Document Management



In ELMA365 you can create routes for electronic documents. Automate all stages of the document lifecycle, whether it is an invoice, a contract or an incoming letter. Automation allows you to get rid of bottlenecks in the existing procedures. The document is timely approved and doesn't get lost. 

Set up the document flows following these steps:

1. Create and configure the Records classification scheme.  

Records classification scheme allows the users to register the company documents and quickly find them. Read more about the Records classification scheme in this article.

2. Set up Registration.

You can register the documents in ELMA365 both manually and automatically. If you want to register the documents automatically, the registration number will be created according to the specified template settings. Read more about that in this article.

3. Create a Document type app.

The document type apps are used for creating documents, for example, agreements, requests, invoices and so on. These apps contain both the documents and their information, such as the registration number, status, creation date, etc. You can organize centralized storage of documents, register them, search by document attributes, create workflows that will cover all the stages of the document lifecycle. Statuses help to track at what stage the document currently is. Read more about this app type in this article.

4. Configure the document access.

Specify who is allowed to view, edit or delete files, folders, and documents as well as change their access settings. Read more about that in this article.

5. Configure a document route.

You can create the Approval route, for example – specify the approvers, set up the tasks and determine the approval conditions tailored to the needs of your company. You can also use the Ready-to-use approval and review processes for files. They are available for the Document type apps as well as for Word, Excel, PowerPoint, and so on. Read more about the route configuration in this article.

Now, the users can register the documents, send them for approval, and create tasks online. All registered documents can be found in the Records management workspace. They are displayed in accordance with the Records classification scheme hierarchy. In addition, the system controls the task deadlines and notifies the management about the overdue tasks.