flexiteDMS - Create and publish documents
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flexiteDMS is an entirely web based platform for documenthandling, developed with the following
key features in mind:
- dynamic functionality
- speed
- flexibility
- integration
- cost effectiveness
flexiteDMS has been designed to act as the platform for any organizations complete
documenthandling system whether integrated with flexite or not.
flexiteDMS will provide you with complete informational control in terms of structure,
distribution and gathering of information.
Completely web based
flexiteDMS is entirely web based and does not require any installation
locally. All handling and documenthandling is conducted on the web and the creation
of documents is made in an online editor. The editor is xml/html based and offers an array
of possibilities when it comes to the management and day to day work performed in documents
e.g. importing text from MS Word with all the formatting intact. The documents can
naturally also consist of different file formats.
Dynamic header
The flexite products are characterized by a high level of
flexibility. We believe that no two organizations are the same or have the same needs and that
this should be kept in mind when creating systems to ensure relevant results. This is why the
header of the documents can be dynamically created giving the creator total control over which
variables and data should be included. The number of different documents that can be created is
thereby limitless.
Dynamically created structures
To ensure that the organizations get efficient use of the existing documentation it is of the
outmost importance that this is presented in an easy to grasp structure. Since the structures in
flexiteDMS are created dynamically they can be made to follow the demands and wishes of any
organization.
Dynamic flow
It is not always apparent in what manner the process of creation, approval, and publishing of
documents should be defined. With flexiteDMS this is up to the organization to define in the manner
of its choosing.
For every system an infinite number of activities, set of rules and responsibility roles can be
assigned to each part included in the header, content or the organization. A set of rules,
controlling responsibilities, can also be assigned to the structure of the organization based on
responsibility according to department or process.
Infinite number of systems
The trend today is that as far as possible integrate systems handling quality, work environment and
environment into one system. The need to manage parallel systems however still exists.
In flexiteDMS many systems comprising totally different content and handling can be managed side by
side reachable through the same access and with the same interface.
Infinite number of structures
Different needs correspond to different solutions.
In flexiteDMS an infinite number of structures can be created and each document can be connected to
any number of structures at any number of locations. A document can thereby simultaneously be connected
to a process, a department and many different locations.
This constitutes an easy to manage information management system!
Dynamic authorization settings
Every document is unique and if the set of rules that was made when defining the process is not enough
new users can easily be invited to take part in the creation, approval and publishing of documents. This
dynamic setting differentiates the right to see documents and the level of involvement.
Completely based on database
flexiteDMS is completely based on a database. This ensures easily managed back up procedures, a high
performance but furthermost an easily managed handling of the documentation. A document attached/connected
to a number of different structures only have to altered at one location for the changes to take effect at
every other.
Possibility to create templates
Templates can be created on a global level, encompassing the whole system, or for a specific document
stating that this will constitute a template of its own. This facilitates the re-usage of good dispositional
solutions.
Version handling
flexiteDMS has a version handling system. When a document is being published it is fitted with a version
number. This number is updated every time a new version is published.
Check in/ check out
The checking in and checking out of documents is also included in flexiteDMS. When a user commences to
revise a document it is restrained from all others in terms of changes. The original document is however
naturally available for viewing until the revised version is published.
Subscription
flexiteDMS does not only manage documents, it also facilitates the distribution and control of documents.
In the subscription function a user can state what documents, or documents included in a specific part of
a structure, that are encompassed by his/her field of interest. Any changes of these documents will then be
revealed to the user either by mail or by or by highlighting the document. In the mail that can be sent a
link to the specific document is attached. Administrators and document creators can also make this function
mandatory for specific documents.
Document discussions
A system for documenthandling should be dynamic and be constantly revised. To ensure this discussions
about the content are of the essence.
Therefore every document in flexiteDMS has an included discussion forum where the users can discuss the
content and subject of the document at hand. The participants in the discussion will get an email whenever
a comment is added. All discussions are saved together with the document and can be the basis on which it
is revised.
Saved history
All old versions of documents in flexiteDMS are saved together with all available information concerning the
handling of the document.
flexiteDMS also registers which users that have taken part of the document.
Extensive possibilities for integration
flexiteDMS has been developed to be easily integrated with other systems. Predefined solutions for integration
with content management systems and process modeling systems are available. All documents can naturally be saved
as XML-file for easy export/import into other systems.
Life cycle management
Certain documents may not be valid when certain date has been passed. That is why flexiteDMS incorporates the
possibility to plan the life cycle of a specific document. Upon the creation of for example a contract the expiry
date and the person responsible for revising it can be set.
When the expiry date has been reached flexiteDMS notifies the responsible person about the status of the document.
Set times for the handling of the document can also be set.
Extensive navigation/searchtools
In flexiteDMS there are several statistical search tools incorporated. The user can for instance easily see what
documents that have been changed during the day, week, month or year. Aside from this there are sophisticated tools
for making searches based on any of the components included in the header, the content of the document or the
handling of it.
Complete flexite integration
flexiteDMS can be fully integrated with flexite, a platform for deviationhandling within Business Process Management
(BPM).
An integrated solution between the two constitutes a platform for a complete system for documenthandling
encompassing the whole of the organization. flexiteDMS manages all the handling and presentation of the static
documents whereas flexite manages all the gathering, handling and distribution of the dynamic information
originating from events such as revisions and deviations.
By making this connection between the two the process as described and the process as it is actually performed
are finally linked together.
For a system administrator the integration will result in time savings since flexite and flexiteDMS can use the
same user accounts and authorization groups. For the organization as a whole savings can be made due to that system
education can be cut down in addition to the savings made on maintenance and everyday expenditures.
External involvement
By using the module flexiteE-services both flexite and flexiteDMS can be made available to external parties such as
customers or citizens. The information published is completely controlled by the authorization settings incorporated
in the system to secure the containment of sensitive material. Chosen parts of flexite and flexiteDMS can for instance
be placed on web page to be used for the handling of complaints from customers and at the same time publishing public
information.
- Link to flexiteDMS brochure:
flexiteDMS produktbroschyr 
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The Company
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Flexeurope AB owns, develops, market and implement the flexite products, a complete platform for process and document management. With flexite our customers gets a powerful tool to automatize their information intensive processes..
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