An introduction to Qualitas ExeQDocs - a workflow enabled Electronic Document Management System (EDMS)

1. Welcome to the ExecQDocs Presentation

2. ExecQDocs is a Workflow enabled Document
Management System (EDMS)

3. ExecQDocs handles the following types of documents
• Paper documents (Scanning)
• Documents that are already in an electronic format
(pdf, word, excel, emails etc.)
• Data that needs be turned into a electronic documents
(creating pdf’s)

4. ExecQDocs will also enable you to create
Workflows to manage the processes in your
business

5. The following presentation will take you through a
practical example of managing your documents
and integrating these documents into a workflow

6. The Example relates to a typical Sales Invoice
• We will manage the documents around the Sales
Invoice
• To demonstrate the Workflow we will assume that
a Credit Note has been requested against this
invoice, this we will do by an approval process.

7. The following highlighted
documents will be captured
into the library

8. Each document has it’s own
Indexing/Search keys defined
by the Librarian when setting
up the document library

9. OK lets pull the Invoice into the
library by searching on the
Invoice No

10. We will run a Cold Scan on the
invoice which will generate the
document into the library

11. You will notice that the
document has a watermark
embedded onto it, it will also
have been secured with a 128
encryption key

12. We scan the POD document
and put it into the library.
When putting it into the library
it will prompt for the
Indexing/Search keys, this can
be automated by doing
barcode recognition or OCR
recognition

13. We now search for all
documents linked to invoice
375315 (you can now)
• Email
• Print
• Export to Excel
• View Audit trails

14. Right that’s a quick overview of document
management, there’s lots of other really great
features available but this should give you a
general overview.
We’ll now move onto Workflow

15. Let’s assume that the customer has requested a
credit against this invoice.
This credit would have to be approved so let’s run
thru the Credit Note Approval process.

16. A workflow consists of 3 basic setups
The steps that need to be followed (in this case to process the
credit note in this case).
• The 1st step will be to (Prepare the Application for Credit).
• The 2nd
step is to (Send this for Approval).
• The 3rd
step if it’s approved is to (Send for Processing).
• There is a 4th
step which is to (Re-invoice if necessary).

17. The people responsible for doing the work in each of the steps

18. The information and documents that need to
be captured in each of the steps.

19. There’s a huge amount of flexibility built into setting up the workflow to cater
for specific needs but we won’t go into details here, I’ll just highlight a couple
of important points.
• Time limits setup against each step
• Escalation procedures if these time limits are exceeded.
• Business rules can be defined against all information entered (e.g. if a
Credit for a certain value is being requested only allow a certain person or
persons to approve etc.)
• Specify which documents are mandatory before allowing the workflow to
move to the next step.

20. Ok lets start this Credit Note Process
that we’ve defined

21. The capture form for “preparing the
application for credit” is invoked, notice
how lookups can be setup against
fields to help with data capture.

22. Right lets attach any
correspondence that we may have
for this credit note.
• An email from the customer
requesting the credit.
• An excel spreadsheet with a recon
that we prepared.

23. All you need do is save the email, no
specific name or where this should be
saved, QDocs will handle that all for you.
This is how you can work with any
document that’s already in an electronic
format.

24. It will automatically populate all the index
fields that it can from the information that
has already been captured in the process.
We’ll do the same thing with our excel
recon.

25. As you can see it has attached the
documents from the library to this
process.

26. We now forward the process to the
relevant person that needs to
approve the Credit Note

27. The person that you forwarded the
process to will receive an email
informing them of the credit note
they need to approve.
All they need do is to select the
attachment, which will automatically
open the process for approval

28. Notice it’s automatically attached all
the documents that are required, and
when the person approves the credit
note it has requested an electronic
password

29. As the user has approved the credit
note, we will forward it to the
processing department to process
the credit note

30. The user has the option of viewing
all their outstanding work by looking
at their workflow inbox, and
selecting the process to work on

31. Lastly the processing user either
processes the credit note or we can
do some automation
• The workflow can pass information
to another application to do certain
work (e.g. Process the credit note)
• After that, the credit note document
can be pulled into the workflow
• Lastly we’ll create a email to the
customer attaching the credit note
informing them that the credit note
has been processed

32. Right the process has been
completed. The process will always
stay available to you for audit
purposes, we’ll demonstrate this
now.

33. You can search for the process by
doing a normal document search,
you can search on any of the data
that was captured in the process

34. It will show you all the data that was
in the process, you can also view the
audit trail of the process

35. The summary audit trail will give you
the lifecycle of the process.
• The steps that were followed
• Who did the work in these steps
• The time it took for the steps to be
completed
• Drill down to the see the detail of
the data in each step

36. The snapshot will show the data as it
came into the step and the data as it
left the step

37. We’ve finally come to the end of the presentation.
I hope we’ve been able to present the salient
features of ExecQDocs the workflow enabled
Document Management System