Document Management. Overview DM
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- Marjory Morton
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1 Document Management Overview - 1 -
2 OMNITRACKER Document Management at a glance Company-wide, centralized document administration using OMNITRACKER Document Management: Quality control of business processes in the organisation via retrievability, history and archiving of documents. Workflow that covers the entire document life cycle. Supports version management of documents. Structuring of documents by creating own directory structure. Role-based permissions concept on document and directory levels. Avoiding conflicts during document processing. Export of documents in SharePoint lists and to external file systems
3 Technical Features General General Plan, create, review, release and publish documents Create directories and subdirectories Role-based permissions for directories and documents (reader, author, reviewer) ensures data privacy and information security. Prevent obscurities about document validation and conflicts by changes done in parallel Export of documents to SharePoint lists Integration with other OMNITRACKER applications Interface and display Search capabilities Filter capabilities Colour display of document states - 3 -
4 Technical Features Procedures Planning and management Folder-based storage structure Managing document versions Mirroring on external file systems (shared network file systems) Processing and monitoring Workflow-based escalations Define state transitions Automated notifications (e.g. request to review) Role-based permissions concept (definition of authors, reviewers and readers for directories and documents) - 4 -
5 Directories New directories and subdirectories are created and modified by members of the group "DocumentMgmt Managers": Definition of directory name Definition of parent or sub directory By defining parent and sub directories the directory structure is created. Definition of authorized persons for the documents within the directory: Authors Readers Reviewers - 5 -
6 Documents Members of the group "DocumentMgmt User" can create new documents. This requires that they are authors of the corresponding directory. Each document is assigned to a directory. New documents can also be created from within a directory. Within a document older versions are archived
7 Document Life Cycle Plan Edit Review Release Archive - 7 -
8 Planning new Document Mandatory data for saving the document: Document (name of document) Filename Directory Optional data: Author Reviewer Format of public version Description Draft of source file Version Audit interval etc
9 Edit Document Mandatory data for saving the document in state "In Progress": Issue Author Reviewer Draft of the source file. If no file is uploaded, the field is filled automatically: New document: An empty document will be automatically attached as initial draft. New version: A copy of the released version (source file) is added as draft
10 Review Document Mandatory data for saving the document in state "In Review": If a public version is planned, the draft file for the public version. Reviewer automatically is requested by to review the document and if requested the public version. On the "Review" tab files concerning the review can be uploaded, e.g. commented files
11 Release Document Mandatory data for saving the document in state "Released": Comment When the document is released, the draft files are automatically moved to the section for the released files. If there already was a released version, the corresponding files are archived
12 Archive Document Before a document can be finally archived, it has to be set to state "Obsolete". Mandatory data for saving the document in state "Obsolete": Comment If the document is not used any more, it can be archived: State "Archived" The released documents are archived. The document is visible only for managers and administrators
13 Reports For clear information and fast evaluation OMNITRACKER Document Management supports the following predefined reports that can be customized easily and flexible: Changed Documents Last Week: List of documents that have been changed within the last week. List of Documents (selected): Contains the most important information about all documents that are selected in the list. Released within last Week: List of documents that have been released within the last week
14 Filter For a quick overview OMNITRACKER Document Management provides predefined filters: Current Documents: Documents that are not obsolete or archived. My Documents (Applicant): Documents the current user has created. My Documents (Author): Documents for which the current user is set as author. My Documents (Reviewer): Documents for which the current user is set as reviewer. Obsolete Documents: Documents in state "Obsolete". Planned Documents: Documents in state "Planned". Released Documents: Documents in state "Released". Released Documents after: Documents that have been released after a date that has to be entered. Released within last Week: Documents that have been released within the last week
15 Extensibilities OMNITRACKER Document Management can be integrated within current OMNITRACKER installations. Integration of further OMNITRACKER solutions, e.g. OMNITRACKER Project Management Center
16 Thanks for your attention! Questions?
17 Software Solutions GmbH D Eckental Austria GmbH A-1030 Wien Technologies NV/SA B-3018 Leuven Nederland NL-2517 Den Haag Russia RUS-Moscow GmbH (Schweiz) CH-3072 Ostermundigen USA US-New York, NY
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