Document Alarm

Document Alarm is a reminder of documents that require attention or action at a certain time. In today’s digital era, the increasing level of busyness often makes users forget to follow-up something that has an expiration date. Document Alarm can help ensure users follow up on documents measurably, quickly and efficiently in the form of email notifications or dashlet.

The company expects the document follow-up process to be fast, efficient and measurable. With Document Alarm, we can create reminders to the person or division who is responsible for a document periodically based on the expiration date flexibly.

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The following are problems that usually occur regarding expired documents :

• Users often forget the documents they want to expire because there are no regular reminders
• It is difficult to search for specific documents such as documents for a certain period, name, content and etc
• There is no version history information makes tracking progress follow-up difficult.
• Documents still use physical files so they are prone to damage, loss and document leaks
• Lack of coordination and collaboration between users so that it can hamper the follow-up process
• Document follow-up process that often does not match the required deadline
• Existing reminders are not integrated with document management applications.

Document Alarm can easily solve these problems. The implementation of using a Document Alarm that is integrated with the Document Management System application, it can offer more solutions than just these problems.

The Advantage your company get of using Document Alarm :

• It is as if the user has an assistant who swiftly conveys information periodically on documents that require follow-up
• Users can search documents based on search terms and parameters quickly. Search parameters can be in the form of additional information contained in the document or better known as metadata such as document date, document type, document status, etc.
• See the follow-up progress of documents and save document version history to make tracking easier
• Can manage documents and follow-up processes in the same place and stored in digital form so that it does not require resources and reduces the risk of documents being lost or damaged if using physical documents
• Set the date of the valid period of documents and Person In Charge flexibly and securely
• Reminder in the form of an email that can reach the user’s attention at everywhere and any time
• Reduced costs, increase productivity and collaboration between users or employees

Alfresco is a Document Management System application that has a Document Alarm, so it is fully capable to be relied on to improve document management processes in your company.

Below are Alfresco features as Document Alarm :

• Expired Document Reminder : Set expiration date, person in charge and document status. The output of reminder can be in the form as email notification or dashlet
• Versioning : Save and see each version of a document that is useful for tracking a document
• Advance Search Functionality : Alfresco has a searching feature that can search for titles, contents, and metadata based on search words or certain parameters.
• Role & Security Permission : Set permissions on documents and folders flexibly according to your company’s needs
• User Friendly : Alfresco User Interface similar to Windows Explorer on Windows or Finder on Mac which is familiar to the user
• Workflow Engine : can make approval tasks with approve, reject and revise actions on documents
• Integration with LDAP, Active Directory, Ms Office and Google Docs and other applications via CMIS Web Service
• Check in & Check out: Lock the document when editing to prevent other users from making changes to the same document
• Relation between Documents : Can store information on other documents that are related to each other, such as Purchase Order documents with Invoices. With this feature, users can easily browse or find out the relationship between documents
• Online Preview : View the contents of documents on web pages so that users can access them from anywhere and anytime
• Automation (Rules): To perform certain actions based on automatically selected criteria
• Multiple File Upload with Drag & Drop : Easily upload multiple documents at once with just drag and drop to Alfresco
• Centralized Document Repository: Store and manage documents centrally

Softbless, already has many clients with services for consulting business processes, implementation, configuration, custom development Document Alarm using Alfresco in Indonesia

We are very excited to be your partner in implementing Alfresco as a solution for business processes and various problems related to documents in your company.