Logic: EDMS on IBM Notes/Domino (ex-BOSS-Referent)

"Logic: EDMS" on the IBM Notes/Domino platform simplifies and accelerates work with documents within the organization (including the remote offices) or several organizations. The product provides increase in efficiency due to automation of the whole complex of procedures and processes. The information system was created in 1996 and long time was on sale under the name of BOSS-Referent.

Tasks

• Documents are not lost: all documents (entering and proceeding) are registered in "Logic: EDMS" is also stored in it in electronic versions.
• The uniform storage of documents is created: can find the necessary document any (in the presence of the appropriate rights) the employee of the organization in read minutes — for this purpose to use search enough; even being out of office it is possible to find all necessary documents.
• Documents will be approved quickly: processes of approval of documents, collecting of reviews are automatic almost — the started document quickly will get to all approving and will so quickly return to the creator, having collected all reviews.
• The fast and guaranteed acquaintance of employees with documents is provided: at the same time the list studied the document will automatically be created.
• Completion dates and considerations of documents are observed: it is possible to obtain information on that at whom the document is under consideration and if the term of work with the document is limited, a system itself will remind the contractor that it is time for it to prepare the review.

Target audience

Users of an electronic document management system "Logic: EDMS" on the IBM Notes/Domino platform — the bodies of the federal and regional authority, the state unitary enterprises, commercial structures representing both holdings with branched filial structure and the small compact organizations.

Control automation by documents using "Logic: EDMS" leads to growth of productivity of work of employees, simplification of an information access for acceptance of management decisions, to improvement of performing discipline, so, to the general quality improvement of management.

Advantages

Advantages "Logicians:" are defined EDMS by ample opportunities of the IBM Notes/Domino platform, hi-tech architecture and rich experience of implementation.

• Ensuring the most paperless internal document flow using one product.
• Is suitable for workflow automation of authorities of the federal or regional level, creation of a basis for an end-to-end information system like "electronic government" (interdepartmental document flow, electronic administrative regulations, archives, portals of state services).
• Rapid implementation and fast process automation of document handling.
• Easy mastering by users of the basics of a product thanks to convenient and to the intuitive interface.
• Possibility of a full-fledged work of users with a product both through the client of IBM Notes, and via the web browser.
• Adaptation of a product under needs of the organization, including forces of specialists of the customer.
• Possibility of creation of a common information space in the organizations having geographically distributed structure.
• Scalability: on number of users, platforms, types of the processed documents.
• Decrease in traffic during the work in distributed environment for the realization account of the principle "the document is delivered only there where it is necessary for work".
• Reliability assurance and fault tolerances of a system in format 24x7.
• Simple maintenance of a system and possibility of its administration from one point.
• Providing high degree of data security.
• Own transport mechanism guaranteeing complete movement of document packages.

Solution architecture

The electronic document management system constructed on the basis of "Logic: EDMS", consists of several levels:

• "iron" (servers, client workstations, networks and so forth) and the platform (the operating WindowsLinux system//Sun and transport protocols) integrating all "iron" in a uniform complex;
• the technology platform of IBM Notes/Domino which is a superstructure over network operating system and including a server component of Domino and client Notes;
• "Logic: EDMS", representing the Domino-application consisting of modules — the databases (D) of the nsf format;
• client places of users which can work as using the client of IBM Notes, and the web browser.

IBM Notes/Domino represents the dokumentooriyentirovanny platform that does it more preferable to solving of tasks of EDMS, than relational DBMS.

IBM Domino server

Electronic document management system "Logic: EDMS" is constructed on the IBM Notes/Domino platform and uses the IBM Domino server in work.

The Domino server is an infrastructure basis for joint work of staff of the enterprise and the platform for the applications implementing various business functions. Creation of an electronic document management system on the IBM Notes/Domino platform gives the chance to use at once all principal components which are integrated in itself by unique Domino technology:

• means of e-mail;
• dokumentooriyentirovanny databases;
• development tools of applications;
• system of database replication;
• information security tools;
• means of scheduling;
• web technologies;
• integration tools with applications of third-party developers.

IBM Domino works under control of different server operating systems, including Windows, Linux, Solaris, AIX.

Modules

"Logic: EDMS" has modular architecture. The modules which are a part of a product are the interconnected databases working in the environment of IBM Notes/Domino.

Functional modules:

• office;
• decision making;
• meetings;
• instructions;
• operational storage;
• archive storage;
• regulating documents.

General-system dictionaries and reference books:

• reference book of the organization;
• individuals;
• external addressees;
• dictionaries.

General-system services:

• switch;
• office;
• search;
• registrar;
• operational document storage;
• archive document storage;
• archive of instructions;
• standard routes;
• protocol;
• transport;
• templates;
• electronic images;
• MEDO adapter;
• administration;
• recovery of the password;
• magazine of exchange;
• tools;
• integration;
• integration with LDAP;
• infographics;
• cache of files;
• personal folders;
• master of updating;
• mobile interface;
• news;
• request processing;
• discussions;
• determination of processes;
• parameters;
• stream scanning;
• repository;
• sheaves;
• service layer of mobile;
• help system;
• center of reports.

Functionality

Functional modules

Are intended for processing of management information and decision making.

The office provides a full stroke of work of the organization with the entering and outgoing documents (including, citizens' appeals and answers to addresses) on the basis of the created and configured standard routes of document handling.

• input of electronic documents. At the same time the templates, ready documents created in other applications (Microsoft Word, Excel, PowerPoint, etc.), the scanned images of paper originals can be used;
• possibility of scanning in the web interface using a browser plug-in;
• automatic formation of investments of the outgoing document on the basis of the filled fields of a registration card;
• print preview of files of investments in cards of documents (during the work via the web interface);
• registration of correspondence with automatic numbering of documents;
• reservation of numbers for outgoing documents and canceling of the reserved number;
• manual registration correspondence with an opportunity uses the released registration numbers of documents;
• stream registration of incoming documents;
• transition of the incoming document to a stage of waiting of input of investments by means of stream scanning;
• check on frequency of number and the outgoing document date specified in a card of entering;
• registration of drafts of outgoing documents at their sending on route;
• reservation of numbers for agreements and organizational and administrative documents, a possibility of canceling of reservation;
• manual registration of organizational and administrative documents and agreements with a possibility of use of the released registration numbers of documents;
• sending ORD and any document according to mailing lists, both for data, and with acquaintance confirmation;
• control of performance of agreements and supplementary agreements on the created stages, control of the planned payments according to finance documents;
• cancellation of draft agreements, termination, suspension and resuming of performance of agreements and supplementary agreements;
• transfer of agreements and contractual documents in the module Office and also sending agreements and contractual documents to partners by e-mail;
• stream input of documents in a system ("retroconversion");
• creation of instructions according to documents using templates of resolutions/instructions before registration of the document;
• control according to the document in general (setting of documents for the general control) and on points to resolutions / instructions;
• change of completion date of documents;
• automatic removal of documents from control (without participation of the controller according to the document);
• the premises of originals of documents in case on any processing stage of the document (after their registration) with participation of the employee, responsible for record keeping, or automatically;
• the premises of copies of documents in case on any processing stage of the document (after their sending on route);
• the automatic premises of documents for operational storage (at the same time flexible configuration of automatic archiving is available);
• forced completion of process according to documents the system administrator;
• printing of cards of documents and other printed forms on the templates prepared in Microsoft Word;
• printing of barcodes on the printer of stickers and on the document and also setup of automatic printing of the barcode for ORD and agreements at their registration;
• organization of discussions on documents;
• the organization of observation of the document (a subscription to events according to the document);
• input of the audio-comment at all stages of decision-making where input of the comment is required;
• the premises of documents in personal folders;
• document retrieval;
• visualization of communications between documents EDMS;
• possibility of adding of links to resources on the Internet;
• possibility of blocking of creation of new documents in the module;
• creation of separate modules for each document type (for example, the module "Decision Making under Agreements", the module "Decision Making according to Organizationally Administrative Documents", etc.).

Decision making. The module is intended for business process automation which are implemented in the form of the "decision making processes" forming from two obligatory elements: cards of the document and route of the movement of the document. Delivery of a product includes the preconfigured "decision making processes" for standard documents (agreements, the organizational and administrative documents (OAD), memos, requests, any documents. Processes for specialized documents (for example, credit requests) can be configured quickly in addition.

