Document & process management (DMS)

TIDOC is an online platform, a web application, a system for managing all business documents. It allows you to store, save, share, and archive documents in a way that makes them easy to find or send through a workflow—exactly the way you want.

SOLUTION DESCRIPTION

The purpose of the solution is to enable an efficient business process for handling incoming invoices, contracts, and all other incoming documents—from receipt, scanning, and data entry (including attaching files to invoices), initiating workflow, and authorization by responsible process participants, to posting invoices in the ERP system’s accounts payable ledger, archiving contracts and other business documents, and providing quick and easy access to any document and all related information. This helps achieve a highly desirable goal in a short time: a PAPERLESS OFFICE.

The solution is flexible and can be adapted to the workflows of each user.

THAT’S WHY TI DOC – THE BASIC MODULE OFFERS:

• Web application accessible via any Internet browser, regardless of technology

• 24/7 availability, independent of location (only Internet access required)

• Document entry from networked multifunction devices for scanning/copying

• Advanced communication between participants in task execution

• Complete task event history is stored and constantly available to the user

• Search and access documents using any data/criteria

• Saves time, resources, and money

• Full integration with the TI ERP solution, including transfer of data to the accounts payable ledger and back-update of document number and status

• Extremely simple data search methods, even for complex queries

• Choice between simple and advanced search methods

• Search via filtering data by individual table column criteria

• Fast document search based on freely entered text

INCOMING INVOICES

• Entry of any type of document through a form with document preview

• Division by document types, defined by the user

• Option to classify documents for better archive search

• Classification can be freely defined by the user

• Ability to enter large volumes of documents at once, without additional data entry for each document, only by selecting type and classification

• Option to send the document into a workflow (BPM business process) if needed

• Available initial selection of multiple processes tailored to various purposes and organizational structures

INCOMING AND OUTGOING MAIL

• Record of incoming and outgoing mail with automatic assignment of registration number

• Ability to deliver incoming mail documents to any number of users via BPM delivery process

• Option to record incoming or outgoing mail data without an attached document, i.e., only entering document information

• Option to send outgoing mail into a BPM process if desired

• Printing of incoming and outgoing mail lists for a selected date or date range

CONTRACTS AND FILES

• Entry of contracts with associated data

• Option to track contract expiration dates and send contract review tasks to selected persons

• Selection of relative notification time in relation to the expiration date, as well as the number and timing of additional reminders

• Adding instructions or review tasks, which are displayed in the email of assigned persons as well as in the BPM process

• A folder or file is a document consisting exclusively of links to other documents within the system

• The same document can be included in an unlimited number of different files

• Fast and easy access to all information of a document included in a file

• Documents can be added to a file either through the search function or by previously adding them to a list

BUSINESS PROCESSES – WORKFLOWS

• The BPM module for document review and approval offers an organized and clear view of tasks with detailed information about the document being processed

• Includes a large number of BPM processes usable for various purposes

• Thanks to the flexible architecture of the BPM module, users can modify the process execution and responsible persons for each step

• Allows approval of multiple documents at once, with selection of desired or all documents

• Authorized users can correct document data during the review and approval process or add attachments

• Graphical representation of the process

• Each responsible person has a personal task list, i.e., documents to review

• Each task displays the document and relevant data

• All document data is available if needed

• Document approval can be done individually or for multiple selected documents at once

• Overview of all documents/tasks in business processes or workflows is available

• Information is visible about who the document is waiting for and when the task was assigned

REPORTS

• Creation of reports listing incoming invoices

• Creation of reports showing incoming invoices by due date

• Creation of reports displaying invoices and financial amounts due for a specific date or period

• Creation of reports based on newly entered invoices that have not yet been approved or posted in the accounts payable ledger, providing accurate and timely information for financial planning

• Export of data obtained from simple or complex search criteria to an Excel table for analysis or data transfer purposes

SOLUTION ARCHITECTURE

• Relational Oracle XE database (archive capacity approx. 100,000 A4-format documents)

• Application server: Oracle GlassFish (Oracle WebLogic – optional)

• Developed using Oracle ADF technology

• Business Process Management (BPMN 2.0 standard)

Work Environment and Capabilities

• Cloud-based operation

• Use of virtualized infrastructure or physical servers as needed

• Integration with Active Directory or LDAP systems

Required Resources

• Dual-core CPU

• 8 GB RAM

• 100 GB storage for installation and data