Document Management

Overview of the Document Assist Module:

Document Assist acts as a repository of electronic copies of the organisation’s documentation. The Module Administrator defines the folder structure in which documents will be stored and is responsible for assigning user access to each of the folders created. Only those users whom have been given specific user access will be able to create folders and, upload, view and / or delete documents.

 
The high-level process flow of the Document Assist module is as follows:

  1. The module administrator defines the categories (folders) of documents to be managed on the system. Once the categories and sub categories of documents have been created, the module administrator assigns user access to create categories, upload, view and / or delete documents. Each category is assigned to an Owner who is responsible for the documents uploaded to the category;

  2. Users with the correct level of user access will be able to upload documents to the categories to which they have been given access;

  3. Users with the correct level of user access will be able to add file notes to categories;

  4. Users with the correct level of user access will be able to view documents to which they have been given access;

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Document Assist Module Key features include:

  • Easy, user friendly document management process;

  • All documents are stored in a central location for easy access from any location;

  • Functionality for the module administrator to define and manage the create, upload, edit, delete and / or view user access for all the active module users as required by the organisation;

  • Functionality for the module administrator to define the required document types to be assigned to each document uploaded to the document management repository;

  • Functionality where users can gain access to the module through various means (e.g. desktop, laptop, tablet, smart phone etc.);

  • Functionality where it is possible to run multiple versions of the module on the client database;

  • Functionality has been built into the module to allow the user to capture file notes to document categories and may be operationally required;

  • The Document Assist module allows for 5 sub-categories of documents to be created for each parent category created by the module administrator;

  • Functionality where for each document uploaded the document owner can capture metadata that will be associated to the document. This will allow users with the required level of access to search for reports using that metadata captured during the document upload process;

  • High level of organisational customisation in defining the module setup to meet the organisation’s own business requirements;

  • Improved governance as documents are available to all authorised users in a consistent manner;

 
Document Assist Module Example Screenshots:

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