Intranet Management Software Blog

Document Auto Monitoring

There are actually 4ways to automatically get notifications when documents are updated in Claromentis. Three of these are available on the front end and one in admin.

All of them have their place and it is worth running through them to clarify the different functionality and usage, as some customers are unclear on the specific differences.

Different Notification Icons

Send Notification : a fast way to send a notification about the document to any permissioned group within the set of hose who have at least view perms. Easy to use dialog box allows you to add comments, and automatically populate description, link to details and link to view.

Basically you should use this when users seem to have lost awareness that this really useful document already exists.

Start Monitoring

Will monitor all updates until that users stops it. Set by the user, this is used when the document concerned is very important to you, and you want to be notified of all changes from now on, not just the next one. This will continue until you click again n the “stop monitoring” icon.

Notify me when this document is updated

This will only notify you the next time it is updated. You can of course then go back in and repeat the process. Normally used when you are not sure if continual updates are going to interest you, and wish to defer that decision until next time.

Document Auto monitoring – set in admin

When auto monitoring is enabled and the “auto monitor” check box for a document is set, everyone who viewed that document is automatically subscribed to get notification when the document is updated.

But only once.

However if they respond to that notification, and look at the document again, then they will automatically be subscribed to be notified the next time it is updated.

This is actually very useful document management functionality – it allows administrators to suggest a document is important for a group of users, without spamming them with too many notifications – if they ignore the update the first time they will not be notified again.

Conclusion

As always it is a question of choosing the most appropriate method for each document and user – keeping a balance between ensuring you are informed of updates to important documents, and avoiding getting too many notifications.

Prod-Document document management

We are all familiar with tagging and how the so called wisdom of the crowd can help quality information reach the top of searches as part of a natural process.

However in a recent project we have experienced the opposite end of the spectrum, where our client required that the organization should be able to indicate in an unequivocal way the quality of a particular document.

This was particularly relevant to policies and procedures, where they wanted the policy owners to be able to indicate the best procedures, and flag up those where they felt more work was still required.

By using the Claromentis API we were able to rapidly develop a small extension to the document management system that allows for a 3 tier red – amber – green system to be applied to these documents and restrict this by the permission system to ensure that the control is applied appropriately.

The result is made very visible to the users using the traffic light approach, exactly as the client required.

Prod-Document document management, Quality

Document Workflow is one of the key modules of Claromentis Document Management System

There are three basic terminologies in Document Workflow:

Category: It is a grouping mechanism for Workflow. Permissions are set default through Category

Workflow: A Document Workflow containing set of States

State: State of Document, for instance “Draft, Initial Review, Revision, Ready to Publish, etc”

Each State has one “Action” and one “Transition”

Action: Here we are able to specify what action is to be taken on the document at certain State of the Workflow. There are following actions we can select from: “None, Feedback Request, Move to a designated Folder and Send Email”

Transition: Here we are able to specify what type of transition is to be carried out at certain State of the Workflow. There are following transitions we can select from: “Not Auto (Manual), Auto:Based on Approval (On All Approve, On One Approve) and Auto:Time Based(On Time Elapse, On Date/Time)”

By using Document Workflow, you don’t need to worry about manually chasing each user to look at the document and give there feedback or approve it, it’s all done for you

Prod-Document document management

The purchase this month of Claromentis Document manager by SCOMI, a public engineering company in Malaysia is particularly important as on a group basis they are employers of over 4,800 employees at 65 locations in 36 countries.

They worked with Michael Christian and Alexander Polyanskih from Claromentis to specify a document submission wizard, which working with our name pattern records management functionality will ensure that all new engineering documents are automatically given an appropriate reference number on addition to the document management system.

Engineering Document Management

We look forward to working with the staff of SCOMI to provide a robust document management system for this significant Malaysian public company.

Prod-Document document management

Document Commenting

Document Commenting is coming in Claromentis 5.5.

This feature allows user to add comments or notes to a stored document and build threaded discussion based on the version changes.

This is particularly useful for our clients in construction, engineering and architecture where individual CAD files are potentially very large and edited directly only by specialists.

Prod-Document 5, Claromentis, new features