RuleDesigner

Advanced document management

SOLUTION

A single file shared in the extended company

RuleDesigner provides a modular, integrated and cross functional environment for the management of business documents. A wide range of functionalities and high configurability guarantee a perfect adhesion to the  company processes.

The document management module supports the processes of creating, updating and archiving files in an organized and integrated corporate repository.

RuleDesigner can be enhanced with the documents generation and configuration tools and extended with all the modules of the suite to obtain the maximum added value from the association of documents to companies, projects, offers, PDM part-numbers, serial numbers, tickets.

RuleDesigner suite has been conceived to offer an integrated way of working to support a collaborative reality that goes beyond the physical boundaries of the company.

Take full advantage of the know-how, increase efficiency and competitiveness.

CAPABILITIES

Create and collaborate in the company network with RuleDesigner repository

Acquisition of documents

RuleDesigner allows to acquire and archive files and documents  in any kind of formats.

The acquisition can be for each document massively with classification. It is possible to define the acquisition sources to import documents automatically or in a scheduled way.

The archivation of documents can also take place directly through other applicatives properly prepared or web service.

 

 

Creation from template

It is possible to create documents starting from templates by parameterizing attributes in the document.

Classification

Each archived document can be classified based on specific configurable “repository classes”. Documents can be related to different entities managed by RuleDesigner, such as Company, People, Products, Projects, PDM part-number, Offers, Orders…).

For each category it is possible to define security levels to determine people/ groups enable to access or edit that will be acquire from all the documents of this category. It is also possible to specify custom securities for each document.

Possibility to define the classification attributes for each kind of document. The dynamic and configurable properties can be linked to each other by defining the implication relations with a rule-based logic.

 

File Management

The module allows to organize archive documents in virtual files. The Documents present
in the file can be imported from a file system with a simple drag & drop, dragging individual documents or an entire folder into the file. The creation of new documents (text, spreadsheets or presentations) can take place starting from a customized model.

Automatic storage of emails

One of the main aspects and benefits of tracking information is linked to mail management. The most important communications and exchange of documents take place via mail. RuleDesigner is able to track and intercept all sent/received emails, to check their content and to store them as a document. Furthermore, there is no need to change mail server nor client.

Workflow

For each document category, it is possible to define a specific approval process and intermediate authorization levels up to distribution and sharing. The approval requests are notified in real time to the interested people/figures that can operate on the workflow in mobility.

Share

Documents can be shared with individual company employees or groups based on their roles and functions covered. Sharing can also take place with users outside the company based on their classification (customers, suppliers or resellers) who can view all the related documentation by accessing to dedicated portals.

Distribution

Documents in progress can be assigned automatically by the system to specific user groups through their personal Myhome or system notifications.

Chart and distribution lists

RuleDesigner allows to define the company chart with roles and functions for each collaborator and managing the distribution lists to notify changes on documents.

Advanced searches

There are different ways to search for stored documents: by attributes, by free search or by graphically browsing logical folders. Documents can be quickly identified by configuring custom search profiles. The results can be seen as a list or a document thumbnail.

Document revision

Functions are available to review documents and keep track of changes over time in order make eligible users able to consult document revisions and make possible to consult all revisions of the document and details of the actions carried out by users on the document itself.

Integration with Microsoft Office

Integration with Microsoft Office allows to create and edit documents directly from Word or Excel environment , running check-in or check out operations with optimization functions while transferring files.

Document logs

For each document, the traceability of all actions performed for each revision is kept
by users (consultation, modification or revision) both internal and external.

Annotations and chats

Possibility to insert annotations in documents and use integrated chat tools to start contextualized discussion threads.

Document board

The classification allows to organize documents in thematic gadgets to compose customized user pages.

Synchronization with company applications in use

Possibility to activate synchronizations with the company applications to acquire, update or delate documents and sharing them through one-single integrated and updated portal in real time.

Coordination of the teamwork

Through an environment dedicated to the project management, it is possible to coordinate the team work activities to create technical files or other documents that require the participation of more business functions.

Order files

By integrating the repository with the projects and orders management, it is possible to provide a fast and secure consultation of the document heritage, achieving a drastic reduction of lead and release time of the official document (Product requirements, Project Specifications, Work package) in an integrated mode to the management of the collaborative process.

Product documentation

The repository integration with the PLM management allows to collect and share all the product documents along its life-cycle with the collaborators or with the company stakeholders.

Document Configurator

The configuration processes can be applied to the repository for the automatic generation of technical files, catalogues or price lists in a standard and homogeneous mode. RuleDesigner Configurator can produce documents in many output formats (Microsoft Office, Adoble Indesign, pdf and html) and archive them automatically in the document management.

Do like Comecer spa,
organize corporate repository with RuleDesigner and share them with stakeholders in real time and in a secure way!

We have chosen RuleDesigner because we liked the idea to start gradually and to extend the application areas thanks to the native integrated modules. We have implemented RuleDesigner for 6/7 months and we have already realized that it makes the search of joborder data really quick and easy. It is so efficient that there is no proper way to describe it.

Matteo LostumboIT Manager, COMECER spa
ENABLING MODULES

Learn more on RuleDesigner modules that include this solution

YOUR NEXT STEPS

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