Electronic document management system
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Employee's workplace The main workplace of an employee is the start page, from which you can work with all your documents and tasks, as well as search or create new documents.
Outgoing documents The life cycle of an outgoing document consists of the stages of preparing a draft approval, signing, registering and sending the document to the case. During the entire life cycle, it is possible to create instructions for execution / familiarization with a document, as well as control over execution, signing a document is possible using an EDS.
The approval and signing route is configured for each type of document and is generated automatically, but the author of the document can edit it. Delegation of tasks is available for approvers and signers.
Incoming documents The life cycle of an incoming document consists of the stages of creation, registration, consideration, sending to the case. During the entire life cycle, it is possible to create instructions for execution/familiarization of the document, as well as control over execution. During the review process, it is possible to leave a conclusion, change the addressee and delegate tasks.
Internal documents The life cycle of an internal document consists of the stages: draft preparation, approval, signing, registration, consideration, execution and sending the document to the case. In the course of the entire life cycle, it is possible to create instructions for execution/familiarization of the document, as well as control over execution.
The approval and signing route is configured for each type of document and is generated automatically, but the author of the document can edit it. Delegation of tasks is available for approvers and signers.
Protocols
The protocol life cycle consists of stages: registration, approval, signing, execution and sending to the case. Delegation of tasks is available for approvers and signers. The signing of the document is possible using the digital signature. The secretary can immediately make the adopted decisions and send them for execution, as well as control the execution.
ORD The life cycle of organizational and administrative documents consists of the stages of project preparation, approval, signing, registration, publication and sending the document to the case. During the entire cycle, it is possible to create instructions for execution / familiarization with the document, as well as control over execution. Signing of the document is possible with the use of EDS.
The approval and signing route is configured for each type of document and is generated automatically, but the author of the document can edit it. Delegation of tasks is available for approvers and signers. During the publication process, update, implementation, and termination are available.
Contract documents The life cycle of a contractual document consists of the stages of project preparation, approval, signing, registration, termination and extension, sending the document to the case. During the entire cycle, it is possible to create instructions for execution / familiarization with the document, as well as control over execution. It is possible to sign a document on both sides, as well as using an EDS.
The approval and signing route is configured for each type of document and is generated automatically, but the author of the document can edit it. Delegation of tasks is available for the approvers and the signer, and the approver can also request a review. The contract document can be auto-prolonged for any period.
Powers of attorney The life cycle of a power of attorney consists of the stages of project preparation, approval, signing, registration, issuance of a power of attorney, withdrawal of a power of attorney and termination. During the entire cycle, it is possible to create instructions for execution / familiarization with the document, as well as control over execution.
Delegation of tasks is available for approvers and signers. Signing of the document is possible with the use of EDS. After the power of attorney is issued, it comes into effect and automatically terminates upon the expiration of the term.
Orders
The life cycle of an order consists of the stages of creation, execution, execution control, cancellation of execution, completion of execution. Execution control may not be mandatory, and the order can be sent for re-execution.
The system provides the ability to sign both cards and attached files using a detached electronic signature based on CryptoPro, thereby allowing you to quickly exchange any documents with counterparties, as well as reduce the costs of processing and transferring documents.
An electronic signature confirms who is the author of the signed file, that the signature is placed under a specific version of the document, and there are no changes in it, and also gives the documents legal force under certain conditions.
Unloading of signed documents with files of electronic signatures is available. It is possible to check the authenticity of the ES of an electronic document on the website gosuslugi.ru.
The system provides two options for delegation of authority:
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Setting up temporary replacement of employees during periods of vacation, business trips and other periods of absence of an employee at the workplace. Thus, the tasks and assignments assigned to the user during his absence will be available for execution by the employee replacing him.
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Delegation of rights to perform specific tasks and assignments. The user who is delegated the rights of another employee has the same rights to perform tasks as the original executor.
The System implements the function of setting the Production calendar - the organization's work schedule, which indicates the dates of working, non-working, weekends and holidays. The deadlines for completing tasks are calculated taking into account the production calendar, which makes it possible to comply with the deadlines for agreeing and executing regulatory documents and contracts.
