OrgFlow. Document flow

The automated system Document flow is intended for:

• information storages about documents;
• process automation of approval, signing and input of documents in action.

Systems capabilities

Document storage

• For information storage on each document the card on which tabs all lifecycle of the document is traced is got.
• Documents are categorized.
• The document and its card is stored in a system. The card includes fields as the general for different categories, and specific to specific category of the document (fields are configured using the reference book of categories).
• For convenience of work with a system the hierarchical system of folders will be organized (folder structure is configured using the reference book of folders). The document remains in the specific folder.
• The nesting level of folders is not limited.

Approval of documents

• Before sending the document for approval by the author of the document can perform approval tuning, i.e. define – who and in what sequence considers the document. It is possible to send, for example, the document to all approving at once or, on the contrary, to set a tough order of passing of the document.
• Each approving can return the document for completion. A system allows not only to enter the comment explaining return reasons but also to add the document revision if in it there is a need.

Signing of documents

• The procedure of signing can be also configured, but in this case only consecutive passing of the document – from one user to another is possible. At a refusal of signature, it is possible to enter the comment (in this case with the document it is possible to continue work) or to refuse signing no comments. Further work with such document is not conducted.

Input of documents in action

• Signed documents become effective automatically.

If the document does not require signing, it becomes effective manually. The put into operation documents get a number which depends on category.

Functions of a system

The choice of employees from organizational structure - Employees are selected from an organization structure of the enterprise.

Differentiation of access rights - the roles defining it opportunities in a system are appropriated to Each employee. For each document it is possible to define who can browse and edit it

Setup of reference books - reference books Are kept: "Folders", Categories, Partners, Currencies, Legal entities.

Mailing of notifications - At accomplishment of the actions connected with approval, signing and commissioning of documents, to the relevant employees goes the email notification.

History logging - For each document in a system information on the actions made with it is saved.

Document retrieval - Is possible full-text search for documents in a system taking into account file contents with the document and also search in values of specific fields.