Product | Features

Document Management

Document Management System (DMS) in Enterprise Optimus provides a secure document life cycle management through a collaborative workflow system.

Why Documenter?

Centralized Document Repository Efficient Document Management

Features

Centralized Document Repository

User-definable directory structure templates Support for multiple file types Checkout feature to secure documents against simultaneous modification Check-in feature with automated versioning Version-log to automatically manage multiple document revisions Access-log to give an account of operations that are performed on the document Backup facility to quickly restore data Easy trace-ability through content, concept and context based search Provision to place security on an individual document or folder Security to prevent unauthorized access to documents Provision to notify users of new document revisions through e-mail/alert

Integration with Project Management

Automatic Creation of Document Hierarchy Structure in accordance with Project Life cycle Model Customizable Directory Structure Organizes project documents in well-defined directory structure Project members with privileges can define user access rights for other project members and determine their access rights to work with the project documents Distribution of documents to project managers for review and approval

Integration with Customer Management

Automatic creation of directory structure based on the Activity Life Cycle defined for the customer Customizable Directory Structure Allows storing and sharing information describing the customers and associated documents Upload and share documents such as proposals, Contracts etc in the corresponding folders

Integration with Workflow

Automatically route documents for review and approval - Person based Supports Sequential routing of files Routed documents appear in the dashboard for approval Routed files can be reviewed and modified based on privileges Recalling Routed Files Modification of workflow at any stage of approval by the initiator

Benefits

Access to documents from anywhere in the world Faster Approvals – Reduces Cycle Times Version Control - Maintains Copies of Data for Verification & Validations with the previous versions Search Capabilities - Finding Lost Data made easy Eliminates Mailing Costs Knowledgebase - Reduces Training Time for New Employees Sharing Documents – Document Sharing with the Resources having privileges Significant Manual Documentation Storage Space Reduction Last But Not the Least: Saves trees by making Less Paper Usage possible