Document Management
This Document Control module simplifies document management across your organization.
It automates essential documents’ review, approval, distribution, retrieval, and obsolescence processes.
Intelligent search capabilities help users locate documents quickly and easily.
The centralized nature of this software, combined with access control, ensures that users are using the latest released documents, thus preventing the retrieval and use of obsolete documents.
Document Library
The Document Library section of the Document Management module includes FEATURES like:
Quick and easy way to search and find any document of interest using various filters,
Several methods to submit new documents,
Single-click to view the document,
Single-click to view document details, reviewer and approval list, as well as its tracking log,
Single-click to create and start the document revision process,
Print out a list of documents of interest,
and Download the document to a local download folder.
Document Information
Each document submitted into this Document Management module can be defined as:
Using common fields such as Document Number, Revision Level, Description, Document Type, Document Owner, Keywords, and Reason for Submission,
by identifying the review option such as No Review Needed, One Reviewer and One Approver, or a Custom Review and Approval list,
by identifying the release option, such as releasing same file or PDF version of the native file,
with optional fields available that can link a document to a Customer, Vendor, Project, Part Number and Revision Level, and a Purchase Order Number,
and, with the system-defined File Type and File Size identified.
New Document Submission Process
When a new document is submitted into this Document Management module, the Features provide for:
An entry into the Document Library indicating the document has been submitted and is under review,
identifying the review process such as No Review Needed, One Reviewer and One Approver, or a Custom Review and Approval list,
an electronic review and approval process, when applicable,
an automated email to all reviewers that is system generated based on the review process selected for the document and the reviewers and approvers responsible,
an automated email to the document owner when any of the reviewers reject the submission, and all parties that had already approved the document for submission,
an automated email to the document owner and to document control personnel when all reviewers have approved the document for release,
and a single-click operation to release the document.
Document Revision Process
When a document revision is submitted into this Document Management module, the Features provide for:
updating the current document revision in the library to a status of being revised, and a new revision submitted into the Document Library status is under review,
confirming the same review process as the current document revision with the opportunity to change,
ensuring the same release process as the current document revision with the chance to change,
an electronic review and approval process, when applicable,
an automated email of the submitted revision to the document to all reviewers that is system generated based on the review process selected for the document and employees responsible for document review,
an automated email to the document owner and to document control personnel when all reviewers have approved the document for release,
and a single-click operation to release the new document revision and obsolete the old one.
Document Tracking
The Document Tracking FEATURES of the Document Management module enable:
logging when the document was reviewed, approved, released, obsoleted, and, when applicable, rejected,
logging when the document was viewed, printed, or downloaded,
The log includes the event, user, date and time, and computer name.
Document Review Progress / To-Do-List
The Document Management module includes a “To-Do-List,” which provides the user with a summary list of Documents in the review process that they have some connection with by summarizing them into the following buckets:
Documents Awaiting Release – No Review Required,
Dual Review Document(s) That:
– Require Their Review,
– Require Their Approval,
– They are the Owner of that Still Need Review,
– They are the Owner of that Still Need Approved,
– That Need To Be Released,
Or, Custom (Multiple) Review Document(s) That:
– Stills Needs Their Department to Review,
– Stills need their Owner’s Review Before the Review Process,
– Stills need their Owner’s Approval Post Review Process,
– That Need To Be Released.
Simple Navigation
A KEY Strategy of the Document Management module is Simple Navigation, which includes:
a single-click operation to search and find documents of interest,
instant summary of all documents in review,
instant overview of all documents approved, awaiting release,
and a single-click operation to review, approve, or reject documents submitted.
Reports
A KEY FEATURE of the Document Control module is that it includes many user-filterable reports such as:
Document History,
Document Tracking,
And Document Revision History.
Setup / Personalization
The FEATURES in the Setup section of the Document Management module provide for:
Adding your company’s information and logo so it is represented in all reports, menus and views during its use,
managing a list of employees and temporary workers that may take part in any capacity of the Document Control process or use of the Document Control software,
managing a list of user-defined Document Types such as Form, Work Instruction, Procedure, Specification, Assembly Drawing, etc.,
managing a list of customers that may be used to identify a customer’s document,
managing a list of suppliers that may be used to identify a supplier’s document,
managing a list of reason codes that are used to categorize the initial submittal or revision of a document,
identifying the storage location for documents being reviewed, released, and obsolete documents,
identifying the storage location of ITAR documents being reviewed, released, and obsolete documents,
managing a list of ITAR projects and user access for any ITAR-controlled document
Automation