Functionality of the module "Decision making":

• creation and storage of documents/draft documents. At the same time the templates, ready documents created in other applications (Microsoft Word, Excel, PowerPoint, etc.), the scanned images of paper originals can be used;
• automatic formation of investments of documents on the basis of the filled fields of a registration card;
• print preview of files of investments in cards of documents (during the work via the web interface);
• comparison of the documents MS Word (or several documents MS Word united in one document) with any file (the format.pdf,.img, MS Word, except.txt) directly from a card of the Agreement and ORD;
• document handling according to the predetermined processes which can include such stages as preparation, approval (including additional), signing, a statement, document registration, completion and processing of notes according to the document;
• decision according to the document in the notification which came to an e-mail client of the user;
• fixation by the responsible of data on agreement signature and contractual documents partner;
• adoption of the memo by the addressee, formation of the answer comment, creation of the response memo;
• canceling of ORD and also withdrawal of the cancelled ORD;
• return of documents by the contractor from stages of approval, signing and statement (and also the system administrator from a registration stage) on a preparation stage;
• document registration using automatic numbering;
• registration of draft documents at their sending on route;
• reservation of numbers for agreements and organizational and administrative documents, a possibility of canceling of reservation;
• manual registration of organizational and administrative documents and agreements with a possibility of use of the released registration numbers of documents;
• sending ORD and any document according to mailing lists, both for data, and with acquaintance confirmation;
• control of performance of agreements and supplementary agreements on the created stages, control of the planned payments according to finance documents;
• cancellation of draft agreements, termination, suspension and resuming of performance of agreements and supplementary agreements;
• transfer of agreements and contractual documents in the module Office and also sending agreements and contractual documents to partners by e-mail;
• stream input of documents in a system ("retroconversion");
• creation of instructions according to documents using templates of resolutions/instructions before registration of the document;
• control according to the document in general (setting of documents for the general control) and on points to resolutions / instructions;
• change of completion date of documents;
• automatic removal of documents from control (without participation of the controller according to the document);
• the premises of originals of documents in case on any processing stage of the document (after their registration) with participation of the employee, responsible for record keeping, or automatically;
• the premises of copies of documents in case on any processing stage of the document (after their sending on route);
• the automatic premises of documents for operational storage (at the same time flexible configuration of automatic archiving is available);
• forced completion of process according to documents the system administrator;
• printing of cards of documents and other printed forms on the templates prepared in Microsoft Word;
• printing of barcodes on the printer of stickers and on the document and also setup of automatic printing of the barcode for ORD and agreements at their registration;
• organization of discussions on documents;
• the organization of observation of the document (a subscription to events according to the document);
• input of the audio-comment at all stages of decision-making where input of the comment is required;
• the premises of documents in personal folders;
• document retrieval;
• visualization of communications between documents EDMS;
• possibility of adding of links to resources on the Internet;
• possibility of blocking of creation of new documents in the module;
• creation of separate modules for each document type (for example, the module "Decision Making under Agreements", the module "Decision Making according to Organizationally Administrative Documents", etc.).

Meetings. Allows to perform and control all business process of preparation and holding a meeting, formation of minutes of meetings and control of execution of solutions on protocols.

Functionality of the module "Meetings":

Planning of a meeting:

• task of parameters of a meeting, development of the agenda of a meeting and determination of the participant list (internal — from among the staff of the organization, external — from among external addressees);
• approval and approval of agenda items of a meeting. Input of materials for a meeting to agenda items, or to all meeting in general, at a stage of preparation, approval and approval of the agenda;
• the approval of agenda items of a meeting the chairman (claiming);
• canceling of a meeting;
• automatic registration of a card of a meeting at the time of a statement;
• sending a meeting on mailing lists both for data, and with acquaintance confirmation;
• mailing of notifications (invitations) to expected participants of the meeting.

Preparation for a meeting:

• obtaining invitation by participants of the meeting;
• decision-making by the received invitation internal participants of the meeting: a confirmation/deviation participation in a meeting with an opportunity input the comment, delegation of participation in a meeting to other employee;
• preparation by internal participants of the meeting of materials according to agenda items, or to all meeting in general;
• transfer and canceling of a meeting;
• printing of automatically created printed forms: agenda and participant list of a meeting.

Holding meeting:

• registration of the present participants;
• recording of performances and special opinions during a meeting and fixation of the made decisions;
• automatic formation of meeting minutes on the basis of the filled fields of a card of a meeting and the made decisions;
• adding of solutions in a protocol card, carrying out its approval and signings;
• automatic registration of the protocol (at the time of signing);
• sending the protocol according to mailing lists for data and with acquaintance confirmation.

Control of execution of the made decisions:

• formation of instructions on the made decisions and sending them on execution;
• control under all protocol in general and on protocol points;
• automatic removal of protocols from control (without participation of the controller according to the document).

General functions:

• formation of independent meeting minutes;
• registration of draft documents at their sending on route;
• decision according to the document in the notification which came to an e-mail client of the user;
• the premises to originals of protocols on any processing stage of the document (after their registration) with participation of the employee, responsible for record keeping, or automatically;
• the premises of copies of protocols in case on any processing stage of the document (after their sending on route);
• printing of cards of documents and other printed forms on the templates prepared in Microsoft Word;
• organizations of discussions on documents;
• input of the audio-comment at all stages of decision-making where input of the comment is required;
• input of electronic documents using templates, ready documents created in other applications (MS Word, Excel, PowerPoint, etc.) and also scanning of the paper original;
• print preview of files of investments in cards of documents (during the work via the web interface);
• the premises of documents in personal folders;
• document retrieval;
• visualization of communications between documents EDMS;
• possibility of adding of links to resources on the Internet;
• possibility of blocking of creation of new documents in the module.

Instructions. Allows to set in scales of all organization tasks to the employees by creation of instructions according to documents or independent instructions and to monitor their accomplishment. Gives an opportunity to create the connected instructions forming "tree" of instructions and to control their execution.

Heads of all levels can issue instructions. Contractors save reports on the done work in the module "Orders". The module is closely connected with other bases of a system (Decision making, Office, Meetings and also "Operational storage"). Instructions can be created both in the Orders database, and in other system modules (Decision making, Office, Meetings), at the same time all instructions are stored in the module "Orders". Functionality of the module "Orders":

• preparation of the project of order, including on the basis of templates;
• creation of "multiinstructions";
• formation of periodic instructions;
• registration of instructions;
• reflection in the system of data on course of execution of order;
• the automatic notification about the created order, about acceptance of instructions in work, about the expiration of execution of the order and about accomplishment of order;
• creation of interim statements in course of execution of order;
• formation of a request by contractors for change of completion dates of order;
• change of completion date of the main order and also term of child order within completion date of the basic;
• change of the executive in charge of order. Return of order for completion;
• approval of results of accomplishment of control instructions;
• task and control of completion date of instructions in hours;
• canceling of instructions;
• input of the audio-comment at all stages of decision-making where input of the comment is required;
• visualization of communications between instructions and also between instructions and documents EDMS;
• visual selection of the main and connected instructions in representations and cards;
• input of electronic documents using templates, ready documents created in other applications (MS Word, Excel, PowerPoint, etc.) and also scanning of the paper original;
• print preview of files of investments in cards of documents (during the work via the web interface);
• search of instructions;
• organizations of discussions on instructions;
• the organization of video conference from a document card using the application of Video conference;
• possibility of blocking of creation of new documents in the module.

Operational storage. Is a part of a subsystem of Operational and Archive storage. It is intended for the organization of operational document storage, placed in case, maintaining the nomenclature of affairs, business management, formation of inventories for transfer of affairs to the module "Archive Storage" and also control of storage life of documents. Contains references to the documents which are stored in the module "Operational Document Storage".

If necessary for each functional module several modules "Operational Document Storage" can be created.

The user has a possibility of creation of instructions according to documents and also creations of contractual documents under the agreements which are on operational storage. It is also possible to perform canceling of ORD and a withdrawal of the cancelled ORD which is on operational storage.

Archive storage. Is a part of a subsystem of Operational and Archive storage. It is intended for acceptance of affairs on the inventory on archive storage, a topografirovaniye of affairs, issue of affairs in temporary use and return of affairs on archive storage and also control of the expiration of storage lives. Contains references to the documents which are stored in the module "Archive Document Storage".

If necessary for each functional module several modules "Archive Document Storage" can be created.

Regulating documents. In the module work with regulating documents which can be published directly in the module or from functional modules (Decision making, Office, Meetings) is implemented.

Functionality of the module "Regulating documents":

• the publication of documents of the functional bases which underwent processing in a system namely: ORD, Any document, Incoming document, Protocol;
• the publication of the documents which did not undergo processing in EDMS, i.e. creation of a card of the regulating document directly in the module "Regulating documents";
• creation of categories of documents (folders) in the module "Regulating documents". A possibility of creation of multilevel categories and a binding of regulating documents as to one, and several categories along with the access isolation purpose to the document;
• the publication of changes of the existing document (new document revisions) as from functional bases, and directly in the module "Regulating documents";
• canceling of the regulating document;
• tracking of the expiration of validity periods of the regulating document and the translation of the document in the status "Became Invalid";
• change of the regulating document (transfer to the status "Is changed");
• visualization of communications between regulating documents and other documents of functional system modules;
• organization of discussions on regulating documents;
• observation (subscription) of events according to regulating documents;
• input of the audio-comment at all stages of decision-making where input of the comment is required;
• document retrieval.

General-system dictionaries and reference books

Are intended for storage of the normative reference information.

Reference book of the organization. It is intended for storage and data-refresh about structure and the staff of the enterprise. The database contains information on divisions and branches which are a part of the organization, their mutual subordination and also about the staff of the organization, including information on combination of positions, authority delegation and roles on document handling (approving, approving, etc.). Here the service information is stored: about the websites (servers on which work is conducted), connections, nodes, names of offices, etc. Data from the module "Reference Book of the Organization" are used by the majority of system modules "Logic: EDMS".

