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What is Integrated Document Management (IDM) What is Integrated Document Management (IDM)? Integrated Document Management (IDM) is defined as the integration of a traditional document management solution with a companys primary business software. DocLib IDM allows MFG/PRO users to access and store documents much easier and faster via an interface that is internal to the MFG/PRO system without a modification or customization of MFG/PRO. Documents generated by MFG/PRO can also be stored within the database through no additional action required by the user. IDM eliminates the time and costs experienced with filing, storing and searching for documents. For example, a Customer Service Representative can instantly access a customer's contract, purchase order, shipping documents and invoice from within the MFG/PRO application. What is DocLib? DocLib is a powerful, integrated Document Management solution. With DocLib you can store copies of all your business documents and reports electronically and access these documents quickly and easily from virtually anywhere. DocLib enables you to eliminate filing hardcopies of documents and reports, improve customer service by reducing the time it takes to track down any document, increase security on document access, eliminate copying and faxing documents, reclaim office space now used by filing cabinets, and eliminate lost or misfiled documents. DocLib is fully integrated with MFG/PRO. MFG/PRO generated forms and reports are automatically captured and stored in DocLib and logical keywords are automatically applied. Users can quickly view previously printed reports and forms at any time, eliminating printing and storing hardcopies of MFG/PRO forms and reports.
MFG/PRO users can search DocLib for any document based on the value in any MFG/PRO field, without leaving the MFG/PRO session. DocLib has three powerful search capabilities; Keyword Search, MFG/PRO Context Search, and Full Text Search, which enables users to search on any word in any document. DocLib Data Capture enables users to perform an MFG/PRO transaction from a scanned document, eliminating rekeying of handwritten data. Data Capture allows the creation of multiple MFG/PRO transactions from a single scanned form.
DocLib gives you the power to distribute documents down the hall or around the world, quickly, easily, accurately and without paper. DocLib is enhanced with powerful capabilities to help you capture, store, retrieve and manage documents. DocLib Modules Base Module Store and organize your documents in a database. Getting started with Integrated Document Management begins with the DocLib Base Module. The Base Module includes the DocLib database, an interface designed with a Windows Explorer look and feel and the toolsets required to organize your documents. Using the Base Module users can store documents in DocLib, add and delete files and folders, create document types, view documents, and more. The Base Module provides a structured approval process that can be used to control the creation of documents, including Electronic Signatures. This module provides three levels of security; general security, folder level, and file level security. The DocLib Base Module provides two powerful search features to assist you in finding the documents you need, quickly and easily. You can search through DocLib and locate documents using a Keyword Search. In addition, MFG/PRO users can search the document database using an MFG/PRO Context Search. The MFG/PRO Context Search feature allows users to continually search for documents without leaving an MFG/PRO session. Any MFG/PRO input field can start the document search, regardless of where you are within any program in MFG/PRO. This feature is available for Character, GUI, NetUI, and Desktop 2 interfaces. Electronic Reports Management (ERM) Add MFG/PRO forms and reports to DocLib automatically. The DocLib ERM module allows MFG/PRO users to print any report or form directly to DocLib by simply selecting a DocLib enabled printer. The report or form not only prints to hardcopy (if desired), but a copy of the document is stored in DocLib and relevant keywords are automatically assigned to the document. Users no longer need to print, file and store hardcopies of MFG/PRO forms and reports. Users can quickly find and view previously printed MFG/PRO reports and forms at any time. DocLib ERM automatically creates folders and file names that are logical and relevant to the stored document. DocLib is integrated with QADs MFG/ PRO without customization or modification. ERM Case Study: Heres how one DocLib user put ERM to work to provide access to MFG/PRO reports that are not easily reprinted. EDI orders are processed throughout the night and users needed access to the EDI report listing exactly what orders came through. Since this users EDI report was not reprintable or stored in MFG/PRO, mornings were hectic as the report was copied and faxed, and the individual holding the report answered questions via phone. Solution! The user set up an ERM process in DocLib that automatically sends an image of the MFG/PRO EDI report into DocLib and automatically assigns keywords (order number, customer, date, time, items, etc.) Now authorized users access the report from their desktop. No more phone calls, faxes and copies! Distribute your documents down the hall or around the world, quickly, easily, accurately and without paper. The Document Imaging Module allows users to scan a paper document, including handwritten documents, into an electronic format (image). This image is automatically loaded into DocLib. Users can scan packing