The purpose of the module is to centrally save digital documents produced in-house. This module not only makes archiving once in a single system, but also indexing and associating with other documents. Company data should be submitted in electronic formats to legal groups such as tax auditors. Considering the number of documents to be managed, the importance of having a document management system emerges.
The integration of the Document Management module into the general system and its connection with other functional areas are shown in the graphic below.
ARCHIVING INTERNAL DOCUMENTS
Documents of jobs such as sales, purchasing and distribution added depending on usage in the system are automatically saved in the Document Management module. These automatically saved documents can be easily accessed (also from other function areas in the system). Thus, for example, a supplier invoice saved and scanned in the Invoice Control module can be accessed directly through the existing link in the General Ledger module.
ARCHIVING EXTERNAL DOCUMENTS
All external files with the desired format can be saved in the existing folder structure.
CREATING PERMISSIONS FOR DOCUMENTS
The indexing function in the module helps the organization of company processes on a document basis. It also ensures that documents can be retrieved in the prescribed manner.
REVISION-PROOF ARCHIVING
Thanks to the interface in the Document Management module, it is possible to archive documents with revision protection or in accordance with legal requirements. The user can keep the originals of the documents accessible in the revision history and set the desired revision as the current document among the created revisions.
DOCUMENT CHECK-IN/CHECK-OUT
The document requested by the users can be checked out (overwritten) within the specified date range. The checked out document cannot be viewed by other people. The changed document can be checked in (published) by the user.
FAVORITES-CREATING SHORTCUTS
Users can add the documents they want to their favourites. Documents added to favorites are displayed under the ‘Favorites’ general folder. The desired documents can be moved to the created folders with shortcut logic without moving them physically.
USING TAGS AND HASHTAGS
In the Document Management module, mandatory or optional tags that must be entered by the user on the basis of document types are defined. These tags are filled in automatically or by the user when saving documents. In addition to tags, hashtags can be defined on a document basis. By using the defined tags and hashtags as search criteria, the desired documents can be accessed.
NOTIFICATIONS
The tasks assigned to the user and revision approval requests are listed on the module main screen. Relevant documents can be accessed through notifications.
EFFICIENT DOCUMENT MANAGEMENT
Since multiple documents are usually created for a business transaction, they are assigned according to the relevant subject and stored in a document folder. These documents can be internal, external or edited in a different format. With this type of assignment, complete documentation can be created. Also, relevant documents can be accessed quickly every time.
Documents are securely stored against unauthorized access and protected with a password. The documents in the module can be grouped and this feature provides the user with a structured comprehensive study. In addition, internal documents are associated according to the reason they were created (eg with customer or supplier master data) and are automatically stored in folders created for them, resulting in greater transparency. Notes and other documents can be added to all archived documents. Documents can then be e-mailed, faxed, printed, or saved to other data media. canias ERP The entire system has a flexible user authorization logic for managing documents. Thus, different users can be given permissions for viewing, adding and modifying operations.
All data archived in the Document Management module and associated with a customer can be retrieved from the Customer Relationship Management module and used for sales or marketing purposes. Thus, for example, HTML templates or documents can be used for sending e-mails. For this, an HTML pool of templates is available in the module, populated with dynamic parameters for the respective email sending.
INTEGRATION
Central archiving of documents created along the value chain has become part of daily work. The Document Management module, fully integrated into the overall ERP solution, plays a central role in keeping data consistent and optimizing information processes. The seamless integration of the Document Management system eliminates the need to create costly interfaces and link documents with external systems. Thus, interruptions in communication/information are prevented, data quality and transparency increase, and workflows accelerate.
FEATURES OVERVIEW
- Archiving internal and external documents
- Support all formats (text, image, audio, drawing, etc.)
- Quick save new documents with drag and drop
- Adding tags to documents, easy search with tags and keywords
- Create a user-specific or public folder structure
- Document check-in, check-out function
- Encrypting documents
- Document history tracking
- User duty and consent notifications
- Indexing (indexing)
- Associate and logical links with other documents
- Direct e-mail sending
- Printing
- Faxing
- Recording to other data media
- Personal access protection (user privileges for each document/document folder)
- Automatic notification to users when files are updated or archived
- Revision-protected archiving with external software in accordance with IDW PS 880
- Flawless integration with other modules and business processes