• Input and information storage about structure of the organization in the form of a hierarchical tree. If the structure of the organization includes independent divisions (branches), differentiation of access rights to information on divisions and the staff of the different organizations in the uniform reference book is possible.
• Storage of service and personal data on each employee (full name, position, phone numbers, certificates of keys of the electronic signature, etc.).
• Creation of the general and personal mailing lists which are used for mailing of incoming documents, ORD, information on meetings, protocols and any documents.
• Support of combination of positions, transfer of the employee to other division, dismissals and reinstatement.
• Document transfer between employees and assignment of rights in help bases at dismissal.
• Purpose of roles on document handling for users of a system.
• Setup of the mechanism of authority delegation for transfer in case of need the rights to work in a system to other employees — separately for the main and combined position.
• Support of user groups and their use when providing group access to divisions of the organization and also when filling other fields of cards of documents of functional system modules. Groups can be created manually or automatically (dynamic groups). In dynamic groups at sending the document on mailing lists the structure of group forms at the time of sending, i.e. it is always relevant.
• Possibility of formation of the staff list (binding of employees to positions).
• Support of general-system settings: storage of license keys, registration of users and their groups, support of work with several offices.
• Setup of production calendars of employees in a binding to the websites with a possibility of the indication of working time, a lunch break, festive and the days off.
• Creation of the personal module "Office" for each employee.
• Updating of information on divisions and the organizations, about an employee name and its position in cards of routes in the module "Standard Routes" and also access to cards.
• Sending messages to employees, both on the Homepage, and on e-mail.
• Integration of the module with the external accounting systems there is 1C, SAP R/3, etc. using the module "Integration".
• Change of the selected parameters of personal settings of the Homepage and also settings of a card of the employee, at once for several users.

External addressees. The module is intended for data storage about the organizations partners (customers, partners, clients) and their representatives. The most various information — from bank details of the organization to the mobile phone of her representative can be stored in the module "External Addressees". In the module the functionality of check of reliability of partners, maintaining "stop-list", register of partners with high risk of joint activity is implemented.

In a system data from the module "External Addressees" are used everywhere where it is required to specify partners, for example, during the work with the contractual documents, any documents entering and outgoing documents.

In the module there is a possibility of creation of the mailing lists used at instructions of addressees of the outgoing document and also the personal list of partners which are used at instructions of addressees of the outgoing document, the sender of the incoming document and also partners in contractual documents.

A system provides integration of the module with the external accounting systems – 1C, SAP R/3, etc. using the module "Integration".

Individuals. Contains information on addressees and senders of the entering and outgoing correspondence, partners at signing of the contracts, creation of requests for payment and any documents.

During the work with a document card the user can create/edit record about the individual which is fixed in the module "Individuals" and also to use search among the available records of this module.

Dictionaries. It is intended for creation and storage of lists of the key word used for filling of data entry fields in cards of databases of a system. It is used by the majority of modules "Logicians: EDMS" as the reference book of dictionary values. Adding of new records and editing old is performed by administrators or specially selected employees.

In a system the import mechanism (unloadings from a system) and export (loading in the module "Dictionaries") multilevel dictionaries is implemented.

In the module "Dictionaries" there is a possibility of creation of user dictionaries which can be used when filling additional fields of a card of the document of functional system module (these fields are configured in a standard route of processing of the document).

General-system services

These are the modules allowing to perform flexible configurations of functional subsystems and providing support of support functions.

Switch. Is the central base using which the application tuning is made. It contains technology information on arrangement of other databases "Logicians: EDMS" on servers.

Purpose of the module "Switch":

• navigation of users — the module provides navigation according to databases, acts as uniform point of entry in a system for users;
• switching of system modules — establishes connection between databases of a system and with dictionary and help modules;
• configuration of jobs of users.

"Homepage" of the module "Switch" serves as point of entry of users in a system and gives it following features:

• document retrieval in the functional modules "Decision Making", "Office", "Meetings" and also in the modules "Reference Book of the Organization" and "External Addressees"; • viewing system notifications, possibility of their filtering;
• transition to functional system modules or to their representations;
• transition to a mailbox of the user, help databases, DB Search, DB Center of reports, DB Infographics and personal folders of the user;
• transition to the new interface;
• creation of new documents in functional system modules;
• display of operational information about quantity of the not performed instructions appointed by the current user and also about quantity of the not performed instructions appointed to the current user with a possibility of transition to lists of the specified instructions in the module "Orders";
• viewing creeping line with announcements of news from a DB of News;
• display information about contacts services technical supports (TP) systems with a possibility of sending the message to the address TP;
• setup of a type of the Homepage for the current user.

Functionality of the module "Switch" (for administrators):

• navigation according to databases of a system;
• registration of databases of a certain configuration;
• workstation binding to the Switch database;
• adding in a working space of the user of an icon of the database;
• updating of structure of databases of the application;
• opening of databases;
• transfer of the application on other server;
• renaming of databases;
• removal from the Switch database of the link to databases;
• address relocation of databases of a system;
• task/change of the index of the database;
• database categorization;
• synchronization of the Switch databases in IBM Domino cluster.

Office. It is intended for informing users on their tasks. All zadachny and information notifications of a system are delivered also to the Homepage of a system, duplication in a mailbox of the user is possible. Is the process module and it is not intended for direct work of users with it.

In "Logic: EDMS" is an opportunity to create the personal module "Office" for each user of a system.

Search. The auxiliary module allowing to run for search in a set of attributes of cards of documents of functional system modules and their archive modules and also search in investments of cards of documents.

The user is given an opportunity of accomplishment of personal search setups – the parameter list of search, the parameter list of search results.

In the module there is a possibility of printing of search results and also a possibility of storage of parameters of search queries. Search results can be exported to the MS Excel and MS Word file.

In the module the search capability according to documents without access rights is implemented (in the presence of a certain role, to the appointed user the system administrator).

Registrar. Contains a set of numerators (program counters) generating registration numbers of documents, and formats of numerators. Allows to configure flexibly different formats of a numerator according to the order of formation of registration numbers admitted to the organizations for documents of different type. Except "counter", a format the signer's full name, registration date, dividers may contain different parameters, for example, put the index, etc. For one numerator it is possible to create several formats.

Archive of instructions. It is intended for storage of archive instructions from the module "Orders".

Standard routes. It is intended for setup of parameters of standard processes – routes along which documents in the modules "Decision Making", "Office" and "Meetings" will be processed. In a card of standard process stages and processing stages of documents, setup of field values of documents by default, additional fields of a card of the document, the employees participating in processing (approving the signers claiming registrars), etc. are set.

In a card of a standard route there is an opportunity to set restrictions of its use, namely: access of a route in the normal interface, access in the new interface and also access for the employees having the right to creation of documents along this standard route.

For any documents there is an opportunity to configure structure of processing stages of documents: stream input ("retroconversion"), approval, signing, etc. and also their priority.

In the module setup of profiles of examination which represent the examination mode set on requirements of the organization with a possibility of setup of the actions available to the user at a stage of examination of the document is also performed (depending on employee competence and standard processing of the document).

Protocol. It is used for recording of actions of users in a system (in case of inclusion of function of recording in settings of modules), storages of a change history of fields in cards of documents (at inclusion of this setup), information storages about errors of users during the work with a system, errors of work of agents, storages of notifications on errors in system operation. In the database information on creation, reading, editing and removal of documents in a system is on a centralized basis fixed. According to information it is possible to create the report on actions of users in a system using the module "Center of Reports" from this module.

Transport. Treats technology services and represents the auxiliary module used to exchange of documents between servers at system operation in distributed environment. In this database requests, transport documents and notifications on passing on route of transport documents form.

Templates. Stores templates of standard documents, standard forms and forms, templates of resolutions/instructions, templates of envelopes, templates of registers of different document types, templates of the notifications created in a system and also templates of the printed forms created in Microsoft Word and which are used for printing of documents of different databases, the templates of files used when adding an investment in document cards using the designer of documents of FreshDoc.

The module is also intended for setup of attributes (fields) of documents which are used at setup of profiles of examination.

In the module setup of dynamic lists for the purpose of determination of abstract entities for instructions of readers of the document is performed.

In a system "logic: EDMS" exists a possibility of start of the set code for processing of the specified document type at approach of a number of events in a system, such as signing, approval of documents, etc. Tuning of this functionality is performed in the module "Templates".

Electronic images. It is intended for storage of electronic images of documents (investments) separately from documents of modules Office, Decision making, Meetings and Instructions and also modules of archive and operational storage. For each module the separate database "Electronic Images" can be created.

MEDO adapter (interdepartmental electronic document management). Provides the interaction mechanism "Logicians: EDMS" with the system of interdepartmental electronic document management for the purpose of exchange of electronic messages between participants of interdepartmental electronic document management via secure channels of communication. It is intended for conversion of the transferred or obtained data which are a part of electronic messages, the data view format used in an electronic document management system or in a standard format of data at exchange of electronic messages.

Administration. It is intended for storage of general-system settings and documents of settings for all system modules, documents of personal settings of the Homepage of all users of a system, rules for blocking of notifications and also resources (the files requiring installation and certain functions of a system, necessary for ensuring accomplishment).

The functionality of blocking of notifications is used if the user of a system does not want to receive certain notifications, or it is necessary to block receipt of certain notifications in a mailbox or on the Homepage. In a system there is a possibility of determination of rules of blocking of notifications for each user. Rules are configured by the System administrator when editing personal settings by Chapter of the page of the user, are available to the user of the rule only in a read mode.

In the module there is a possibility of change of the selected parameters of personal settings of the Homepage for several users at once.

Recovery of the password. It is intended for request processing on change of the password which can be created by users during the work via the web interface.

Magazine of exchange. The auxiliary module intended for recording of transactions of exchange in a system "Logic: YuZEDO" (a set of attributes on an event of exchange and its result).

Tools. The module contains tool kit for the administrator who as required is replenished, and is intended for accomplishment of office low-level procedures for check and correction of the unclaimed documents and the subsequent removal given, for example, for search.

Integration. Is the office module in which the universal configured mechanism of exchange of attributes between "Logic is implemented: EDMS" and external systems (1C, SAP R/3 and others). In a set setup documents for integration into the main help modules "Reference Book of the Organization" and "External Addressees" are delivered. Mechanisms of setup for import \export of attributes of any entity "Logicians are created: EDMS".

