docline

 Centralization

Docline provides a safe environment through the concept of a central repository. Central repository consists of two parts, the file system where the files are stored all together with a history of changes and the second part consists of SQL database, where all the data and metadata files are stored. The system works on the principle of client - server. The server part is a console with administrative features, configuration environment and license server. To access the data stored in a central repository, users can use the client application. Approaches are arranged based on the rights and roles of users.

Directory structure

Fixed directory structure is an essential factor of good configuration. It specifies how the documents in the repository will be stored. The concept of the structure is very crucial and must be considered carefully. We have to take into consideration various types of documents with different content will be imposed.

 Directory types

The directory type determines what kind of directory there is and what additional data or information are to be assigned to it. For example, the directory type "Order" can carry additional information regarding the order, such as name, number, location, start and end dates, schedule, complete information about the investor, etc. This information is logically grouped into sets called “Tabs”. Tab is thus possible to define for the directory of the order, while the information from it can be automatically inherited to other substructures and other documents that may be formed in it. 

Document types

Documents in a central repository can be grouped into certain groups – document types. Document type is basic classification of documents based on their use. Each document type has its own specific features, predefined properties, templates, naming, life cycles, etc.

For example:

• Mail, Projects, Documentation, Economic documents
• Correspondence, Documents, Photos, Projects
• Offers, drawings, plan, budget, specifications, list, invoices, orders, contracts, documentation
• Price lists, certificates, manuals, orders, offers, Brochures, Complaints, Reports

Tabs

Each document stored in central repository may have various other information called “Metadata”. Metadata are stored in tabs and they are always available. Its purpose is to gain maximum information about the document. Metadata may carry information about the offer, the author, the processors and many others.

Templates

Each document type can have any number of its own templates and metadata. It is possible to insert predefined templates for each document type. Templates are types of documents that already have some content including fields, ready for automatic filling of data from the system. Templates can be prepared as ordinary Office documents, but also as AutoCAD drawings.

Automatic naming

The system is able to generate the serial number of the document. Therefore it is not possible to create more documents with the same serial number in one repository.

Workflow

Workflow or document "lifecycle" binds to each document type in the system. Workflow can be assigned to every type of document in the system. There are several workflow types, such as basic, short, standard or another type according to customers wishes and requirements.

Revision management

Each new change in the content of the document after its approval, respectively. after the beginning of a new life cycle (workflow) is considered a new revision of the document. Revisions can be written in numeric form (1,2,3,…) or in form of letters (A,B,C,…).

Integration

After installing docline, it is integrated into the Microsoft Windows operating system.  The first integration is opening and saving of the dialog box. All the programs using standard Windows are now able to open the dialog box or save the documents from or to central repository.

All the metadata stored in Tabs may be synchronized with the content of the document. It can be for example the content of a Word document or an Excel table. In practice, this means that some frequently used metadata (e. g. a contract for the investor), do not need to be re-entered while creating a new document, because the metadata can be automatically loaded from the tab of the created document.

Rights and roles

It is possible to assign fully configurable access roles with number of rights to users or user groups. Rights can be assigned to each document type and tab.