TriDoc – File and document management solutions

Our solution supports both centralised and distributed mail sorting, with the option to manage both inbound and outbound separately or even together.

Pre-processing of documents can be performed using external systems (Abbyy Flexi Capture, EMC Captiva, KOFAX, etc.). The sending of pre-processed material for pre-processing and the return of the processed material to the system is fully automated through web service calls between the TriDoc system and the external processing system.

The barcode identification of incoming documents is also carried out during the receipt process, barcodes previously generated from the system (or even from an external system) can be applied to the documents, so that they can be retrieved later at any time in the system by a barcode reader.

The TriDoc system also provides the possibility to identify the physical location of the recorded documents by using localisation barcodes.

Change tracking of internal documents is supported by three (optionally more) levels of versioning. In accordance with the company’s documentation policy, each time a change is made to a document, a new version is added to the relevant data carton, increasing the version number associated with the version carton by the corresponding local value.

The managed documents are assigned to cases in the system, for which a separate file storage plan, file number and retention period can be defined. Clear identification of the case is ensured by the automatically generated case number, but of course it is also possible to enter additional meta data (e.g. file number, status, case type, client name, address, administrator, etc.). When filing documents for a case, the history check function helps to find out whether the document to be filed already had a history, i.e. whether we need to file it with an existing case or whether a new case needs to be created.

The workflow module in the system routes each case between the different approval points. Approvals can be based on pre-defined, rigorous processes, but flexible, tracking workflow processes can also be used. Each workflow passes through workpoints, which are different states of the finite automata of the workflow. Between two workpoints, cases go through state changes, during which the possibility to change the responsible person is given, but not mandatory. If the responsible person changes, the case is moved to the next responsible person’s worklist. In all cases, after a workflow process is modified, the system checks the modified process.

Outgoing documents can be handed out on paper only or both on paper and electronically (e-mail). Outgoing documents may be sent only with the prior consent of the authorised user. A postal booklet can be generated for mailing postal items, but our solution can also be integrated with external mailing applications (e.g. WinPa).

In addition to the data recorded in the system log, which is primarily intended for administrative use, TriDoc enterprise allows you to track changes to individual cases and documents in their case and document history. These list screens provide information about which user made which changes to the case/document data, when and what changes were made.

Our Enterprise solution offers three options for storing documents and related data. Data can be stored:

• in a database (Oracle, MSSQL, DB2, or MySQL)
• in other EDMS systems, or
• in file system.

After the retention period has expired, the documents can be discarded from the system, and if required, they can even be physically deleted from the database.

Case management
Document management

• Processing (pre-processing support, history check)
• Filing
• Document search
• Signing, handover/receipt of case
• Issuing, forwarding

Filing

• Filing plans
• File number generation
• Global label management
• Disposal

Approval

• Approval workflow management
• Worklist management

Administration functions

• User administration
• LDAP integration
• SSO integration (optional)
• Substitution management
• Authorisation role management – data level and functional authorisation management
• Full system log

Monitoring

• Case History
• File History
• Document statistics

The built-in authorization management module of the TriDoc system supports the management of both function and data-level authorizations. Users of the system can perform various actions in the system, view screens, and access documents in accordance with the authorization roles assigned to them. (A user can even have several roles.) Authorization roles can be defined individually, so they can be fully adapted to the client’s organizational hierarchy.

Users can be authenticated using LDAP or the default (TRI)SSO authentication used in the system.

Fully web-based system – only a browser is required on client machines.

Platform and database independent technology – the technology we use allows our system to run on Windows, Linux and Macintosh environments, and to store data in Oracle, MSSQL, DB2, or MySQL databases

Integration of partner master with external systems (e.g. SAP) – by integrating the partner management module with external systems, the data in the partner master is continuously synchronised and updated

Use of Microsoft Office application add-ins – users can file their documents directly from the application using Ms Word and Outlook add-ins installed on their own client machines.

E-mail notifications – based on the parameters set by the user, the system sends e-mail notifications to the user about new tasks, deadlines and possible delays.

OPTIONAL ADD-ON PACKAGE for Android devices – for employees working from home or remotely, the Android add-on package provides access to some of the main TriDoc system features (personal worklist, document search, document download, approval) via tablets or smartphones

Tested on 10 million documents! – Using our TriDoc system, it is possible to create an archive of up to tens of millions of documents

• Multilingual user interface
• Custom fields
• API interface

• TriDoc enterprise (TriDoc Professional document management)
• TriWorkflow
• TriDoc standard (TriDoc Easy document management)

•  Native Oracle RDBMS, MSSQOL, MYSQL
• EMC Document
• IBM FileNet Content Manager

Our applications are multi-platform systems that can be used in Windows, Linux and Macintosh environments. The systems can be accessed via intranet or Internet after installation in a server environment. Users only need a web browser to use the solution.