Integration with LDAP. Is the office module using which synchronization of the module "Reference Book of the Organization" and an external LDAP source is performed.

Infographics. The module has two implementations. The first is intended for graphic data mapping on execution of instructions by employees on the basis of the module "Orders". The second provides formation in the form of charts of data on tasks of the employee(s) on the basis of the module "Office".

Cache of files. It is used for storage of requests for transfer of investments of documents in external storage (it is used at integration of a system with electronic archives).

Personal folders. The module belongs to office databases and is intended for management of personal folders of users and storage of links to the documents placed in folders.

The possibility of creation of personal folders by users and adding in them of links to documents is implemented for all functional modules, except the module "Orders". The created folders are available from functional bases that allows to open the necessary document at the right time.

Functioning with personal folders is ensured by accomplishment of the following functions: creation, viewing, editing, removal of a personal folder; adding of links to documents in folders; consolidation of personal folders.

Master of updating. It is intended for independent updating of a system from one of the previous versions to relevant. The master with a set of steps in updating is.

Mobile interface. It is focused on work on mobile devices using the web interface. The new interface contains so far only simple functionality which, nevertheless, will be quite enough for most of users of the organization.

News. It is intended for storage of the news messages displayed in "creeping line" on the Homepage of a system, aggregation of news and sources of RSS.

Request processing. The module belongs to office bases and is intended for storage and start of requests. In the database the requests started in different system modules are stored and executed.

Discussions. It is intended for creation of the connected with the document and not connected (free) discussions. Actually represents a standard forum with a tree structure of branches of discussion.

The user has an opportunity to create discussion subjects as connected with the document (from cards of documents of functional modules and partners), and free discussions (directly in the module "Discussions"). During creation of a subject of discussion from a document card the choice of addressees is performed among number of the users having access to this document.

In cards of a subject of discussion and the related answers the user has an opportunity to subscribe for a subject for the purpose of obtaining notifications on the created answers to this subject of discussion, and later, to refuse a subscription on this subject.

The user working with the document in functional modules (Office, Decision making, Meetings, Regulating documents) and also in the module "Orders" has an opportunity to send the short message with the attached investments according to this document to other employee, thus to create a subject of discussion and to provide to the addressee of the message access to reading this document.

Determination of processes. Office module LotusWorkflow necessary for correct functioning of a system.

Parameters. Office module LotusWorkflow necessary for correct functioning of functional system modules: "Decision making", Office, Meetings.

Stream scanning. It is intended for time storage and processing of the scanned images of the documents intended for recognition using ABBYY Recognition Server and also for request processing on converting of files in the PDF format.

Repository. Office module LotusWorkflow necessary for correct functioning of functional system modules: "Decision making", Office, Meetings.

Sheaves. The auxiliary module intended for storage of sheaves between documents of functional system modules.

Help system. It is intended for information storage on work with a system, links to the recommended additional materials, different articles, books, videos, training courses and other materials. All sections in the module can be made available to commenting and editing by users (it is configured by the administrator).

The module is used for the context help caused in a work progress with a system.

Center of reports. It is intended for formation of different managerial reports on the data which are available in a system. In base there are about 30 reports of different categories.

The module allows to perform unloading of the created reports in the MS Excel or HTML format with the subsequent printout and also to save the filled report settings as a template which can be used in further work.

In the module there is a possibility of the postponed report generation and also report generation according to the schedule (to preset time).

Also there is a possibility of creation of the document of any type on the basis of the created report. In a card of the created document the report created in the selected format is located to the area of investments.

The automated processes

Support of processes of approval:

• use standard and creation of specialized processes;
• possibility of change of the list agreeing, type and terms of approval;
• organization of additional approval;
• approval process control;
• support of version control of documents and history of approval;
• examination of documents, on the basis of the configured profiles of examination and employee competences;
• possibility of the organization of alternative approval at which the document goes to approval to group of reviewers. At the same time any of reviewers can actually make the decision;
• possibility of inheritance of solutions of reviewers and their admission at restart of the document in a cycle of approval of mailing of notifications to the passed reviewers.

Control of execution of instructions:

• accounting of all issued instructions;
• tracking of timeliness of accomplishment of instructions and loading of specialists; • statistics on accomplishment of instructions and working off of documents.

Control of performance of agreements:

• control of completion dates of agreements and supplementary agreements;
• an opportunity to fix stages under agreements and to control terms of the beginning and the termination of stages;
• accounting, approval, signing of the finance documents created under agreements;
• fixing in the system of the fact of suspension of agreement performance, resuming of execution, termination and cancellation of the agreement and also completion of execution.

Work with the entering and outgoing correspondence:

• registration of correspondence arriving in different types;
• support of registration numbers of any complexity;
• formation of communications of documents among themselves;
• an opportunity to write instructions and to prepare draft resolutions;
• support of multistage consideration;
• ensuring work of several offices within a common information space.

Planning and holding meetings:

• planning of meetings;
• preparation of materials for a meeting;
• holding meetings, maintaining protocols in the online mode; • control of execution of solutions on minutes of meetings.

Organization of operational and archive document storage:

• the automatic premises of documents for operational storage on the termination of the storage life specified in settings of functional bases and at accomplishment of conditions of transfer in operational archive, individual for each document type;
• control of the expiration of storage lives and also formation of acts of selection to destruction of the documents which are not subject to storage;
• maintaining the nomenclature of affairs, formation of inventories for document transfer on archive storage, adoption of documents for archive storage;
• issue of affairs from archive and return on archive storage.

Functionality of a system can be expanded at the expense of solutions of our partners and integration with other systems.

Support of processes of approval

In "Logic: EDMS" approval of documents occurs within "Decision making process". Such processes in a system there can be a set for different document types.

In essence "Decision making process" represents electronic regulations or the automated business process. Properties of process are defined by two of its elements: card of the document and route of the movement of the document.

"Decision making process" is configured for a document type (for example, for the agreement, ORD). Some document types can undergo approval in one module, or for each document type separate modules can be configured.

Approval parameters. The stage "approval" can consist of one or several stages. Each stage has type approval or examination.

Approval between participants of normal approval can be:

• parallel;
• consecutive;
• with transitions under the terms of (conditions are set using means of Lotus WorkFlow);
• alternative — a possibility of acceptance in work of the document as one of participants of approval.

Within an examination stage approval always happens consistently. In comparison with normal approval participants of a stage of examination can have additional opportunities: editing certain fields of cards of documents, editing and adding of investments, change of a route of approval.

Stages of approval are implemented in a system in the form of "cubes" for designing, i.e. for setup of process it is required "put" these "cubes" in a necessary order.

The route of the document can be tough (when users have no opportunity to make changes to it) or allowing making changes during creation of the document along this route. "Logic: EDMS" allows change by the user (in the presence of such opportunity) the following parameters:

• admission of a stage of approval in general;
• adding of a new stage with a possibility of the choice of its type (approval, examination);
• method of obtaining notifications on the approval course – about each solution or on end of a stage of approval in general;
• return of the document to the author for completion when obtaining the first negative review (as for all stage of approval in general, there and within a separate stage);
• signing of the document with negative visas;
• the admission approving, made a certain decision, on the subsequent iterations of approval;
• approval type — the user can change approval stage type, having selected one of available values, – consecutive or parallel;
• approval term (the main and additional) — is set at setup of a route for each stage of approval, however the initiator of approval can change terms for a specific stage;
• automatic completion of approval assumes automatic translation of the document on the next stage (another approving, on signing) if approving did not make the decision on the document in the allotted time, parameter can be changed by the user during creation of the document for each stage of approval;
• the list of approving — is set at setup of a route for each stage of approval, however for a specific stage during creation of the document can be expanded, reduced, approving can be replaced.

Approval control. The initiator of process of approval has an opportunity to control the course of approval of the help:

• viewing information on the taken-out visas in a document card;
• viewing the notifications on actions of the participants of approval coming to mail and on the Homepage created by a system.

If necessary the initiator of approval can make changes to a route of the document and the list approving and also to cancel approval on any of stages if it is authorized settings of a route.

For observance of fixed terms of approval the automatic completion of approval of the document described above can be used.

When calculating term of approval of the document the minimum time of execution of a task specified in settings of the functional module is used. If arrival time of the document is more, than time calculated as (konets_rabochego_dnya - a minimalnoye_vremya_ispolneniye), then completion date of a task increases for 1 day.

Additional approval. Function of additional approval allows the head to whom the document was submitted for approval, a statement or signing, to request reviews of the subordinates (one or several). At the same time he actually starts an additional branch of approval, receives from the employees comments according to the document which he can consider at pronouncement of the review on the approved document or make the decision on the document, without waiting for the solution of additional approving.

The result of additional approval does not influence the basic course — if additional approval came to the end negatively, then the main approval does not stop.

The hierarchy of additional approvals is not limited — everyone additional approving also can organize the additional approval.

Additional opportunities of "decision making process". Appointment of the executives in charge (approving, the signers claiming the registrars considering controllers).

Executives in charge can be determined by a route for a document type ("decision making process") or are added by the initiator of the draft document to a route of the specific document. Executives in charge can be appointed on the following signs:

• The Full Name — is selected the specific employee, at his change it will be required to make change to a route;
• positions — the official acts as the executive in charge, and at substitution of a position by other person change of a route is not required;
• roles — are defined in a system and can be static (i.e. not depending on a document context, for example, "the lease agreements lawyer" and "the works agreements lawyer") and dynamic ("head of department" and "the direct head" depend on the maintenance of fields of a card of the document, for example);
• competences – depending on competence the approving employee at a stage of examination can edit document attributes, a route of processing and to add new versions of the attached files.