The system supports adaptive design: pages automatically adjust to the size and orientation of the screen of the device (including mobile), and their appearance changes depending on the user's actions. Therefore, the use of EDI does not require the development and installation of a separate mobile application.
The system provides flexible customization of the interface and business processes without programming due to built-in editors:
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Entity Editor for creating data storage structures.
-
Form builder for flexible interface customization.
-
Field editor.
-
Business process editor for implementing business logic.
The DoctrixFlowBot chatbot allows users to work with tasks and documents through the Microsoft Teams application interface, including from mobile devices, thereby allowing them to make quick decisions even outside the workplace.
The document processing stages management constructor with the ability to create unlimitedly your own sequential and/or parallel document flow routes allows you to quickly and without the involvement of third-party developers and software change the order of passing, add stages, add new responsible persons to the route, etc.
The system provides for the ability to quickly select from pre-created document processing routes, as well as its situational change if necessary: the user in each case can change the presence of stages by adding new ones or specifying additional responsible persons.
The system supports various communication channels so that the user does not miss system notifications and urgent tasks. The main channel is email distribution. And for instant notification, push notifications in the browser are used.
It is possible to perform tasks directly from the mail notification through buttons with options for completing the task. At the same time, all additional features are available when performing a task: specifying a comment, additional approvers, a delegate, and so on.
The system supports versioning of attachments, working with documents online, as well as the ability to generate a link to an attachment for general access for a selected period of time.
Elasticsearch is used to find the contents of attachments.
EDS (electronic digital signature) The system provides the ability to sign both cards and attached files using a detached electronic signature based on CryptoPro, thereby allowing you to quickly exchange any documents with counterparties, as well as reduce the costs of processing and transferring documents.
An electronic signature confirms who is the author of the signed file, that the signature is placed under a specific version of the document, and there are no changes in it, and also gives the documents legal force under certain conditions.
Unloading of signed documents with files of electronic signatures is available. It is possible to check the authenticity of the ES of an electronic document on the website gosuslugi.ru.
Task delegation The system provides two options for delegation of authority:
-
Setting up temporary replacement of employees during periods of vacation, business trips and other periods of absence of an employee at the workplace. Thus, the tasks and assignments assigned to the user during his absence will be available for execution by the employee replacing him.
-
Delegation of rights to perform specific tasks and assignments. The user who is delegated the rights of another employee has the same rights to perform tasks as the original executor.
Production calendar The System implements the function of setting the Production calendar - the organization's work schedule, which indicates the dates of working, non-working, weekends and holidays. The deadlines for completing tasks are calculated taking into account the production calendar, which makes it possible to comply with the deadlines for agreeing and executing regulatory documents and contracts.
Adaptive layout The system supports adaptive design: pages automatically adjust to the size and orientation of the screen of the device (including mobile), and their appearance changes depending on the user's actions. Therefore, the use of EDI does not require the development and installation of a separate mobile application.
Self-configuration The system provides flexible customization of the interface and business processes without programming due to built-in editors:
-
Entity Editor for creating data storage structures.
-
Form builder for flexible interface customization.
-
Field editor.
-
Business process editor for implementing business logic.
Chatbot support The DoctrixFlowBot chatbot allows users to work with tasks and documents through the Microsoft Teams application interface, including from mobile devices, thereby allowing them to make quick decisions even outside the workplace.
Custom routes The document processing stages management constructor with the ability to create unlimitedly your own sequential and/or parallel document flow routes allows you to quickly and without the involvement of third-party developers and software change the order of passing, add stages, add new responsible persons to the route, etc.
The system provides for the ability to quickly select from pre-created document processing routes, as well as its situational change if necessary: the user in each case can change the presence of stages by adding new ones or specifying additional responsible persons.
Lazy approval The system supports various communication channels so that the user does not miss system notifications and urgent tasks. The main channel is email distribution. And for instant notification, push notifications in the browser are used.
It is possible to perform tasks directly from the mail notification through buttons with options for completing the task. At the same time, all additional features are available when performing a task: specifying a comment, additional approvers, a delegate, and so on.
Attachments The system supports versioning of attachments, working with documents online, as well as the ability to generate a link to an attachment for general access for a selected period of time.
Elasticsearch is used to find the contents of attachments.
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