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Digital document and Business process management system

The system allows the creation of a secure and centralized repository of documents of any type, their classification, quick retrieval, editing and management through defined workflows. It is extremely suitable for work in the conditions of a remote office (home office), as it can be used anywhere and on any device.

In terms of functionality and features, the application is more than just a system for managing digital documents and business processes. It is a platform that can be implemented to meet all the specific requirements of each individual business or company.

Files and Records

Archiving

The system has an intelligent archiving functionality which sorts and organizes the internal document flow of the company. Through this advance functionality all documents can later be easily searched and accessed.

File System

The cloud-based management of the file system allows you to allocate various access rights to all members of the team, while saving detailed history of edits of all files along with logs of any user’s interaction with the system.

Virtual Folder

Create virtual folders and move documents in them just like you will in any other file system.

Editing

With the local application you can easily edit any type of documents and auto-save all adjustments you do directly to the system.

File Version Control

Each change in the contents of a particular file creates a new version. The system stores all versions, so you can easily track the changes.

Task & Meetings organizer

Book meetings, keep notes and create tasks through the integrated calendar on the website.

PDF Editor

Merge PDF documents
Split PDF documents on a specific page
Insert, delete, and extract pages from a PDF file
Add watermark and electronic signature

MS Office Integration

Editing and Integration of documents:
MS Word
MS Excel
MS PowerPoint
Outlook

Blogs and discussions

Create discussions, blogs, wiki pages (pages that any authorized user can edit and add content to them using only their web browser)

Import and Export

Easy transition from other systems through features for automatic data import and integration through Web Services. The system can be set up to easily export data and files in a variety of file formats.

Registers

Functionality to create a variety of registers (contracts of customers, suppliers, employees etc.). Tools for searching, editing, import / export, automation, and notification.

File Sharing

File sharing by providing time-limited access.

Processes and Personalization

Workflow processes

Execution of activities in the company according to a specific business model. The system effectively organizes adaptive workflow processes related to documents and information.

Projects

Management of projects, tracking deadlines, project phases, members’ responsibilities, task fulfillment and implementation.

Tasks

Define tasks in the system. Automatic tasks with scheduled repetitions. Performance and deadline control.

Notifications

Receive alerts and notifications (through various channels such as e-mail) when important events occur related to tasks, documents, processes – a new document, deadline expiration, need for intervention or approval, etc.

Personalization

Ability to customize the home page with widgets. Different views for the lists of documents, files, and processes. The widgets are windows to other parts of the system which can be freely moved, sized, and adjusted.

Search and Indexing

Indexes

The system has a powerful engine for indexing content with unlimited data within each document (number, issue date, incoming number, date of change, counterparty, amount, notes, statuses, approvals, etc.)

Powerful Search

The system is equipped with a powerful tool for searching indexed data. Full-text indexing and searching in the content of documents, discussions, blogs, wiki pages and calendar-defined notes and tasks.

Unlimited Fields

In the system any type of information can be described with unlimited number of fields.

Productivity and Integration

Millions of Documents

The system can work with millions of documents and is design in such a way that this does not affect its performance.

Flexibility

All processes can be adjusted precisely to support the specific business needs of the company without the need of any compromises to be made from the client.

Automatic Operations

When an event occurs or there is a defined cycle, the system can execute various automatic operations – file and data import, data processing, notification, conversion, start of workflow processes, etc.

Home office

The system is extremely suitable to be used for work in the conditions of a remote office (Home office).

Connection to Other Systems

The system can receive and send data to external systems.

Control and Data Validation

Access Control

The system guarantees secure access to the content on several levels - reading, writing, deleting and administration. 

Validation

Defining unlimited types of data validation conditions which will minimize errors.

Version Control

Ability to “lock” a current editing state and recover a previous version of a document.

GDPR

The system is fully committing to all GDPR requirements and can generate various records, proving the GDPR adherence.