slips, customer purchase orders, vendor invoices, contracts, correspondence, CAD files, etc., and store the image in DocLib for easy access to all authorized users. The Document Imaging Module uses Kofax Ascent Capture software to quickly scan, intelligently index and validate the documents prior to releasing them into DocLib. Documents can be scanned individually, or in large batches. Ascent Capture is the industrys most reliable and widely used application for production-level document capture and forms processing. By converting paper documents to images, DocLib reduces physical storage costs, enables documents to be electronically utilized and shared, and results in faster retrieval of information. Perform MFG/PRO transactions from a scanned document. The Data Capture Module, used in conjunction with Document Imaging, allows users to create one or more MFG/PRO transactions from a scanned document, including handwritten documents. For example, an inventory card that contains a handwritten item number, inventory count and location, can be scanned through Document Imaging into DocLib, and automatically create an MFG/PRO inventory transaction. Scanned documents are assigned keywords that include the MFG/PRO Transaction History and/or Operation History number allowing the user access to documents for auditing and analysis purposes. Data Capture not only eliminates rekeying of handwritten data, but allows for the creation of multiple MFG/PRO transactions from a single form. Perform a search on any word, in any document. DocLib Full Text Search Module provides advanced searches for words or phrases that exist within any document stored in DocLib. This powerful search tool is integrated with DocLib security, enabling access to only those users with sufficient privileges. Searches are conducted for words or phrases that may exist in documents, keywords or text renditions of image documents (OCRed images) as well as hundreds of third party application documents, such as Microsoft Word and Adobe PDF. These searches are extremely fast, allowing users to quickly find the occurrence of those words and phrases in unlimited numbers of documents. Additionally, the Full Text Search Module provides Annotation, Rendering and Drill Down capabilities. These features allow users to attach a note to a document, much like a stick on note. This note, viewable to anyone with access to the document, can be a text message, a link to a website, a query that generates a full text search based on the data in the annotated field, or an attached file linking this document to another in DocLib. An annotated field is highlighted when the document is viewed, alerting the viewer to an attached note. Drill down allows the user to link documents together via keyword and cycle through the database quickly. Optical Character Recognition (OCR) DocLib OCR is a highly accurate and easy to use document recognition package that works seamlessly with the DocLib Document Imaging Module. DocLib OCR recognizes and translates printed alphanumeric characters resident on a scanned image document, converting the image into a machine-readable text document to facilitate text searching and/or full text indexing. DocLib OCR utilizes the Kofax OCR engine, widely praised for its high degree of accuracy. The OCR process is initiated after documents have been scanned into DocLib and the resulting batch has been indexed. The full-page OCR engine analyzes the scanned images, ignores peripheral information such as lines and graphics, and creates corresponding text files for those images. The resulting text is stored in the DocLib system either with or without the original image. Application Like their paper counterparts, imaged documents still need to be physically read in order to locate specific content. DocLib OCR, however, can convert images into electronically searchable text. Users are then able to instantly locate specific words or phrases within a document or group of documents, dramatically streamlining even the most cumbersome of research tasks. Documents commonly scanned and then OCRed include business correspondence, legal memoranda, contracts, specification sheets, and manuals. DocLib OCR becomes even more powerful when complemented by DocLib Full-Text Indexing. Features Seamlessly integrated with DocLib Document Imaging. Utilizes the accurate OCR engine Batch OCR of documents Converts non-searchable image documents into searchable test documents The DocLib API is a library of ActiveX classes that expose a set of DocLib document handling functions in an external interface. This interface allows a programmer to create applications that call these DocLib API methods to perform document manipulation tasks. The DocLib API utilizes a configurable, three-tier client/broker/server architecture. This provides complete flexibility, allowing you to develop both full-scale and thin-client applications with the same interface. The API shortens development cycles by providing a level of abstraction which shelters the application programmer from the mechanics of the document manipulation process and allows the developer to focus on the application business logic. At the same time, it allows the implementers of the API to create highly optimized code that can be tailored to specific platforms and updated as the new hardware and software is introduced. Applications can thus take full advantage of the underlying hardware while maintaining a single code base spanning multiple platforms. The primary application interface is a 32-bit OLE interface. Application The DocLib API allows you to choose to have DocLib handle the display of result sets and documents, or you can