How to implement a solution for Document Management?

A Document management, in electronic format, is a procedure that aims to ensure the standardization of information archiving, management, classification and approval processes in a structured way through the use of workflows or ad-hoc referrals.

How to implement a solution for Document Management?


The need for companies to increasingly resort to solutions for Document Management is intrinsically linked to the enormous challenges that a physical archive entails, ranging from the necessary physical space and respective maintenance, to the fact that there is no criterion for categorize or organize files, which leads to loss of information and time, loss of documents and often failure to meet deadlines.

The importance of Document Management for companies

The investment required to digitize archived documentation and move from a physical file to a digital file, where only the strictly necessary is printed and stored, is not just a trend, but a strategic need, in an Era where Digital Transformation assumes a leading role .

But, for this transformation to take place without setbacks, it is necessary to resort to solutions for Document Management, such as iPortalDoc. This is because it is not enough to digitize documents and treat them in a dematerialized way, it is necessary to ensure that the digital file complies with rules and is legally valid. For example, allowing the use of certificates and digital signatures to identify users is crucial to ensure the legal validity of the documents filed there.

In addition to the total security and organization of information, in a Document Management solution, access is immediate, and the search for documents is very simple and can be done using keywords, document type, workflow, content, folder and more.

How does the Document Management Solution, iPortalDoc work?

Access to Document Management, iPortalDoc, is via a web browser, regardless of the user’s physical location. Authentication is done on an authentication server, through login and password (LDAP authentication servers, Windows Active Directory or using federated authentication – Shibboleth).

iPortalDoc allows you to insert documents, or trigger workflows by sending an email, associating documents with each other or with emails, forwarding one or several documents simultaneously, with and without pending action, linking them in different folders or consulting associated documents .

Access to documents or processes is controlled through a concept of user permissions, also allowing management by groups, functional groups, positions and profiles. This concept ensures that collaborators (users) only access documents corresponding to their permission level. Permission to access a given document can also be defined by the process it follows, as well as the type of action that the interveners perform in that process.

The Chronological Scheme allows you to know all the stages through which a document has gone and the respective interveners.

In the document hierarchy, defined in Document Management, a user can have different levels of permission assigned, and may even not have access to certain folders or documents/processes in the hierarchy. In the Document and Process Management system, iPortalDoc, it is possible to register any content of the company. Be it a paper document, a file or even an e-mail, keep these documents associated with the respective process/file, and able to be consulted at any time, through the attribution of permissions.

The application has a user parameterization activity log. So that the application administrator can extract information regarding changes made, such as, for example, a user who belonged to a certain group and who starts to belong to another group. iPortalDoc also allows business groups to manage all the information regarding the various companies in a single system.

Who is the iPortalDoc Document Management for?

Available at Starter Edition Version Where Enterprise, O iPortalDoc has at its base a set of pre-defined processes, transversal to most companies or that can be customized. The set of basic processes responds to most of the needs of companies/organizations, whether public or private, as they cover different business areas: Electronic Invoicing with Digital Signature, Orders, Proposals, Purchasing, Correspondence, Contracts, Human Resources, Quality , Complaints, among others.

Companies that invest in a Document and Process Management solution, such as iPortalDoc, get a return on investment very quickly, not only by reducing the amount of paper used but also by the productivity gains resulting from greater efficiency in managing processes.

Features of iPortalDoc

  • Dark mode e Light Mode
  • Browsing by tab
  • Permissions by Group
  • Personal and Group Pending Actions
  • Different types of research
  • Integration with Weboffice
  • document association
  • Association of emails to documents/processes
  • document sharing
  • Document forwarding
  • Trigger processes with emails
  • link documents
  • Application logs
  • document classification
  • edit management
  • Document standardization (templates, forms)
  • Process management with workflows
  • Entity Management
  • Integration with OCR
  • Digital signature
  • APP iPortalDoc

To schedule an iPortalDoc demo you can do it on here.


Source: Pplware by pplware.sapo.pt.

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