ALV: Document flow 365

2018

Contract management 4.0

On December 7, 2018 ALV Group announced updating of a system of approval of agreements for Microsoft Office 365. The provided Contract Management 4.0 version automates all process of work with contractual documents, offering flexible and powerful management tools approval and providing a transparent information access about the status of the agreement.

A system represents the system finished according to user requirements. A system saved ideology of the previous versions, however offers the additional functions considerably improving flexibility and visualization of work, supports the last opportunities of Microsoft Office 365. As well as the previous version, a system is executed in the Microsoft SharePoint Add-in format that allows to avoid need for updating of a system when updating SharePoint Online by Microsoft company.

The main objectives solved by a system – management of work on drawing up the agreement, management of approval of documents, maintaining archive of requests and agreements. Possibilities of approval are available to all staff of the company now.

Main features of version 4.0:

• Support of delegation with / without confirmation. The participant of process of approval can appoint to the role other employee for the absence.
• Possibility of purpose of an employee group for an approval role. In this case each of them will have an opportunity to perform operation of approval and to transfer the request further.
• Possibility of adding of the partner during approval of the agreement. Usually partners are brought to the reference book before start of the document for approval, now it is possible to add the partner and during drawing up the request.
• Control over agreements of subsidiary companies.
• The changed root page offering quick access to all the requests and agreements on approval.
• Support of work with the European legal entities (the format of accounts is finished)
• Opportunity for work with a system from Microsoft Teams.

Contract management 3.0

On July 19, 2018 it became known of release of the next version of a contract management system by ALV Group company for Office 365 with expanded functions.

Contract management 3.0

The Contract Management 3.0 system is intended for automation of all aspects of work of the legal departments connected with creation and approval of contractual documents and also visual control of process of approval. Basic purpose of a system – automation of all works on drawing up and approval of agreements; acceleration of process of approval of the agreement; providing the complete information to employees about an approval process status. At the same time the agreement can be created by the staff of the organization or to be received from the partner.

A system represents the version of a popular system of approval of agreements developed in compliance by the accumulated operating experience and wishes of users on expansion of functionality. A system saved the main concepts of the previous version, including a role model, however offers the improved interface and a number of additional functions, including a management system for work of lawyers. The engine is completely processed, possibilities of Microsoft Office 365 are used. As well as the previous version, a system is executed in the Microsoft SharePoint Add-in format that allows to avoid need for updating of a system when updating SharePoint Online by Microsoft company.

The main objectives solved by a system – creation of the request for approval of the agreement, creation and start of process of approval of each agreement, status monitoring of the request (on what step of approval it is), maintaining archive of requests. Control functions by work of legal department and instruments of accomplishment of specific legal tasks are added.

Main systems capabilities:

• Maintaining information on agreements of the company in uniform storage of documents;
• Possibility of consecutive and parallel approval;
• Maintaining register of agreements;
• Accomplishment of the additional legal acts connected with preparation of the agreement, task allocation between employees yur. department, control and shift of completion dates;
• Document retrieval, including search in any word which is found in the text of the document;
• Visualization of all actions at all validation phases of the agreement;
• Maintaining history on all workflows finished or not, within all system;
• Creation of unlimited number of routes of approval;
• Possibility of adding additional agreeing already in the course of approval;
• Constant control of a status of process (current stage of approval; the person considering the request at this stage; final status of request);
• Convenient, secure and quick access to data, including - from mobile devices;
• Archiving of information on the executed / outstanding / rejected requests;
• Adaptation of the interface under style of the portal of the customer;
• Multilingual capability (the interface in the Russian or English languages, creation of the version with the interface in any other language is possible);
• Uniform base of reference books of partners and roles;
• The operational notification by mail participants of processes about approach of events.

Main advantages of version 3.0:

• An opportunity to ask a question through a chat at an approval stage – the participant of process of approval can ask a question about the agreement to any employee of the company. In this case to it the matter will come to mail, it will be able to come into a card of the agreement and to leave the comments.
• An opportunity to add the approving employee directly during approval of the agreement. Approving it can be added as it is explicit, and is hidden (in this case the result of approval is available only to those users who have on it rights).
• Possibility of parallel approval of the request. At such option collecting of notes of participants of approval is implemented. If someone denied the request – his opinion will be considered, but process will not be interrupted. In case of a request deviation at consecutive approval process stops.
• Opportunity for work with several legal entities for work with agreements of subsidiary companies with differentiation of access rights for different employees.
• The separate block of requests for accomplishment of the additional legal acts connected with preparation of the agreement: registration of Ltd company, preparation of the agreement, certificate of incorporation, etc. Task allocation between employees yur department, control and shift of completion dates.

Requirements

For work with a system all staff of the company sending to requests for approval of agreements and the staff of the company participating in approval process should have the activated subscription to Microsoft Office 365 (at least - a subscription for Microsoft SharePoint Online), to have access to Internet, at them any browser approved by Microsoft for work with Microsoft Office 365 should be installed.

