials like movies, images, files or shortcuts...
For all the objects the version control is automatically performed and changes log is enabled to allow audit trails. This means that for every object there is a log of the history of views, changes, deletions, printings. The Authorization system enables central access control for each object and consequently the system users can just access the data they have authorization for. The security at a record level not only enables that access and management rights are granted to the users for each individual record, but also that the permissions are set to defined steps in the whole business process.
Each document or record can be contextually bound with other information, which enables automatic generation of electronic knowledge. This consequently lowers the dependency of the information with the individual users, as all the information parts are fused into e-knowledge.
A simple example is the order management process in an organization, where the first step in the process is the scanning of the contract before making a call to the suppliers. In the following step the material is received in the warehouse, where also quality control can be performed. The invoices can then be created for the ordered goods and, as result, the complete process is transparent through financial and working audit trails, which were created inside the context of a specific cost driver.
Every single day there is a lot of paper mail being received in a company. Each mail has to be catalogued and addressed to a specific user or department. Frequently happens that the paper document is misplaced somewhere, thus stopping or interfering with the business process. To avoid this, ObjectVerse system enables the upload of scanned documents inside the so called "insertion points", where the documents are also catalogued, and meta-data information is extracted. Here also a full text parse is performed and the document is registered in the post book automatically. From the insertion points the documents follow predefined workflows to addresses inside the organization, where they are later processed.
Workflows enable business process definitions, where specific roles can be performed by users, groups or user roles. The basis of defined business processes is that the documents follow predefined workflows inside the organization where they influence audit trails, changes are logged, and finally, with the integration of digital signatures and timestaps, the whole process can be also legally supported.
Similar than with classic documents, the document control can be performed also on the records inside the system. Here each record can be locked or unlocked for the sake of advanced processing, which disables the possibility to alter the document by a user while other is already editing it. For each type of record a changes log and version control is enabled.
Versioning and historization
Document versioning and changes log is practically a part of every document system. ObjectVerse DMS enables version control on a specific record as well as on a group of records, consequently allowing users to simple observe the intersections of changes on individual folders during a period of time. This meand that the so called configurations enables introspection into the folder structure in a specific time fragment, but still following access rights of a specific user.
Teamwork on document materials
Sometimes document locking must be enabled to prevent altering documents which are being already edited by a user. The user who locks a document prevents the altering of the document content during his "offline" editing. The version control enables that the system also stores the working versions of the records, which can be published on demand.
A digital archive is last phase of the document management. Here the documents are stored after a specific timeframe. The full text search enables searching through data, which is not yet archived, but, on demand, it can also include searching through data in the digital archive.
Full text search
The integrated search system allows an easy access to unstructured as well as to structured data entered through user forms. The search can be automatic performed as a system subroutine in the form of search agent or through the integrated system search engine form.
Full automatization of the business processes is a major advantage for a system, which also saves time to the employees, who can then focus on their business processes. ObjectVerse enables automated archiving rules, automated search engines and notification agents.