IMPLEMENTATIONS
  • Commerce
    • Customer registry management
    • Offers - preparation, collaboration, signing
    • Contracts with clients - preparation, collaboration, signing
  • Low
    • Contracts - preparation, collaboration, signing
    • Real estate register management
    • Dispute and case management
    • Monitoring deadlines in cases and claims
    • Knowledge repository and court practice
  • Administration
    • Creation, storage and promotion of procedures, forms, instructions
    • Organizing incoming and outgoing correspondence (mail)
    • Organizing the internal correspondence within the company
  • Supply
    • Management of the processes of purchasing goods, services and fixed assets
    • Supplier registry management
    • Supplier selection process (Procurment)
  • Human Resources
    • Employee information management
    • Management of employment records
    • Management of the documents flows related to paid and sick leaves
    • Attestations management
    • Applying for and authorizing paid & unpaid leave request
  • Transport
    • Management of transport documents (CMR)
    • Management of information and expiration dates for vehicles
    • Vehicle information management
  • Manufacturing & Production
    • Project management for new product development
    • Project management of current production batches
    • Management of information and expiration dates for machines and equipment 
  • Pharmacy
    • Generation and management of electronic dossiers in eCTD format, according to the regulations for submission of information on medicinal products by applicants to the Bulgarian Drug Agency (BDA). 
ADVANTAGES
  • Reach Industry expertise
    The SYSTEM has already been in use by companies working in various industries due to which there is a wide variety of business processes and registers applicable for all respective business activities.
  • Powerful Search
    The SYSTEM can perform searches on all data and in all types of configurations, including searches by Fulltext indexing of the contents of a file (achieved through OCR and other technologies)
  • Adaptability
    The SYSTEM can be integrated exactly as to correspond to the specific needs of the client’s business. There is no limitation on the number or type of fields, which describe the data. There is also no constraint of the number or types of files which can be used to store documents or business processes. There is no restriction on the ways to automate workflows or validate system data.
  • Integration with Other Systems
    Through the integrated Web Services, the SYSTEM can send and receive data and files from external systems. It can also be integrated with Active Directory, LDAP or any other centralized access management systems.
  • Platform Independent
    The fact that the SYSTEM is web-based makes it platform independent and does not require installation for every user. It can be easily accessed through a mobile app.
  • High control over data access and data interaction
    The SYSTEM records every action in the system which leads to full transparency regarding the data usage. The extremely flexible rights distribution to specific files and folders ensures that users will always have the right level of access based on their role assignments. The SYSTEM is fully committing to all GDPR requirements.
  • File Editing
    The SYSTEM provides the ability to easily edit the contents of files. When a file content needs to be modified then there is no need for the file to be locally saved, edited, and then uploaded back again. Instead, when the user clicks the “edit” button, the SYSTEM opens the file in the respective application and any change on the content is automatically updated in the SYSTEM as well, without any further manual interaction necessary.
  • Preview File
    The SYSTEM generates preview of wide range of popular file types such as: pdf, jpg, jpeg, png, doc, docx, docm, odm, odp, ods, odt, ppt, pot, potm, pps, pptx, ppsx, pst, xls, xlsx, xlsm, eml, html, txt.
FREQUENTLY ASKED QUESTIONS
  • What distinguishes the SYSTEM FOR MANAGING ELECTORNIC DOCUMENTS from other such systems?
    • From functional and characteristic standpoint, the system is way more than a simple Content Management and Business Process Management software. It is a platform which can be seamlessly implemented and personalized based on the unique business requirements of the client.
  • Who is the SYSTEM FOR MANAGING ELECTORNIC DOCUMENTS intended for?
    • The SYSTEM is suitable for all types of industries and in all departments of a given company.
    • It is extremely useful for working in the conditions of a remote office (home office), as it provides employees with all the necessary resources for the normal performance of their activities, while ensuring the security when working with remote documents.
  • How many languages the ELECTRONIC DOCUMENT MANAGEMENT SYSTEM has been translated into?
    • The SYSTEM operates in Bulgarian, English, Russian, French, Spanish and German. It can also be configured in any other language you prefer.
  • Is there a limit to the number of fields with which documents can be indexed?
    • No, the system has no restrictions on the number and type of fields to be indexed. Each field can be categorized as: text, number, date, numerator, option list, relation, role, group, table, map.
  • Can the files stored in the system be edited without being locally downloaded?
    • Yes.
  • Does the system preview files?
    • Yes.
  • Does the system support a mobile version?
    • Yes.
  • Can the SYSTEM be used in the conditions of a remote office (home office)?
    • Yes, the SYSTEM is extremely suitable for work in the conditions of a remote office (home office), as it provides employees with all the necessary resources, information and documents for the normal implementation of their activities.
  • How much does the licenses cost?
    • There are no license fees.
  • How can I find out how much it will cost to configure processes and registers?
    • A specific offer can be prepared only after analysis of the requirements by our business consultants. Based on this information and our extensive experience, we can form the exact price for the implementation.
  • Where is the ELECTRONIC DOCUMENT MANAGEMENT SYSTEM installed?
    • The SYSTEM can be installed both in the client's infrastructure and in the cloud.
  • Can the ELECTRONIC DOCUMENT MANAGEMENT SYSTEM read data from the Active Directory?
    • Yes. Yes. The SYSTEM periodically reads the new and changed records for users in the Active Directory. Users log into the system using their passwords in the Active Directory.
  • Can the ELECTRONIC DOCUMENT MANAGEMENT SYSTEM communicate with other software?
    • Yes. Yes. The SYSTEM uses Web Services through which it can send and receive data to external systems.