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Document Management

8MSaaS provides a powerful Electronic Document Management system which supports the following:

  • User-defined document type
  • Central document repository
  • Folder management
  • Intra-department & inter-department approval flow
  • Inter-company approval flow
  • Document library template
  • Version management
  • Concurrent authoring control
  • Scanner, OCR and text recognition support
  • Full text search
  • User-defined navigation flow
  • Knowledge management
  • Mobility & mobile app access
  • Pre-built integration with CRM, SPM, PPM and other EDM
User-defined Document Types & Fields

8MSaaS allows the user to define different document types such as Business Plan, Legal Document, Engineering Notes and Memorandum and each with a different set of control fields. Control fields can be fields such as Purpose, Date, Responsible Party, Cost and Risk. 8MSaaS supports the following different user-defined field types:

  • Text
  • Number
  • Date
  • Time
  • List
  • Radio
  • Checkbox
  • Yes/No
  • Currency Money
  • Score 1 to 10 and System Object

The user can also select certain user-defined fields to be part of the search criteria and/or their values to be shown as columns on the listing page.

Central Document Repository

8MSaaS provides the Central Document Repository for storing all documents. The user can define different document libraries depending on the needs. Each document library can have a hierarchy of folders with different user access privileges. The Central Document Repository provides the reliability storage of document and can be backed up each day when the 8MSaaS system is being backed up.

Folder Management

8MSaaS provides the Folder Hierarchy mechanism to allow the user organizes the documents in each document library. The responsible person of the document library can use the Folder Hierarchy to organize the documents and the document readers can navigate the Folder Hierarchy to find what documents are available.

Intra-department Document Approval Flow

8MSaaS allows the user to define multi-stage document approval flow and with multiple steps in each stage. 8MSaaS also allows the user to specify what stages and steps will be executing in parallel and what stages and steps will be executing in serial. The user can also define when an approvers rejects the document, the re-approval will start from the beginning or the rejection point.

Inter-department and Inter-company Document Approval Flow

Similar to the intra-department document approval flow, the user can define inter-department and inter-company document approval flow. Users from different departments and companies can do approval via login, email or smart phone.

Document Library Template

8MSaaS allows the user to define the Document Library Template which contains the Folder Hierarchy and document templates. This is very useful for encouraging consistency and enforcing standard for document management. For example, the enterprise can define Project Document Template so that each project will follow the standards.

Version Management

8MSaaS supports the revision concept and the latest version of the document will be retrieved by default. However, the user can select to access any previous version of the document.

Concurrent Authoring Control

8MSaaS provides the Check-in and Check-out mechanism for controlling concurrent authoring. When a document is being Check-out for editing by a user, all other users cannot Check-out the document for editing until the author finishes and Check-in the document. Once the author checks in the document, the document will be unlocked and another user can Check-out the document for editing.

Scanner, OCR & Text Recognition

8MSaaS supports different scanners and OCR devices. We also provide customization support for specific text pattern recognition and can also extract information from paper source to feed to system objects.

Full Text Search

8MSaaS supports content-based search via full text search. The system allows the user to define equivalent keywords (e.g., infant is the same as baby) and be able to find all documents contain “baby” or “infant”.

User-defined Navigation Flow

8MSaaS allows user-defined navigation flow so that users who have the proper access privileges can follow the flow easily to access and process the information. The user can select a different graphical icon to represent each state of the document processing and then link them together with directional arrows. The user can design and change the flow by drag-and-drop of icons and arrows.

Knowledge Management

8MSaaS allows enterprise-defined knowledge classification and provide powerful knowledge-based indexing and search mechanism to the user. 8MSaaS is also fully integrated with CRM, SPM and PPM and besides the knowledge captured in documents, more powerful and integrated knowledge can be accessed via the CRM, SPM and PPM processes.

Mobility & Mobile App Access

8MSaaS EDMS is based on mobile internet technology and documents can be accesses anytime and anywhere by the user. 8MSaaS also provide mobile apps so that the user can access flows, folders and documents not only from her PC, but also her mobile phone.

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