ProcessIt Document Library 8.0 A controlled documents system for managing document creation, approvals, publication, revisions, and archiving. Comprised of three distinct repositories: Document Authoring & Approval Workflows Published Documents Document Archive Approval Workflows Published Documents Archived Documents
Applicability Used by organizations to automate a variety of processes: Design/Engineering Specifications Routing and Storage Capital Expenditure Requests and Archiving Sarbanes Oxley Document Management ISO Certification and Maintenance Safety Policies and Procedures Material Safety Data Sheets HR Policies and Procedures Governance Management, Tracking and Publication Ingredients and Food Product Preparation Standardization
Approval Workflows Published Documents Archived Documents Architecture & Flow v1 User creates a new document And submits it for review/approval The approval cycle is defined by business rules in the approvals dB When the document is fully approved, it is sent to the Published Documents dB Where it is available for reference.
Approval Workflows Published Documents Archived Documents v1 Reference documents can be submitted for revision by request or on a specific schedule. v1 r During revision or review documents remain available for reference And are resubmitted to that document type’s approval cycle. Architecture & Flow
Approval Workflows Published Documents Archived Documents v1v1 r During revision or review documents remain available for reference. If the revised document is fully approved, it then replaces the published document. v2 And the previously published version is archived for reference. The new version is what is seen in the published documents dB. Architecture & Flow There is no limit to the number of revisions a document can go through.
Key Attributes: Thin Client – Fully deployable via kiosk/browser, so users accessing published documents from classrooms do not have to use the Lotus Notes client.
Key Attributes: Documents can store individual fields, attachments, or online references (URLs). Contents can drive business rules/workflow logic.
Key Features: Searchable - Searching can be exact, case-sensitive, strings, variants, fuzzy, sorted, and limited. Searching also extends to attached files.
Key Attributes: Shelf Life – Documents can have pre-determined effective and expiration dates – and review/revision schedules.
Key Attributes: Retirement – Obsolete documents are never deleted, but retired in the Archive for ongoing reference and audit purposes.
Key Attributes: Subscriptions – Users can subscribe to documents to keep informed of any updates.
Key Attributes: Check-In/Check-Out – Control identifying documents which are checked out for review or revision.
Key Attributes: Security – Documents in the approval/revision process can be edit- locked based on user, role, and status. Published documents and archive repositories incorporate multi-level, robust, context and user- sensitive security, including edit/delete lock down.
Technical Information Databases are… Standalone.nsf files 100% native Lotus Notes code Low footprint (templates < 8 MB) Performance-optimized Web-ready Requires Domino server version 7 or higher
Product Contact: Steve McIntosh, Director Software Products firstname.lastname@example.org 614-884-4280