Documatics Limited – Business Process Management software

Workflow Automation

Process Evolve™'s innovative Workflow feature allows you to automate your processes to ensure each activity in the life of a project is completed, audited and tracked. This helps ensure an efficient, productive working environment while ensuring the highest of standards and compliance. Each document activity can be assigned within the scope of the Workflow, as well as any appointments, tasks and call logs. The multi branching ensures that multiple tasks can occur concurrently, while the definition of user roles ensures the correct people are attending to the specific tasks. The Workflow editor of Process Evolve™ provides an easy to use tool in the generation of your defined processes.

Document Management

Document management is one of the most vital aspects for any organisation. Constantly having to refer to your physical file for information on a project can be time consuming, especially if that file is not to hand. By ensuring that all information is stored within Process Evolve™ Document Management Software , you can be sure, that when you need it, that information can be found. Documents can be placed in the appropriate project file for easy retrieval when needed. Process Evolve™ puts an end to searching your hard drive for the files and documents, or filing cabinets for hardcopy versions. Track all versions of documents and drawings that are submitted to and returned from a customer, allowing you to easily update document versions and status, and within one view determine the progress of a project. Process Evolve™ is fully integrated with the Microsoft Office line of products such as Word, Outlook and Excel enabling you to create documentation and manage Emails in a simple and easy manner.

Projects / Orders

Process Evolve™ stores all information about a particular project in one centralised location to allow you to quickly find anything you need with the click of a button. It is easy to store all your information for an order in one convenient and central location, enabling your workforce to manage and organise data more efficiently. Multiple users can work on one project concurrently, and the CheckIn/CheckOut facility ensures that no one’s work is overridden.

Search

Process Evolve™ provides the information you need at the click of a button. The powerful indexed based search functionality allows you to search at speed on the specifics of customers, orders, documents and contacts. The search facility ensures that you are presented with the information you need, when you need it.

Databook Generation

The DataBook feature of Process Evolve™ saves time in the creation of engineering data book reports generally required as part of most projects. The ability to easily create the data book report on-line will save hours and sometimes days of administrative time on this task. As all documentation, both generated and scanned, drawings and emails are stored in one project folder these documents can be added to the Databook editor at the click of a button. Once the layout is defined, a cover page can be added and all the documents stacked together through the software package to create a professional looking Databook complete with a table of contents and pagination auto generated.

Email

Due to deep integration, Process Evolve™ works in conjunction with Microsoft Office system, so you can enjoy the advantages of processing emails in Process Evolve™, including the ability to associate email with contacts and projects. You will find a toolbar button in your Outlook that allows you to send emails to Process Evolve™ and place them into the desired project file. You will have the option of sending the email text with or without the attachments.

Tasks

It is essential that you are reminded, in advance of important deadlines, or that you are notified when someone has added to or changed your schedule. Tasks make it easy to manage your ever-changing schedule and list of priorities. Tasks enable for any user to be notified of upcoming diary items. For example, you may want to schedule a phone call and give yourself an early warning so that you have prepared all of the information necessary to make the call. You can even schedule a task to remind yourself that a document needs to be created and posted.

Mobility

Take mobility to the next level with the latest remote access and offline technology. Process Evolve™ offers you the ability to work offline on your laptop and to work on projects and documents while in transit or meeting with clients. Our remote-access feature allows you to access your office directly 24/7 via an internet connection.

Notes

Process Evolve™ provides two types of notes. The first type of note relates specifically to Clients. These notes allow the user to relate informal information to individual clients within the system.

The second type of note is linked to Process Evolve™'s activities system. This type of note allows the user to add informal information to projects relating to a client. These notes can be linked to Memos, Attendance Notes and general information etc. Ability to view notes is controlled by the security settings of the user.

Calendar

The ability to view and access all user calendars in real time is vital for any working environment. There are multiple calendar views available to a user: day, work week, full week, month, and all users or current user views, all of which a user can customise to meet their particular needs. The All Users view lets you see all staff calenders merged into one single calendar view. Appointments in your calendar can be added by you or other users. You will be notified when appointments are added to your calendar.

Scanning

For most practices scanning may represent an excessive use of secretarial time, however, in the past few years technological advances have resulted in quick and easy scanning. In our clients' experience, setting time aside to scan in the early stages of a project contributes largely to increased productivity in the long run.

The benefits of scanning include:

• Instant visibility of all documents for a project whether at the office or on the move.
• Eliminate the need to search for a physical file when discussing a project with a client or expert.
• Documents can be emailed, reducing the expense of faxing.
• Enables you to back up, copy, archive and transport documents.

Call Logs

Process Evolve™ has a phone call tracking system named Call Logs. As a call is made or received the call can be entered into Call Logs and linked to the appropriate client or case files, creating a detailed log of all calls. During the creation of a Call Log you will be given the choice of highlighting the call for the attention of one or more users, who will, receive a pop-up message notifying them of a new Call Log. Call recording is made simple with the easy-to-use Call Log functions.