have DocLib pass the documents back to your application so that you can display them. If you want DocLib to handle the display of result sets and documents, you will need to have the DocLib Client installed on the workstation that is calling the API Features Allows for Windows & HTML Development Reduces development time and increases functionality of the overall system Tailored to specific elements of the application Cross compatible Uses two different types of clients that are written in their own language, but still understand each other through the API Provides seamless information interaction to other desktop apps DocLib EDM services provides Electronic Document Management capabilities for the storage and management of word processing documents, spreadsheets, presentations, forms, and images. Document revisions are also managed within this module. Documents generated by ODMA-compliant applications are stored directly into the DocLib system. Features include ad-hoc document storage, revision control, commenting, and check in/check out. ODMA is an acronym for Open Document Management API. It is an industry standard interface between desktop applications and document management systems that allow users to store, retrieve, save multiple revisions and share documents. One of the benefits of ODMA is that document management services are more readily available to users in a seamless manner. These services appear to be a natural extension of the desktop applications that are familiar to users. Most popular desktop productivity programs, such as Microsoft Office and Lotus SmartSuite, comply with the ODMA standard. ODMA provides DocLib with a consistent interface to the third party applications. EDM Services allow users, working within ODMA-compliant applications, to use the application's own File/Save As command to save an open document directly into the DocLib system. Application User interaction occurs either from within DocLib or from within an ODMA-compliant application. User options include: Open or create a document from within the user's file system and save it with DocLib. The Open a document through the DocLib Client; make changes to the document, and save it back into DocLib as a revision.
Open a document through the DocLib Client; make changes to it, and save it back into DocLib as a new document.
Retrieve a document from DocLib and save it back into user's file system.
Documents that were previously created in third party applications can be imported and maintained in DocLib. To import documents from a file system, select File Import. The file name, document type, and the appropriate keyword fields are selected and are entered in the Import Document dialog box. To streamline the indexing process, Autofull Keyword Sets can be utilized to further streamline the indexing process.
A user can import a group of documents, to store into DocLib, by dragging multiple documents onto the DocLib desktop. For example, highlight multiple files through Microsoft Explorer and drag them to the DocLib desktop. When the documents are released on the DocLib desktop, an import dialog box will appear with the first file displayed and ready to be indexed.
DocLib EDM Services allows authorized users to make and save modifications to stored documents. When an application document is retrieved within DocLib, the user is able to use the functionality resident in the native application to make modifications to the document. The user is given the option of storing the document as new or revised. DocLib numbers each revision and the user can enter a description of the changes made, enabling subsequent users to easily pinpoint the exact version desired. Right-click functionality, within a Document Search Results Retrieval List, displays the options for Revision and Rendition information.
Once a document is stored within DocLib, it can quickly and intuitively accessed either through the DocLib Client or through the appropriate ODMA-compliant application using the standard File/Open command. Once a document is retrieved, users can conduct a text search, print, e-mail, and/or fax the document directly from the desktop. The document can also be routed via DocLib Workflow and be made available over the web via DocLib Web Server.
Check In/Check Out protects a document from simultaneous revisions. When a user retrieves an application, document from the DocLib system, the document is automatically "checked out." While checked out, other users are only able to retrieve and route a "read-only" version of the document. Once the original user has closed the document, it will be "checked-in" and available for further modification by other authorized users.
Sharing stored documents is ideal with DocLib EDM Services. When several individuals within a company contribute to a proposal, EDM Services facilitates their process. If a salesperson initially writes the proposal, but needs input from others on the finer points, the initial document is created and imported into DocLib using EDM services. It can then be retrieved and revised by anyone who has modification rights for that document. The product manager reviews the proposal for content, retrieving the document based on keywords that were assigned when the document was stored. (date, sales person, potential customer, product manager, etc.) The product manager can then make changes and save the document as a revision of the original. Comments may also be attached to the document for subsequent users. Others can update the document and all changes will be tracked within DocLib. The system keeps track of who has documents "checked out" and displays this information for other DocLib users.