If the document "hung up" on one of document processing stages because someone from the responsible persons (approving, the signers claiming registrars) is absent on site (for example, the employee got sick or went to a business trip), the initiator of the document can make replacement of the executive in charge.

Authority delegation on execution of operations over documents. The contractor can assign the rights under approval (and also to signing and a statement) the document to one of the employees. In that case the decision on the document will be made on behalf of that employee to whom the rights were delegated. For delegation of the rights the Delegate button in a card of the document which was submitted for approval (signing, a statement) is used. After decision by the employee to which transaction accomplishment was delegated the key employee (delegating transaction) cannot make the decision on the document any more.

Appointment of the acting as and authorized representatives for the period of absence of the employees participating in processing of documents performing duties or authorized representatives can be appointed (authorized representatives are designated without indication of term of delegation). Thus, if the document was sent for approval to the specialist who is on vacation, then if the acting as or the authorized representative is appointed, a system will provide a document access and to them.

A system gives an opportunity to appoint authorized representatives in an enhanced mode, namely, – to create certain rules of selection of documents for authorized representatives.

Implementation of the general control according to the document and issue of instructions. At defined setting the possibility of setting of any document type on the general control with indication of controllers, completion date of the document and type of control is provided in a system.

Creation of instructions according to the document is possible on any processing stage of the document. Order is created directly from the module where there is an approval and signing (statement) of documents. After registration of the document the created instructions go to execution, and the specified controllers receive notifications on setting of the document for the general control. A system automatically traces terms and notifies the controller that completion date of the document expires.

Removal from control of the document is possible as the controller (both to, and after completion of execution of instructions), and automatically (after execution of instructions according to the document).

Support of iterations of approval and document revisions. At approval of documents often there is a need to pass several circles (iterations) of approval that leads to emergence of several versions of the approved document. "The logic of EDMS" allows to trace complete, with all iterations, the history of approval and to save all versions and editions of the document which arose during approval.

Versions of approval arise when the document passes several circles of approval. For example, after the first iteration of approval it returns to completion and after change the second time goes to consideration of the approving persons. For these cases an opportunity to look at results of all previous approvals of the document of the taken-out visas is provided in a system. The window of history of approvals opens directly from a card of repeatedly approved document.

Document revisions (it is about investments) remain in a document card. If within "decision making process" changes by the author or the signing person are made to the document, then the changed option will be saved in a document version type. For example, if after the first iteration of approval the document returns to completion, then the new version of the document will be saved in a system as "the version 2».

Editions of documents can be created by participants of process of approval. If instead of the visa the initial document (investment) approving a beret also makes in it changes, then it remains in a document card as edition of the initial document. At the same time the original remains without changes. The initiator of approval can take edition of the document with corrections and further work with it that much quicker and more conveniently, than to transfer changes to the original document from the comments approving.

Service of consolidation of editions. There is a possibility of creation of the consolidated edition on the end of approval, i.e. at return of the document for completion, or upon transition further to signing, a statement. At the same time automatically generated consolidated edition integrating in itself corrections and comments of the available editions of the file of an investment approving from all is added to the area of investments.

Service of comparison. In a system there is also a possibility of comparison of the documents MS Word (or several documents MS Word united in one document) with any file (the format.pdf,.img, MS Word, except.txt) directly from a card of the Agreement and ORD using ABBYY ScanDifFinder SDK service.

A system gives an opportunity to select comparison parameters, such as, comparison language, need of accounting of single-letter character non-numerical changes or changes in a punctuation, need of use when comparing a text layer of PDF, need of comparison of color objects. In detail parameters of comparison are described in documentation on ABBYY ScanDifFinder SDK.

After accomplishment of transaction of comparison the file in which all changes which were executed in the copy of the document are displayed forms. The file with results of comparison is added to the area of investments of a card of the document in the form of.zip archive, or in the form of file reference in service of comparison (depending on defined settings).

Acquaintance and mailing. "Logic: EDMS" allows to perform mailing of documents and also acquaintance of employees with documents "under painting". This function is used traditionally for the organizational and administrative documents which went through stages of approval, a statement and registration. Besides, it is possible to perform mailing of the entering and any documents and also minutes of meetings.

Mailing of the document is used when the Logic is required to notify an employee group or all users of a system ": EDMS" about the new document. The mailing list can be set in a standard route or directly in a document card.

Acquaintance with the document is used when it is necessary that employees confirmed the fact of the acquaintance with the document. At the same time the document is sent according to the mailing list with confirmation, after its receiving and reading employees are obliged to click in a card the document "Examined", that having confirmed the fact of reading of the document. All confirmations of acquaintance are fixed in a system.

In a system the possibility of additional mailing of the document, for example, by the head to the subordinated employees is implemented.

A system allows to print the created sheets of acquaintance and sheets of mailing of documents.

Input of the audio-comment. At all stages of decision-making where the comment (for example, return on completion of the document approving is entered, the signer claiming execution of the order, etc.), decision-making, responsible for a stage, has an opportunity to enter the audio-comment.

The file with an audio recording is displayed in a document card. It is possible to listen to the added comment, having clicked the corresponding icon and also to download in the specified location.

Decision according to documents in an e-mail client. The user has an opportunity to make the decision on the document (approval, signing, a statement, acquaintance, adoption of the memo and creation of the answer on it) directly in a body of the letter of an e-mail client where to it the notification arrived.

In a subject of an e-mail the heading of the notification created in a system is specified, references to the document in a system are added, investments from area of investments of a card of the document EDMS (or links to investments) and also an informative part of the document can be added to a body of the letter.

Observation of the document (a subscription to events according to the document). The functionality of observation of the document consists in an opportunity for any user having a document access to set a subscription to events according to the document of the functional module (Office, Decision making, Regulating documents) and to receive copies of the notifications which are created according to the document during its lifecycle.

Notifications according to documents on which the user set a subscription arrive on the Homepage of a system. In functional modules there is a separate representation for display of documents for which the current user subscribed. It is possible to refuse a subscription therefore to the user notifications according to the document will not arrive any more also.

Use of the EDS. The electronic signature can be used for signing of documents in electronic form at decision by the employee on the following processing stages of the document: sending on route, signing, approval, a statement, registration, consideration, signing at the partner (for agreements). The EDS gives the legal importance to documents and allows the organizations not to duplicate in paper form even especially important documents of internal document flow.

Work with documents with a signature stamp Trade secret. Imposing on the document of a signature stamp Trade secret for the purpose of access restriction to the document by the employees having the corresponding role is provided in a system.

Installation of a signature stamp of KT (trade secret) is provided for the following document types: entering, proceeding, ORD, the memo, the request and the agreement.

Control of execution of instructions

"Logic: EDMS" allows in scales of all organization:

• set tasks (to create instructions) to the employees;
• perform instructions;
• monitor their accomplishment;
• create statistics and reports on performing discipline in the module "Center of Answers"; • visualize reports on performing discipline in the module "Infographics".

Work with instructions is carried out via the special module "Orders", at the same time instructions can be issued also on the basis of documents from functional modules Office, Decision making, Meetings and also according to documents in the module "Operational Storage".

Order in a system is understood as the document in which to one or several employees of the organization the task to achieve a certain result to the set term is set. Completion date of order can be set and controlled in days or hours.

Formation of order. Instructions can be created as independent, and according to the document — if order is created on the basis of the document, then it contains the reference to the document basis. Especially important instructions can be delivered on control, having specified the controlling employee. A system automatically traces terms and if necessary notifies interested persons that completion date expires.

One or several specialists can be selected by the contractor of order.

A system allows to create "multiinstructions", i.e. with identical attributes to several employees at once. In this case a system will create several identical instructions to different contractors. In a system it is possible to create order in which accomplishment specialists of different divisions will participate.

The author of order can or specify all contractors and collaborators at once, or to create order to the executive in charge who, in turn, will create the connected instructions to the subordinates.

The connected instructions form "tree" of instructions. For example, the head of the organization gives assignment to the deputy (creates order of the first level), and that entrusts accomplishment of a task to the head of department (creates order of the second level), who, in turn, specifies the direct contractor from among the employees (creates order of the third level). For creation of order the general and personal templates which are stored in a system can be used. Personal templates are created by preparation of a card of order by the employee.

At defined setting it is possible to specify completion date of order in hours, i.e. to set not only date, but also the exact time of execution of the order.

During creation of order check of the specified completion date is performed. If the specified time of execution of the order gets on time off, a system automatically calculates and suggests to select the near future of execution of the order, both to, and after the specified term (if necessary it is possible to leave the current value). The production calendar of employees is set in the module "Reference Book of the Organization".

When sending for execution of the order according to the memo by the addressee a system automatically fixes the fact of acceptance of SZ by this addressee.

Execution of the order. While order is on execution, the following actions are possible:

• the contractor can send the change request of completion date of order;
• the author or the controller can change completion date of order;
• the author and the signer can change the executive in charge or cancel order (also the controller can make the last);
• contractors create interim statements, or reports on results of execution;
• the author and the controller have an opportunity to return order for completion and to approve results of execution.

Execution of the order comes to the end with putting down of a mark about accomplishment. If necessary the comment on execution, the link to the prepared document is added.

