Document Reminder

Document Alarm is a reminder of documents that require attention or action at a certain time. In today's digital era, the increasing level of busyness often makes users forget to follow-up something that has an expiration date. Document Alarm can help ensure users follow up on documents measurably, quickly and efficiently in the form of email notifications or dashlet. The company expects the document follow-up process to be fast, efficient and measurable. With Document Alarm, we can create reminders to the person or division who is responsible for a document periodically based on the expiration date flexibly.

Always UpdateFeel SafeRemembered with Document Alarm.

The following are problems that usually occur regarding expired documents :

• Users often forget the documents they want to expire because there are no regular reminders
• It is difficult to search for specific documents such as documents for a certain period, name, content and etc
• There is no version history information makes tracking progress follow-up difficult.
• Documents still use physical files so they are prone to damage, loss and document leaks
• Lack of coordination and collaboration between users so that it can hamper the follow-up process
• Document follow-up process that often does not match the required deadline
• Existing reminders are not integrated with document management applications.

Document Alarm can easily solve these problems. The implementation of using a Document Alarm that is integrated with the Document Management System application, it can offer more solutions than just these problems.

The Advantage your company get of using Document Alarm :

• It is as if the user has an assistant who swiftly conveys information periodically on documents that require follow-up
• Users can search documents based on search terms and parameters quickly. Search parameters can be in the form of additional information contained in the document or better known as metadata such as document date, document type, document status, etc.
• See the follow-up progress of documents and save document version history to make tracking easier
• Can manage documents and follow-up processes in the same place and stored in digital form so that it does not require resources and reduces the risk of documents being lost or damaged if using physical documents
• Set the date of the valid period of documents and Person In Charge flexibly and securely
• Reminder in the form of an email that can reach the user's attention at everywhere and any time
• Reduced costs, increase productivity and collaboration between users or employees

Alfresco is a Document Management System application that has a Document Alarm, so it is fully capable to be relied on to improve document management processes in your company.

Below are Alfresco features as Document Alarm :

• Expired Document Reminder : Set expiration date, person in charge and document status. The output of reminder can be in the form as email notification or dashlet
• Versioning : Save and see each version of a document that is useful for tracking a document
• Advance Search Functionality : Alfresco has a searching feature that can search for titles, contents, and metadata based on search words or certain parameters.
• Role & Security Permission : Set permissions on documents and folders flexibly according to your company's needs
• User Friendly : Alfresco User Interface similar to Windows Explorer on Windows or Finder on Mac which is familiar to the user
• Workflow Engine : can make approval tasks with approve, reject and revise actions on documents
• Integration with LDAP, Active Directory, Ms Office and Google Docs and other applications via CMIS Web Service
• Check in & Check out: Lock the document when editing to prevent other users from making changes to the same document
• Relation between Documents : Can store information on other documents that are related to each other, such as Purchase Order documents with Invoices. With this feature, users can easily browse or find out the relationship between documents
• Online Preview : View the contents of documents on web pages so that users can access them from anywhere and anytime
• Automation (Rules): To perform certain actions based on automatically selected criteria
• Multiple File Upload with Drag & Drop : Easily upload multiple documents at once with just drag and drop to Alfresco
• Centralized Document Repository: Store and manage documents centrally

Softbless, already has many clients with services for consulting business processes, implementation, configuration, custom development Document Alarm using Alfresco in Indonesia

We are very excited to be your partner in implementing Alfresco as a solution for business processes and various problems related to documents in your company.

Enterprise Content Management System is a digitized content/information and document management process to support a company to fulfill and reach its goal of a business process. A company needs to manage its information/content effectively to increase its working productivity. Enterprise Content Management System capable of providing that process for a company. ECM, generally, strongly integrated with Document Management System (DMS).

Manage your content to be more OrganizedSecureEasy

Below are several examples of content/information and document related challenge in business :

• The non-structured information or content related to the business process causes confusion. It also needs to be redone, wasting more time and effort.
• Difficulty to find content/information based on date, the user, or content type.
• It takes too much time to spread the information. In the worst case, the information even isn’t spread.
• The storage at the office is incapable to contain the amount of content/information in a physical form.

To solve these problems, a company needs an integrated system that provides functionality.

Enterprise Content Management System  has these features/functionalities :

• Document Management System (DMS): For handling a company’s or organization’s document,
• Collaboration: Collaboration in the ECM can be facilitated through an online portal/website.
• Workflow: Delegating a task to a certain user that is wanted and improving job efficiency.
• Web Content Management: To manage, create, and deliver the content easily.
• Record Management: Simplify the storing and searching for the content/information, which is considered important for a company or organization.

Enterprise Content Management System increases the information flow within the company that will improve productivity. ECM helps an organization to manage information and content into a more structured form. The benefits of using Enterprise Content Management System:

• A structured content knowledge storing system,
• Increase the speed and accuracy of the information distribution,
• Improving productivity in office activities,
• Minimizing the information/content lost,
• Suitable for collaboration purpose,
• Accessible from anywhere and anytime you need it,
• Providing better control over the certain information/content access for a specific user, so the risk of information/content leak will be decreased,
• Easy to trace the audit result of an information/content,
• Simplify and speed up specific information/content searching processes.

One of the tools/systems of Enterprise Content Management System is Alfresco. Alfresco is the open-source licensed Enterprise Content Management System. Alfresco is equipped with a complete set of features that give solutions for the company’s information/content-related problems.

The Implementation of ECM System Features within Alfresco:

• Advanced Search Functionality. Enterprise Content Management System can search based on the keyword or the essence of the information/content.
• Easy to Use. Users won’t have problems using Alfresco, because it has a similar design to explorer (File Explorer on Windows and Finder on Mac), which they are using every day. Moreover, users can easily upload a document by using the drag and drop method.
• Workflow Engine. Creating a task for a specific user for revision, review, approval, and disapproval purpose on information/content or document effectively.
• Google Docs, MS Office, LDAP, and Active Directory Integrated.
• Versioning. Adding the information/content or document version automatically and save the history log of that document version.
• Role, Permission & Security Settings. We can add a specific permission setting on the information/content for specific users, using Enterprise Content Management System.
• Collaboration Site. You can share documents, calendars, discussion, blogs, links, and datalist. With the Collaboration Site feature, you can easily spread the information faster and with better accuracy.
• Expired Document Reminder. A notification will appear if it detects an expired information/content. Notification will be displayed through the main page dashboard of Alfresco or via email.
• Integrate with other applications using CMIS Web Services.
• Comment/Discussion Feature. Users can participate to develop an information or business process by using the comment/discussion feature.

Softbless has helped many company to manage their content to well organized, efficient by using Alfresco as ECM

Softbless is ECM implementation expert in Indonesia. Feel free to ask us and get the best deal about ECM Solution.