Integration of Directum with Apps Google services in Ariant Agricultural firm

The Ariant agricultural firm is vertically integrated holding which uniqueness consists in the principle of the closed production cycle: from formation of own source of raw materials before sale of finished meat goods in network of brand stores. It allows the company to control strictly each production phase — from a field to a counter — and to create independent price policy. The enterprise releases more than 300 types of meat, sausage and delicious products.

The agricultural firm is a part of Ariant company, one of the largest agro-industrial holdings of Russia.

Integration of Directum with Apps Google services

Task

Prior to implementation of EDMS in the company were implemented and all Google services of Apps were actively used: corporate mail, disk, calendar and others. Therefore the company management raised a question of ability to integrate EDMS with Apps Google services. About 7 systems — leaders of the Russian market in the field of automation of electronic document management among whom there was also a DIRECTUM system were considered. After the preliminary analysis the scheme of integration of DIRECTUM into Google was developed.

On start of an implementation project the main requirements were:

• exclude use of the documents Microsoft Word as templates (models);
• provide a possibility of simultaneous project development of documents by several users, i.e. joint editing documents.

It should be noted that many companies still feel mistrust cloud services. Progressive opinion of the first person became key at adoption of the positive decision on use of the integration solution EDMS and Google Apps.

Solution description

Implementation of DIRECTUM and the initial version of integration were executed by the partner of vendor — ST Ural company. The first version of the integration solution was brought into commercial operation in December, 2014 then it was improved and improved. The scheme of integration of the beginning of 2017 works since February, 2016. The solution is from service of integration, the special reference book "Settings of Integration into Google", a number of functions for work with service.

In the reference book record with settings of generation of documents on a certain template is created. Each new template needs to be described in new record of the reference book.

Masters of actions of DIRECTUM help users to select easily the necessary template and to send along the corresponding route for approval.

Models of documents are developed in the Gdoc format and stored on Google Drive in the special account.

Process of work of the solution

Initiation. The draft document is created through the master of actions of DIRECTUM in the document model in Google Drive (Gdoc). The user prepares the document, using the editor of Google in the browser. After creation of the draft document on it in a cloud access rights which correspond to a route of its further approval are issued. In DIRECTUM the document storing in the initial version the link to the document in a cloud is at the same time created.

When sending for approval along a standard route the document of Google is transformed and in DIRECTUM the new document revision in the PDF format is created.

Approval. Approval and signing using the digital signature certificate happens in DIRECTUM, thus, approving sign only PDF, but not links to Gdoc. About assigned tasks, terms, the document and the history of interaction with it the staff of the company recognizes by the come tasks in the DIRECTUM system.

Approving at task performance on approval can enter the notes and adjustments to the initial document revision in Google Drive at once, at the same time all can edit at the same time approving (at parallel approval).

Completion. At task performance on completion, i.e. transition to the second circle of approval, the initiator creates the new version on the basis of the initial version in the Gdoc format and makes to it changes. At task performance with result "Send back for revision for repeated approval" again automatically the new version in the PDF format is created.

Statement. Further the task comes to the head to signing of the negotiation document. Signing of the document happens in the DIRECTUM system that guarantees the invariance of the document and authorship of the signature, its reliable storage in electronic archive of the company.

Registration. The signed document comes to the responsible who registers it in the reference book DIRECTUM.

Storage. Storage and online access is provided with electronic archive DIRECTUM.

In the web client of DIRECTUM integration works similarly.

Results of application of the solution

For March, 2017 in a system about 200 users at the same time work, about 100 documents on Gdoc models are daily processed. About 40 models of documents in the Gdoc format are developed and is successfully used: orders, orders, memos, outgoing letters, minutes of meetings, protocols of disagreements to agreements and others. In all masters of actions of DIRECTUM using whom documents on models are processed the service of integration into Google Apps is used.

As a result:

1. Users can make out on models and edit documents from any computer without the installed office applications, only Internet connection is necessary. Document creation on models and their subsequent editing does not require the Microsoft Office installation.

2. Time for development and approval of draft documents due to use of functions of joint editing Gdoc was reduced.

3. Users mastered all conveniences of Google services of Apps and masters of actions of DIRECTUM quicker.

4. Respect for corporate culture on document creation is reached. The company reached the new level of business processes and work with documents which can be provided in electronic form. Such innovation steps give competitive advantages to business.

Customization of the section of approval of agreements

On December 20, 2016 the Directum company announced the project of customization of the section of approval of agreements of the Directum system by request of Ariant Agricultural Firm LLC.

In the course of approval of the agreement approving state all notes (if they are available) in the text of a task and send back the document for revision. To the initiator, to look at all notes for elimination, it is necessary to go through all correspondence on a task - it is not convenient. The standard report "The sheet of approval" at the customer is not used as data on parameters of a route and information on signatures of the document are added to correspondence on a task, it forms incorrectly.

Approving found it difficult to look for in correspondence on a task texts with notes of the previous approving. There was a problem of consolidation of notes in one document.

Software window screenshot with marks of changes, (2016)

The decision - not to be limited to completion of the report, and to develop the reference book "Notes according to the Contractual Document" was made. Automatically to create record of the reference book at start of a problem of approval of the agreement along a standard route and to automatically write in it data on all notes during approval process.

Thus, when sending the agreement for approval along a standard route record of the reference book of Notes automatically invests in a task.

At accomplishment Approving tasks with a certain result (On completion, it Is approved with notes) data are automatically entered in the Reference book of notes:

• Record of the reference book of Notes on the contractual document is tied to ID of a problem of approval and to all documents Approved in this task. On a card of the Contractual document there is a button by which it is possible to look at all Notes under approval.
• Developed a printed form for Record of the reference book which registrars print and place in archive together with originals of the agreement:

Project Results:

• Work of users is simplified.
• Strict fixing of all notes according to the document.
• Possibility of carrying out analytical work on notes - in the reference book it is possible to configure different reports, reports in general under all agreements, curators of agreements. And we also needed such analytics since if the manager initially inattentively browses the agreement and does not notice an error in its design, it drags out approval process.

The carried-out analysis allowed to identify such managers and to carry out with them work.