If the task was separated between collaborators, then their performance reports are received by the executive in charge and the controller (if order was put on control). The controller can accept or send back the report on order for revision. The executive in charge creates the uniform report on order on the basis of the received reports and sends it to the author.

Control of accomplishment of instructions. The employee can obtain the complete information on instructions in which he is an author, the contractor, the collaborator or the controlling person. Data are displayed in the form of the corresponding reports.

On the homepage the quantity of the instructions issued by the employee and also quantity of the instructions appointed to this employee is displayed. It helps employees to plan the work and to monitor timely execution of tasks.

Reports on performing discipline form in the module "Center of Reports" which already contains a set of the built-in reports.

The module "Infographics" allows to visualize in the web interface reports on performing discipline in a schedule type and charts.

Control of performance of agreements

A system allows to exercise control of execution on the stages created under agreements and supplementary agreements – employees, responsible for a stage, are notified on terms on these stages. On each stage in a system it is possible to note the fact of its execution and also to create the finance document (on the basis of any document).

The structure of attributes of the finance document is configured in standard routes of processing.

On the created finance documents it is possible to plan payment, to exercise control on the planned payments and also to note the payment fact with indication of an actual amount of payment according to the document and also a transaction type: expense/arrival and so forth. On the basis of these data calculation of the amounts on a stage, and further, by the general the amount under the agreement is made.

Depending on terms of the agreement (supplementary agreement) and its actual execution, the agreement (supplementary agreement) purchases the corresponding sign in a system: works, it is suspended, terminated, performed, cancelled.

Work with the entering and outgoing correspondence

"Logic: EDMS" allows to implement a full stroke of work with correspondence in the organization, including to perform:

• registration and storage of the entering and outgoing documents, addresses and answers to citizens' appeals (in the form of cards of documents with the enclosed electronic images of originals);
• sending documents for consideration, execution and acquaintance;
• the premises of documents "in case";
• management of registration numbers, their reservation, use of difficult formats of numbers;
• creation and application of templates of standard documents of the organization.

Input of the document in a system. When processing the document and its institution in a system the document card in which necessary details — the main document attributes are brought is created. A part of fields of a card can be autocompleted on the basis of data of the connected document, personal settings of the registrar, etc.

The paper original document is transferred to an electronic form by scanning, the electronic image of the original is entered into the system, and in a card of the document the link to it is located (the scanned images of documents are stored in the separate module). If the document was created in the company, then at registration of the outgoing document its electronic original is attached to a card.

Also in a card the location of the paper original document can be specified.

Further the document is subject to registration — "Logic: EDMS" allows to use registration numbers of any complexity. The format of numbers is set in the special module Registrar. Perhaps also reservation of numbers and registration of outgoing correspondence on the reserved numbers. Reservation of numbers is performed by the authorized employee of office.

If for any reasons the document which came to office does not lie down registration, then it is possible to refuse registration of the document. As a result the document turns into the status "It Is Refused Registration", and is removed from the module on the expiration of the storage specified in settings of a system.

Stream input of documents. In the organizations with a big document flow processing of correspondence and entering of documents into a system are performed by service of an expedition which task to register as soon as possible the greatest number of documents. The staff of service of an expedition works in a system with the simplified cards requiring an institution only of the main attributes of documents.

Also for mass processing of incoming correspondence (automation of document handling in large volumes) technologies of stream scanning and barcoding are used. The system of stream scanning represents the hardware and software system providing entering into a system at once of a large number of electronic images of documents. Use of technology of barcoding gives the chance even more to accelerate process of registration of incoming correspondence: the electronic images scanned by a flow automatically are attached to cards of documents according to numbers of barcodes.

Waiting of input of investments. In the incoming document it is possible to set sign of waiting of input of investments by means of stream scanning with indication of quantity of the investments expected from the stream scanner.

After registration the incoming document will be in a stage of waiting of input of investments until on it investments from the stream scanner in the quantity specified in a document card are not added. The registrar of the document can also send compulsorily the document further on route, without waiting for input of the specified quantity of investments.

Processing of e-mail. The documents which came to the organization for e-mail can be transformed automatically to a format "Logicians: EDMS". At the same time in a card of the document the correspondent and contents of the document, including the attached files is autocompleted. The registrar needs only to enter missing information and to register the document.

Processing of faxes. Integration "Logicians: EDMS" with fax servers (for example, ExtraFax) allows to send and get faxes. The got faxes in a system are registered as the incoming document.

Binding of documents. The documents registered in a system can be connected among themselves. "Logic: EDMS" suggests to use one of the most widespread types of communication: "repeated on", "accompanying to", "in response to" or to enter the type of communication. Existence of communications between documents allows to trace easily the history of correspondence on a certain question. It is possible to connect as the created documents and which are already existing in a system.

Automation of work of several offices. At the decentralized form of the organization of document flow and also in the geographically distributed organizations by means "Logicians: EDMS" can support the coordinated work of several offices. The hierarchy of offices will correspond to structure of the organization. Exchange of documents between offices is performed within a system.

Formation of resolutions. The resolution represents the order issued according to the document therefore work with them is carried out similar to work with instructions.

The document sent for consideration can be followed by the draft resolution which the head can adopt "as is" or to modify.

During creation of the resolution it is possible to use the templates of standard resolutions which are stored in a system. The printability of resolutions on the document is also provided in a system. Besides, creation of "multiinstructions" under resolutions of the head is possible.

Actions with the registered document

Acquaintance and mailing. "Logic: EDMS" allows to perform mailing of documents according to mailing lists with confirmation of acquaintance and for data. Mailing for data of the document is used when the Logic is required to notify an employee group or all users of a system ": EDMS" about the new document.

Mailing with confirmation of acquaintance is used when it is necessary that employees confirmed the fact of the acquaintance with the document. Thus after receiving and reading of the document employees are obliged to click in a card the document "Examined", thereby having confirmed the fact of reading of the document. All confirmations of acquaintance are fixed in a system.

The employees who received the incoming document on acquaintance can create on it instructions. A system allows to print the sheet of acquaintance and the sheet of mailing.

Sending document for consideration. After the incoming document is registered, it can be sent for consideration. Before sending for consideration to the head the draft resolution can be introduced to the document.

In a system there is a possibility of creation of several consecutive stages of consideration. At the same time the considering employee has a possibility of sending the incoming document for the next stage of consideration without pronouncement of the resolution (to continue consideration).

If the document is already sent for execution, then it is already impossible to redirect it for consideration. There is an opportunity only to return on a preparation stage.

Sending document for execution. It is possible to send for execution only the registered document according to which one point of the resolution is created at least. Only the employee to whom the document is sent for consideration, or the employee who registered the document can send the incoming document for execution.

The instructions created according to the outgoing document before its registration go to execution after registration of the document.

After sending the document for execution all resolutions on it in the form of instructions arrive to contractors. Course of execution of the document is automatically fixed in a card of this document.

Completion of work on the document and removal from control. The registrar of the document and also the considering employee can complete the work on the incoming document (if the document does not require further execution).

The controller of the control document can remove the document from control.

At the same time not performed instructions according to the document are closed.

After execution not control (and also statements control) the instructions created according to the control document, to the controller of the document the zadachny notification on need of removal of the document from control arrives. Also automatic removal of the document from control without participation of the controller is possible.

Organization of operational and archive document storage

The organization of operational and archive document storage is implemented in the modules "Operational Storage" and "Archive Storage". In the module "Operational Storage" the nomenclature of affairs of the organization is kept, affairs in which documents in functional bases are located are created. That the large volume of documents did not lead to decline in the performance of a system and its modules, movement of the documents for operational storage which are written off in affairs is provided. Settings of archiving are set by the system administrator. When archiving documents are located in the module "Operational Document Storage" and remain available to search and viewing. Besides, in the module "Operational Storage" it is possible to create instructions according to archive documents, under agreements — the connected contractual documents, any types of the connected documents, to cancel ORD and to perform a withdrawal of the cancelled ORD.

Retrokonversiya or stream input of investments

A system allows to perform input of ancient documents in a system ("retroconversion") using any document with a stage Stream input. Documents of this sort do not provide passing of other processing stages (though such opportunity in a system exists).

Documents can expect input of investments, or at once turn into the final status of processing (at the added investments). To the operator of stream input notifications on need of adding of investments arrive if the term of waiting of receipt of investments in the document expired.

Additional functions

"Logic: EDMS" gives ample opportunities for the high-quality development — adding of new features. Use together with "Logic: EDMS" the products developed by our partners or third-party developers will allow to solve the specialized problems which are not implemented in the basic version of a system "Logic: EDMS".

Integration with the accounting systems

In "Logician: EDMS" implements the universal configured mechanism of exchange of attributes between EDMS and the external accounting systems (1C, SAP R/3 and others). In a set setup documents for integration with the main help bases "Reference Book of the Organization" and "External Addressees" are delivered. Besides, mechanisms of setup for import/export of attributes of any document type of EDMS are created.

Integration with the system of Video conference

A system gives an opportunity to the organization of web video conferences during the work with a system from cards of documents of functional system modules and also from cards of partners (module "External Addressees") and employees (module "Reference Book of the Organization") using Video conference service.

The choice of conferees is performed from among the readers and external partners specified in a document card. The user can start a conference at once, or plan for a certain time.

The Video conference service has standard functionality of video conferences. In a chat of the planned conference the reference to a document card in the form of the URL link will be added. The initiator of a conference can means of the service of a conference add any materials for discussion, including files from a document card.