Features
Create, edit or save documents within ODMA-compliant applications
Integration with third party applications
Revision control; successive revisions are tracked and the changes are summarized with each revision.
Check In/Check Out; when a user has a document "checked out" no one else can make changes to the document until it is checked in.
Extensive security and assignment of user rights. Users or user groups are assigned rights enabling them to retrieve, create and/or modify documents.
Detailed audit trail; a detailed audit trail of when and who made changes to documents.
DocLib Workflow is an electronic document routing system that enables users to process work more efficiently, faster, and more accurately than with traditional paper processing. DocLib Workflow is beneficial whenever successive points of input or action are required in order to complete a task, process, or procedure. From processing applications to approving expense reports to managing remittance processing, workflow streamlines collaboration and accelerates the completion of critical business tasks. Additionally, DocLib Workflow can easily integrate with and provide the backbone to e-commerce solutions as well as be tied to organizations' core ERP and CRM systems.
With DocLib Workflow, users or integrators define and configure document states, rules, actions, and lifecycles with a comfortable Windows interface. Upon configuration, workflow instantly routes documents through the business process as each increment of user or system work is completed within a queue. DocLib Workflow also supports such advanced features as alternate routing logic, automatic criteria calculation, rendezvous, simultaneous notification, load balancing, reporting, ad hoc workflow, VB scripting, and API functionality for integration with core legacy or ERP/CRM systems. When integrated with DocLib Web Server, the benefits of DocLib Workflow can be made available via the Internet to users throughout your company, regardless of their location.
Application
Workflow, which is entirely point-and-click configurable, has been designed to allow for quick implementation. Much, if not all, of the programming that is required by traditional workflow systems has been eliminated.
The intuitive design of the Explorer interface provides a workflow designer with the tools to define the work (system, user, or timer) to be accomplished at each queue and define the rules and understand configuration windows give non-programmers an unprecedented ability to design and deploy sophisticated workflow solutions.
The Life Cycle Control Window allows the user to determine how the actual flow of a life cycle will appear and how documents will be transitioned through the life cycle.
In order for a document to enter a workflow process, its document type must be associated with a specific life cycle. A document type can be configured to enter a lifecycle at a specific queue and automatically initiate workflow. Documents are brought into a workflow life cycle in all of the same ways documents can currently enter DocLib - Imaging, etc. Selecting a document from the DocLib Document Retrieval window and selecting the 'Execute Workflow' option will manually start a workflow life cycle. DocLib can also initiate workflow from electronic forms, Internet forms, and e-mail messages.
Once in Workflow, users see a list of documents that are waiting in their respective queue. A task bar displays the user options for that queue. The user, upon selecting a document, can select a task to perform from the task bar, or route the document to another user or queue.
Application
Typically, queues are shared by groups of individuals. Many workers can share the same queue, but they would only see the files assigned to them. To the user, it appears as if they are the only one using the queue. Queues can also be configured without any user work. These are called system or server-side queues. They handle background processes such as ticklers, timers, and other data processing functions.
Features
Ensures that documents are routed in a standard, controlled, and prompt manner.
Accommodates exceptions to the configured model by assigning specific users with rights to add or exempt stages on an ad-hoc basis.
Forwards documents without delay to each successive phase
Automatically distributes documents to specific work groups
Allows documents to be prioritized in each queue. If there is no priority assigned, the documents are sorted by the date and time they enter the lifecycle.
Audit Queues allow periodic review for quality assurance.
Processes are easily added or adjusted at the document, process, group, or enterprise level by specified users or administrators.
Point-and-click configuration enables customization of both the routing and the user interface without programming.
Integrates seamlessly with other DocLib modules and incorporates powerful cross-referencing to image or application documents.
Extensive set of pre-defined rules and actions adds to ease of configuration.
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