The roles performing this or that function are provided in a system:

• The author of the request for approval – the current user creating requests;
• The participant of approval – the employee specified in a route of approval of documents (with decision-making power);
• The lawyer – the employee, the carrying-out tasks of creation and verification of the agreements signed by the company, to consideration of requests for approval and also the performing different legal acts necessary at conducting legal activity;
• The lawyer manager is the employee accepting requests for approval and distributing work and instructions to employees-lawyers.
• The system administrator – the person who is responsible for filling of reference books, an institution of roles and appointment to these roles of real persons (see "reference books") and also setup of routes of approval.
• The administrator of a node – the person making initial installation of the application on the SharePoint Online portal, setup of groups of security and appointment of the system administrator.

2017

ALV: Approval of agreements

For September, 2017 as a part of a packet 2 automation systems of document flow "Approval of Agreements 2.0" and "Approval of requests for payment of accounts" are offered customers. Solutions are developed especially for Microsoft SharePoint Online in the Microsoft SharePoint Add-In format and include all necessary tools for collaboration of employees in approval of requests - from creation of requests for approval to a statement and transfer to archive taking into account different roles of participants of business processes and their access rights to documents at all stages of approval.

Within these solutions the following business processes are automated:

• Visualization of all actions at all stages of approval.
• Document retrieval, including search in any word which is found in the text of the document.
• Maintaining history on all processes of approval finished or not.
• Notification of participants on approach of the main events.

The following advantages are as a result reached:

• Approval process is considerably facilitated and accelerated, visualization of process is increased.
• Participants of reconciliation procedure it is always aware of all changes.
• The storage security level at the expense of access isolation to documents is raised.
• Need of updating of applications when updating the platform is excluded.
• The price of the minimum version "Document Flow 365" is 312 rubles for the person in a month that Business Basic matches the price of the plan of Microsoft Office 365.

ALV: Management of payment documents

For September, 2017 the Management of Payment Documents cloud applicaion is intended for automation and acceleration of work of accounting and procurement experts and Document flow 365" enters a product line ". The application allows to solve a problem of obtaining by the organization of accounts for goods and services necessary for it and to provide an authorized access to them for the corresponding specialists.

Use for development of the Microsoft Flow technology entering Microsoft Office 365 allowed to reach the new level of business process automation, and approximately by 5 times reduced the term and cost of system development in comparison with the similar developments created by a traditsinny technique.

"Management of payment documents" automatically traces the accounts and other primary documents received by the staff of the company on different mailboxes in the corporate Microsoft Exchange mail system and automatically transfers them for further processing to the special library Microsoft SharePoint available only to the authorized workers.

The key advantage provided with a system – an exception of a possibility of a non-payment of accounts as a result of loss or untimely receipt of documents in accounting - because of the accidental admission the employee of the message with the account, its accidental removal, movement and other similar actions; absence of the employee in a workplace, delay in transfer of the account in accounting, etc.

Among other advantages:

• Creation and maintaining the protected archive of all payment documents on partners and arrival time of payment documents.
• Maintenance of relevance of information on the accounts which came to the company.
• The flexible system of mobile data access with a possibility of differentiation of the rights to viewing and editing documents.
• Connectivity of ALV Group of a cloud system of approval and payment of accounts Management of payments developed earlier.
• Microsoft Office 365 is necessary for operation of application, plans of Business Essentials, Business Premium, E1, E3 and E5 are supported.

2016: Beginning of delivery "Document flow 365"

In November, 2016 the ALV Group company specializing in cloud services and development of business applications began deliveries of a packet of instruments of automation of small and medium business "Document flow 365". Common offering of Microsoft and ALV Group companies integrates the main tools necessary for joint document handling - from corporate mail to the document flow automation system. The most part of these technologies - Exchange, Skype, Word, Excel – are widely used in the Russian market, the packet "Document flow 365" expands their opportunities due to adding of a system of safe backup and data recovery and applications of ALV Group developed for acceleration of approval of documents.

Main advantages of this packet:

• Profitability. The support on cloud services of Microsoft Office 365 provides economy due to failure from servers and eternal software licenses, work on credit, reductions of income taxes and property, uses of Internet-communication instead of business trips and long-distance calls.
• Flexibility. 3 options of a subscription - from the simplest to the most powerful - allow the customer to select a set of technologies which is most suitable for him, and monthly payment on number of the users working with these applications last month allows to pay only for really consumed resources.
• Reliability. Permanent availability of applications and data at the level of 99.9% is guaranteed to Microsoft due to georeplication. Use of a backup system and recovery of documents and e-mails raises this indicator practically to 100%. Electronic documents are not lost, and destroyed - are recovered. Storage of several versions of the same document is possible.
• Security. The increased safety is ensured at the expense of access isolation to data, exceptions of external threats, the built-in antivirus and an antispam, automatic backup these 3 once a day in safe storage location without restriction of storage life of archive and volume of archive.
• Speed. The paperless technology saves from manual transactions and long petition, electronic documents are not lost, instantly approved and instantly looked for.
• Mobility. Electronic documents are available from any device and from any point.