Integration into calendars

The user of a system is given an opportunity of automatic formation of entries in the calendar (Domino/MS Exchange) on the basis of the zadachny notifications of a system created during document handling.

In the calendar in the field, the corresponding date of accomplishment of action in a system (performance of a document, instructions), record of the zadachny notification is displayed. In record it is possible to follow the link in a document card, if necessary to note a task as executed or to delete this record with means of the calendar.

Work with cloud MS Office

In a system in the web interface the possibility of creation and editing files of investments of the formats MS Word, MS Excel, PowerPoint and the text document using MS Office 365 service is implemented. In the presence of several users, responsible for a stage (for example, at parallel approval) service supports joint editing the document that allows several users to work at the same time on the document, without interfering with each other. For work in online the editor the user needs to have the account of Microsoft. In case of lack of the account it is necessary to execute registration on the website https://www.microsoft.com/ru-ru/account.

Integration with FreshDoc service

A system gives an adding opportunity in a card of the document created by means of FreshDoc service. FreshDoc is the automated service for creation and storage of legally competent documents. During the work with a template the user selects answers to questions from the questionnaire. According to the selected answers the text in the document changes. Thus, the user receives the document adapted for its individual conditions.

Integration about an e-document flow SKID

Interaction of a system "Logic: By EDMS" with operators the SKID of e-document flow it is implemented through a specialized software package "Logic: E-document flow SKID". A system provides creation and sending the outgoing document to the automated workplace YUZ of e-document flow within which the EDS and also acceptance and processing of the e-document flow of the incoming document which arrived from the automated workplace YUZ is imposed.

Within the current version interaction with federal operators an e-document flow SKID "Diadoc", Kaluga Astral and also with the internal operator for creation of own "entrusted" network is provided.

Systems of scanning

Stream scanning and barcoding. In the organizations with large volumes of document flow for simplification of accounting and document retrieval use of barcoding and stream scanning is recommended. Services of barcoding and stream scanning are included in a set of basic delivery of a system "the Logician: EDMS".

When using the mechanism of barcoding the card of the document and the document receive the uniform barcode which can be printed or on a sticker (for the arriving documents), or on the document (for the documents published in the organization and sent). It supports UNID (the unique identification number) of the document that allows to find the document in a system quickly. At stream scanning the barcode from the registered document is read out by the stream scanner then the image of the document is automatically attached to the corresponding card. For search in the system of the electronic document in the barcode which is available on the original document the hand scanner of barcodes is used.

Recognition of codes and documents is implemented using the solution ABBYY Recognition Server providing fast processing of a big document file. Integration with Recognition Server is built in basic functionality "Logicians: EDMS".

Manual scanning and recognition of documents. In the organizations with a small volume of incoming documents use of desktop scanners for the organization of individual scanning is recommended. The solution ABBYY FineReader Engine can be applied to conversion of documents to an electronic form. It allows to perform recognition of the scanned documents (it is delivered only complete with "Logic: EDMS").

Fax server

"Logic: EDMS" has the built-in integration tools with the main known fax servers, in particular, of ExtraFax. Integration into the fax server allows:

• send and get faxes using the client of IBM Notes;
• register the received faxes as incoming documents in "the Logician: EDMS";
• route the received documents for consideration;
• perform "printing of documents on the fax" from any Windows application;
• use templates for the documents sent by fax, select "headings" of faxes.

The program gives an opportunity to differentiate access rights: for work with faxes (creation, reading, removal, transfer and so forth) and on the fax delivery on long-distance or international circuits.

Development History

2019: Integration into "MyOffice"

On September 18, 2019 Business Logic reported that together with New cloud technologies integrated the solutions. Read more here.

2018

Compatibility with Postgres Pro 10

"Business Logic" on November 21, 2018 announced the companies that the company Postgres Professional confirmed processing compatibility of products "Logic: E-document flow SKID" and "Logic: EDMS" with database management systems (DBMS) Postgres Pro 10 and Postgres Pro Certified 10 (the version certified FSTEC). In more detail here.

Opportunities and add-on modules "Logicians of EDMS"

Control automation by documents using Logic of EDMS leads to growth of productivity of work of employees, simplification of an information access for acceptance of management decisions, to improvement of performing discipline, so, to the general quality improvement of management, developers claim.

For October, 2018 a system allows to solve the following managerial problems:

• Organization of effective work with agreements
• Workflow automation of authorities of the federal or regional level
• Increase in efficiency of work with requests
• Process automation of preparation and holding meetings
• The most paperless type of internal document flow
• Implementation of project document flow and possibility of collective work
• Ensuring relevance of regulating documents
• Ensuring high-quality control of execution of orders of heads
• Management of documents within a quality management system
• Organization of operational and archive document storage

Effects of implementation of Logic of EDMS:

• In authorities:
  • Quality improvement of rendering public services
  • Improvement of performing discipline, increase in controllability
  • Increase in transparency and openness of activity
  • Expense reduction on ensuring work of authorities
  • Creation of a basis for an end-to-end information system like "electronic government" (interdepartmental document flow, EAR, archives, portals of state services)

• In business company:
  • Improves controllability
  • Allows operational to react to changes
  • Increases company competitiveness in the market

Add-on modules

• Module "Meetings"
  • By means of the module on work with meetings it will be possible to automate completely planning processes, preparation and holding meetings, drawing up minutes of meetings and control of execution of the decisions made at meetings. It will be possible to begin work in the module as with the very first stage — preparation of a meeting, and with a stage of drawing up meeting minutes.

• Module "Regulating documents"
  • By means of the module on work with regulating documents it is possible to organize storage and providing access to employees to the relevant normative reference information of the organization.

• The updated interface
  • The module ensures functioning with the new mobile interface.

• Module "MEDO Adapter"
  • The MEDO adapter is intended for connection of an electronic document management system to the system of interdepartmental electronic document management (MEDO). The MEDO adapter will transform the transferred or obtained data which are a part of electronic messages of MEDO, the data view format used in the solution "Logic of EDMS". In addition to exchange of documents, the module will organize exchange of notifications on course of execution of documents.

• Module "The Connector to External Storages"
  • The module belongs to technology services and is the auxiliary database applied to request processing on transfer of investments to external storage and requests on work with investments which are stored in external storage.

• Subsystem "Operational and archive document storage"
  • The subsystem of operational and archive document storage in the organization is intended for accounting, uses and document storages formed in organization activity and components its documentary and archive fund according to regulatory requirements and the practice of record keeping and archiving existing in the Russian Federation.

• Module "Infographics"
  • The module has two implementations. The first is intended for graphic data mapping on execution of instructions by employees on the basis of the Order DB. The second provides formation in the form of charts of data on tasks of the employee(s) on the basis of a DB the Office.

2017

Integration with Information Leak Detection

On August 8 the Business Logic company announced integration into an electronic document management system of Logician of EDMS of the solution Information Leak Detection (ILD) of EveryTag company allowing to control leaks of confidential documents.

According to EveryTag company, up to 20% of all cases of leak occurs through paper carriers. If digital data secure systems of DLP (Data Leak Prevention), then vulnerability of paper documents remains. They can be copied and transferred illegally to the third parties that will strike reputation of the company or will lead to financial losses.

The ILD system helps to define with guarantee a source of leak of confidential information on paper carriers. The operation algorithm of the solution consists in creation of individual copies of the document with which employees work in an electronic document management system. ILD remembers several parameters of the document: conversion algorithm, date and time of issue of the copy and also identification data of the employee. In case of leak of data of ILD authentically defines the employee on whose fault it occurred.

Integration of the ILD system into our solution "Logic of EDMS" allows to protect work of users with paper confidential documents from potential leaks to the maximum — the commercial director of Business Logic Georgy Podbutsky said. — The interface of work with documents, including the mechanism of investigation of the revealed leaks, is completely built in EDMS infrastructure. It allows users not to change a usual operating procedure with information in EDMS, and the security service receives the tool for investigation of unauthorized actions with paper copies of documents.

Use of ILD considerably reduces the number of leaks of valuable information even if earlier it happened regularly. In case of the happened leak the management will be able quickly and precisely to define the violator — the technical director of the company EveryTag Andrey Zaikin emphasized. — Now customers of Logic of EDMS will be able to provide a complete circuit of confidential data protection, having turned on in it paper documents.

"Logic of EDMS" 3.6

On January 24, 2016 the Business Logic company announced release of release of Logic of EDMS 3.6 version on the IBM Notes/Domino platform. As a part of a product functionality of expansion of opportunities and performance improvement of users of EDMS.

94 functional completions were a part of this version, 53 corrections are made. Among them:

• The possibility of consolidation of changes in the document at an approval stage is implemented
• The new mechanism of comparison of the document in graphic and text formats using "engine" of ABBYY ScanDifFinder (SDK) is created
• The improved warning system will notify the user on receiving a new task even if EDMS is not started
• The new interface of mobile version of EDMS is finished

Action of service of comparison of the original document and its copy in Logician of EDMS, (2016)

Consolidation of changes

In lifecycle of processing of the document, for example, at a stage of its approval, a large number of reviewers participates, each of which makes the changes. The new functionality allows to integrate all changes in one file automatically.

Comparison of documents

The module "Comparison of Documents" based on ABBYY ScanDifFinder (SDK) technology automatically finds differences in document revisions and selects all changes in the text. Use of such functionality reduces risks of signing of the incorrect document revision and simplifies work of all employees interacting with partners — lawyers, financiers, sales managers, etc.

