Document management

Setting up document management in ELMA365 comprises the following steps:

1. Create an app of the Document type.

Use document type apps to work with agreements, requests, invoices and so on. These apps contain both the document's file and the information about it, such as registration number, status, creation date, etc. You can route the documents, use them in other business processes and track their progress with statuses. To learn more, se Document type apps.

2. Create and configure document categorization.

Document categorization allows users to register documents and makes search easy. To learn more, see Document categorization and registration settings.

3. Set up registration.

You can register documents in ELMA365 both manually and automatically. If you want to register documents automatically, the registration number will be created according to the specified template settings. To learn more, see Document categorization workspace.

4. Set up document access.

Specify who is allowed to view, edit or delete files, folders, and documents as well as change their access settings. To learn more, see Access to documents and files.

5. Configure a document route.

For example, you can create a business process where a document is generated from a template and then sent for approval to different decision makers. Set up the tasks and define approval conditions depending on your company's regulations.

You can also use pre-built document routes to send files for information or for approval. They are available for document type apps as well as for Word, Excel, PowerPoint, and other file formats. To learn more, see How to configure a document route.

6. Set up electronic signature.

Enable integration with one of the available e-signature providers and make it possible to sign documents with certificates. To learn more, see Digital signature in apps.  

After you have completed all these steps, users will be able to work with document online: register them, send them for approval, and create document-based tasks. All the registered documents are stored in the Document Categorization workspace and are displayed according to the set hierarchy. In addition, the system controls task deadlines and notifies supervisors about the overdue tasks.

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