ExecQDocs Features

ExecQDocs is designed to efficiently manage all documents and processes in an electronic format.

ExecQDocs is a multi-faceted Document Management and Workflow System that allows you to store and view documents, as well as being able to create extensive Workflow processes incorporating these documents if needed.

ExecQDocs consists of four primary components:

  • Indexing (documents)
  • Viewing (documents)
  • Distribution (documents)
  • Workflow (any business process)
  • Email Receiver

ExecQDocs puts these pieces of the jigsaw puzzle together.

Indexing is the phase in which the document is indexed with user-defined indexes (or keys). Any electronic document (Images, Word, Excel spreadsheets, emails, email attachments etc.) or paper-based document can be indexed.

Viewing facility allows a user to retrieve one or more documents, by any number of user-defined search criteria, and view them and email, print or export the documents to Excel.

Distribution automates the documents to be sent out via email to internal or external people (e.g. Customer Invoices and Statements)

Workflow allows you to define your business processes in a step by step fashion so that you have electronic control of these processes.

Email Receiver allows for the storing, tracking and processing of email and attachments, by interrogating the inbox, dissecting the email and attachments and initiating an ExecQDocs workflow process.

ExecQDocs History

ExecQDocs was originally created to cater for any accounting package (SAP, Navision, SYSPRO, etc.) Financial Application Software market, dealing specifically with huge volumes of Pod’s (Proof of Deliveries) being lost and consequently leading to profit loss.  Clients employed several full-time workers with the sole task of retrieving these Pod’s and faxing them to customers.

ExecQDocs offered them the functionality of scanning and storing these documents electronically – greatly simplifying the retrieval process – and allowing emailing of the document(s). In addition, links to the accounting package were created to produce an Exception Report highlighting those invoices for which there was no signed Pod.

The product has progressed significantly and is now a generic object allowing for integration with multiple systems. It is capable of storing any document from images through to documents that are already in electronic format (Word, Excel, Pdf, Email etc.).

ExecQDocs Features

Some of the features of ExecQDocs include the following:

General

  • Developed as a generic tool that can function alongside any existing product if securities are enabled.
  • Parameter-driven Object allows for the integration of ExecQDocs into other products creating a seamless interface to the user.
  • Access data from most databases (e.g. Microsoft SQL, Oracle) either by using OLEDB or ODBC dependent on the database.

Indexing Documents into the library

  • Allows for an unlimited number of Document Types, either scanned or already in electronic format (e.g. Word, Pdf, Mail Message).
  • Index each Document Type by up to 6 user-definable index fields, or if you want to increase this invoke the Workflow which allows unlimited fields.
  • User-driven dropdown lists for all index fields either accessing data from an external database or your own lists defined in ExecQDocs
  • Entire batch (multiple page) indexing at a click of a button.
  • Versioning of documents handled automatically.
  • Encrypt documents with 128 encryption keys.
  • Automatically sign documents.

Documents can be in three formats paper or already in an electronic format or must be generated.

Paper which requires scanning

  • Supports Video, SCSI, Desktop scanners, using either Kofax ISIS or Twain scanner drivers.
  • Supports Duplex and Multi-Page scanning.
  • Supports Flatbed or ADF (Automatic Document Feeding) scanners.
  • User-definable scanner settings to achieve the best possible image, taking into consideration size requirements (e.g. DPI, Brightness, Contrast).
  • Automatic Barcode Recognition-enabled to facilitate automated indexing.

Documents that are already in an electronic format (e.g. pdf, email)

  • Manual operation: – Open the document and save it (no specific name or destination) QDocs will automatically open an indexing window allowing you save the document into the library.
  • Automated Operation: – Let QDocs import documents that are in a specific folder on your network directly into the library.

ExecQDocs Generates a document for you

  • Define a template of what you want the document to look like and from where it should get its data.
  • ExecQDocs will generate the document in a pdf format either by manually asking for the document, or in an automated process.

Viewing documents in the library

  • Retrieve stored documents by multiple search methods.
  • Search on a specific key in a specific document type.
  • Search on multiple keys in a specific document type.
  • Search the entire document library (Google type search) for documents that have the same references.
  • Email, print, export to Microsoft Excel the entire document or specific portions of the document directly from within ExecQDocs.

Distributing documents from the library

  • Once the documents are in the library you can automatically distribute them to external users via email.
  • This is generally used to distribute Customer Invoices, Customer Statements etc.

Workflow

  • Multiple electronic processes can be established throughout your business using the Workflow tool.
  • Identify the steps and routes within these processes.
  • Identify the users, or groups of users, responsible for these steps.
  • Map documents to the processes.
  • Map information that flows with the process either entered or viewed.
  • Set timings to the steps and the escalation procedures attached to these timings.
  • Apply business rules and conditions to the processes.
  • Let the workflow call external programs passing data to the called external program in a variety of formats (xml, comma separated etc.)
  • Integrate Email and SMS into the processes. The SMS facility is established in conjunction with your Vendor, who will advise which ‘xml’ needs to be read, and standard rates of your service provider will apply.
  • View the audit trails of historical processes as well as the current Work in Progress, checking which user did the work in each of the steps as well as what information was changed in the steps.

Email Receiver

  • Email sent by anyone to Monitored email mailbox is handled by QWPMR.
  • Mailboxes can be configured to process the email received in a variety of ways.
    • Index the email.
    • Index attachments.
    • Start process.
  • The QWPMR Service is installed and runs unattended.
    • Available information is collected from the email received and attachments are extracted together with the following.
      • Sender (Email Address of the sender of the email)
      • Subject (Subject matter of the email)
      • Date and time sent.
      • Date and time received.
      • CC (Email address of all Carbon copy recipients)
      • Body (Email body can be extracted in entirety, or text pointers can be setup to collect data from predefined text pointers. (for more information see HTML email body)).
      • Template (excel, (multiple preformatted sheets) can be attached to the email and data extracted for indexing).
      • Free format text (identify the mailbox or pass data defined per mailbox).
      • Email Priority. (Senders priority settings).
    • Service log file (logs the activity for each email received).
      • Reporting facility available.
    • Work folders for storage of data from email in xml format and attachments.
      • Facility to exclude attachments by file type. (.jpeg .html etc.)
    • Service Monitor. (Interrogates the work folder & processes xml, index and workflow)
    • Handling of Attachments can be done on single or multiple attachments.
    • Workflow requirement in QDocs for further processing.

Other

  • Full Security facilities available at user, group and document levels.
  • Full Audit trails tracing the history of the Document and what actions were taken on this document (e.g. sent to an email address)
  • Administrative Reporting (e.g. number of documents indexed), in detail or in summary formats.
  • Full Distributed Processing handled (scheduled uploading of scanned documents from distributed sites into the central Document Server).
  • Export all documents into a Microsoft Excel Spreadsheet. All the user has to do is double click the image cell to view the document.
  • Exception Reports (e.g. Invoices without scanned Pod’s)
  • Initiate ExecQDocs directly from within an external application by calling the QDocs object this can be used to
  • Index Documents
  • View Documents
  • Start Workflows
  • Call a Workflow that is already in a specific step.