The user can compare originals and copies of documents in any combination of the supported formats, both text, and graphic (for example, *.doc and *.jpeg, *.tiff, *.pdf) and to receive the list of all found differences in convenient representation. The staff of the company gets rid of need completely and "manually" to check agreements, invoices and other documents at the expense of what the processing speed of documents increases several times, and the errors which are inevitably arising at manual check are excluded.

System of notifications

Operational informing the user on tasks in an electronic document management system increases efficiency. Now the user will receive the notification on a new task even if EDMS is not open.

Interface of mobile version of EDMS The functionality of mobile version is upgraded:

• Discussions
• Additional approval
• Delegation
• Subscription for the document
• Buttons of pronouncement of solutions
• Standard stage of execution for all document types

The new functionality is implemented according to wishes of customers and directed generally to improvement of interaction of a system with the user. We hope that these changes considerably will simplify work with documents to thousands of users of our EDMS. Kirill Sokolov, head of practice of IBM Notes/Domino of Business Logic

2016

Module "Comparison of Documents"

On December 14, 2016 the Business Logic company announced development, joint with ABBYY company, for comparison of different document revisions in an electronic document management system of Logician of EDMS on the IBM Notes/Domino platform.

The module "Comparison of Documents" on "engine" of ABBYY ScanDifFinder (SDK) automatically finds differences in document revisions and selects all changes in the text. Use of such functionality reduces risks of signing of the incorrect document revision and simplifies work of all employees interacting with partners — lawyers, financiers, sales managers, etc.

The user can compare originals and copies of documents in any combination of the supported formats, both text, and graphic (for example, *.doc and *.jpeg, *.tiff, *.pdf) and to receive the list of all found differences in convenient representation. The staff of the company gets rid of need completely and "manually" to check agreements, invoices and other documents at the expense of what the processing speed of documents increases several times, and the errors which are inevitably arising at manual check are excluded.

In the nearest future the functionality of automatic comparison of documents will be available in the systems "Logic of EDMS" on Open Source platforms Alfresco Infoturnover WSWS —/and JBoss.

According to a research of ABBYY, about 40% of office employees periodically are faced the need to compare different versions of legally significant documents. At the same time any error can cost much to the company — from dead time to legal claims. Using the new tool verification of the document will take only several minutes, and partners can be completely sure of correctness of the signed agreement. Dmitry Shushkin, deputy CEO of ABBYY Russia

The technologies of ABBYY intended for intellectual processing and the analysis of documents well supplement the main functionality of the Logic of EDMS system and allow our customers to solve specialized problems at the new level. The solution will be especially useful to the organizations with the large volume of document flow, for them the effective management of document revisions at all stages of approval will significantly increase. Georgy Podbutsky, commercial director of Business Logic

Removal of covers

In June, 2016 the software products which appeared in actual fact covers for the IBM and EMC platforms^[1] were deleted from the Register of the domestic software supervised the Ministry of Telecom and Mass Communications without drawing attention to a situation ^[2].

Release of Logic of EDMS version 3.5.1

At the beginning of 2016 there was a Logic of EDMS 3.5.1 version to IBM Notes/Domino in which 14 new functionality are implemented and 53 corrections are made.

Regarding completion of the new interface:

• Approval function is implemented
• Tickers in a top panel for demonstration of keyword quantitative parameters are implemented: how many notifications zadachny, how many information
• The converter of files of other formats in the PDF format for viewing is implemented
• For the processing stage of notes functions are implemented [to Continue] and [Return]
• For the addressee of the memo function is added [to Answer]
• In cards of documents the Tasks tab for display of instructions according to the document is added

Other functionality:

• Setup in documents of settings of functional bases "Block Creation of New Documents" is implemented
• The functionality of the premises of draft copies of instructions in a basket and recovery from a basket by analogy with functional bases is implemented
• Document retrieval on the dismissed employee is implemented
• The possibility of dismissal of the employee having a large number of documents in functional bases is implemented. On demand without accomplishment of the procedure of assignment of rights on documents
• Processing of a situation when the user switches to delegating which not the user of the application is implemented
• Signs of availability of a standard route to creation of documents in the normal and new (facilitated) interface are added
• The mechanism of cleaning of the saved reports is implemented
• The functionality of document transfer is finished

2015

Release of Logic of EDMS version 3.4.2

On April 16, 2015 it became known of an exit of release of Logician of EDMS 3.4.2. In its structure five functionality are also made 93 corrections^[3].

Functional additions

• On a form of resolutions and solutions the flag "Is added receive notifications from collaborators". If the flag is not set, then reports of collaborators are sent only to the executive in charge of order
• New representation "Templates of notifications on category" is added to a DB Templates
• The sign is added to headings of cards of documents that the document is placed in a basket
• In a window of adding of investments the link "Scan" is replaced with the button
• In standard process - in approval parameters, setup of the admission approving, made the decision "He Agrees with Comments" is added. Setup acts on repeated iterations of approval for the admission approving, made this decision.

Release of Logic of EDMS version 3.5

The Business Logic (IT Group) company, the business partner of IBM, released in September an obnvoleniye of "the Logician of EDMS 3.5" on the IBM Notes/Domino platform with support of mobile devices, the new interface and high speed of work.

Using new technology of development IBM XPages the new version 'Logicians of EDMS' with support of mobile devices, the new intuitive interface and high speed of work is created. The first development approaches of the new system interface of Logician of EDMS were made in 2012. For these works the center of design of interfaces created in Business Logic company where the qualified designers of interfaces worked was attracted. But then users of a system gave preference, first of all, to functional requirements. Therefore work on creation of the new interface for the Logic of EDMS system was suspended.

It renewed at the end of 2013. When developing the new interface the following tasks were set: create the interface in which will conveniently work on different mobile devices — to make big and convenient buttons, texts and to use those working methods which are usual for mobile devices; the interface should be clear and not overloaded with information — all volume of functionality which is available in a system, is necessary to very limited number of users in the organization, it is enough to majority to see the tasks and notifications, to look for and browse documents, to perform simple operations of approval, signing, acquaintance, issue and execution of instructions; each employee should have an opportunity to configure a workplace in a system as it is convenient to it; the customer should have an opportunity to stylize the interface — to use other fonts, colors, names of elements, sets of icons, etc.; in the long term to make the new interface the basic in a system.

When developing the new interface modern trends in design of the websites and applications — flat design (flat design) and adaptive design were used (responsive design, is implemented in a system in the nearest future). Flat (two-dimensional visualization of objects) the design is a minimalist approach to design of objects which emphasizes convenience of using: the lack of excess effects, simplicity of elements, accurate work with fonts, emphasis on color, explained in the company. It is more focused on the end user. The flat design began to develop in a counterbalance of the concept of a skevomorfizm and opposed methods of "real" visualization of objects for benefit of more simplified and esthetically simple solutions.

In turn, adaptive design — the design of web pages providing correct display of the website on the different devices connected to the Internet, and dynamically adapting to given sizes of a window of the browser. The purpose of adaptive design — to provide universality of the website/application that it could be browsed conveniently from devices of different permissions and formats. The adaptive design does not provide creation of separate versions for different types of devices. The same website / application can work on the smartphone, the tablet, the notebook and the TV with Internet connection.

In addition to the new interface, in the new version "Logicians of EDMS" 29 functional completions are implemented and also 43 corrections are made.

2014

"The logic of EDMS" on the IBM Notes/Domino platform is integrated with VideoMost

At the end of 2014 the Business Logic (IT Group) company integrated the Logic of EDMS system on the IBM Notes/Domino platform with the product VideoMost.

VideoMost is the domestic software product for the HD organization a web of video conferences via the browser and on tablets via the Internet. VideoMost is created based on the engine of the Russian company SPIRIT — the world leader in the field of voice transmission and video in IP channels.

The call of functionality of video conferences of VideoMost (multipoint video conference, a panel of materials, a board for drawing, a chat) is available from any document EDMS and allows to start quickly a conference among characters of a context of an object (document) or any subject (the user, the partner) of EDMS. At the same time participants of an organized conference receive invitations to take part on the homepage of EDMS and\or in a mailbox. The invitation contains discussion object reference.

Initiation of video conference happens directly in the EDMS window during the work with documents, instructions, meetings. The invited user receives the adequate notice and can instantly enter video conference where he will get access to materials of a conference and will be able quickly to discuss them with all participants of the meeting.

"Fast and easy communications between employees in the course of approval of documents — an important component of effective work of any organization — the director of development and consulting of "Business Logic' Kislitsyn Alexey comments. — The product VideoMost will allow our customers to communicate quickly among themselves and, therefore, to achieve result quicker".

Logic of EDMS 3.4.1

• In this version 14 new functionality are implemented and 103 corrections are made. In particular, the design of the homepage, representation, a card of documents is updated. Icons of databases and functions in a system are updated. On the homepage the reference to mail at defined setting is added. Settings on arrangement of a mailbox are added (the Notes or URL mail is the link to external mail).
• The functionality on maintaining history of authority delegation of employees is implemented and notifications to destination and canceling of authority delegation are added.
• At defined setting "Use delegation" for signers and controllers the choice of employees in both directions is implemented.
• The functionality of search of partners in a TIN is implemented.
• Check on lack of IO/DL when choosing not of the user of a system as the participant of processing of the document is implemented.
• The functionality on prohibition of work of the user not on the website is implemented.
• In a card of order fixation of date and time of providing the interim statement on execution of the order is added.
• The field for input of the comment at the publication of the document is added.
• The functionality of change of the status of the regulating document is implemented on changed" at any stage, icons of signs of action of the regulating document are added to heading of cards.
• The web system interface is finished.

Notes