CogniDox is a document management system that allows companies to implement 12 key capabilities: 1) document control, 2) a graphical quality management system, 3) enterprise search, 4) product release management, 5) blog publishing, 6) a customer extranet, 7) help desk integration, 8) partner collaboration, 9) document analytics, 10) information security controls, 11) employment policy management, and 12) workflow rules automation. It provides features to meet quality standards, improve information sharing internally and with partners/customers, and automate document-based processes.

1. 10 12 Things You Can Do
With CogniDox
VI-401753-TM

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© Cognidox Ltd 2014
Contents
1. Document Control
2. Graphical QMS
3. Enterprise Search
4. Product Release Engine
5. Blog Publishing
6. Customer Extranet
7. Help Desk Integration
8. Partner Collaboration
9. Document Analytics
10. Information Security
11. Employment Policies
12. Workflows & Rules

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Smart document management for
knowledge-based companies

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Enterprise Information
Management
There is a hierarchy of information management capability: the
nearer the top, the more a company is competent in information
governance, quality management and document lifecycle
management.

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#1 DOCUMENT CONTROL
Imagine it’s your first day at a new company and you are able
to read about products, projects and company procedures
without asking somebody “where are the documents?”
Or, you want to go back over a design decision you made two
years ago, so you check the original specification and read the
review comments
Or, you need to show an ISO 9001 Auditor how you manage
document control procedures
If document quality is poor due to lack of version control or
duplication, time is lost as staff work out what information
they can trust

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#2 GRAPHICAL QMS
CogniDox provides an excellent way to meet the document
control requirements specified in ISO 9001, ISO 27001, and
other standards
But, procedures that are left un-read in a document
management system are not much better than paper-based
equivalents kept on a shelf or in a filing cabinet
The CogniDox alternative is to create interactive flowcharts,
store them as web pages, and use them in-browser to view
procedures, open document templates, etc.
G-QMS is more widely adopted

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#3 ENTERPRISE SEARCH
Search by title / part number or by full text search (every word
in documents from which text can be extracted)
The search results are up to date because it indexes content
every 15 minutes
Search results are based on relevance, not rank / popularity
(semantic search)
Uses leading open source tool (Apache Solr)

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#4 RELEASE MANAGEMENT
Most product releases are complex and require a specific
configuration to work reliably
You can have great teams using the best tools, but still suffer
from information silos in product development
CogniDox integrates with tools for Hardware & Software
development and collates diverse product elements
CogniDox has a Release Management engine for publishing
release packages to customers

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#5 BLOG PUBLISHING
Blogging is an essential part of inbound and/or content
marketing
Too few people (usually in Marketing) have more than their fair
share of responsibility for producing content and ensuring it
follows the correct ‘company message’. They use a blogging
platform such as WordPress™, but only a few people have
passwords to administer content
CogniDox enables a blog post to be reviewed and approved,
then sent directly to WordPress via a CogniDox plug-in

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#6 CUSTOMER EXTRANET
Rapid deployment of web portals based on templates for CMS
(Joomla!™, Drupal™, WordPress) or with integrated Help Desk
template (OTRS™)
Restrict access to this area to only customers or registered
users, who need a login and password to log-in. Viewable
content is controlled by entitlement-based licenses
Publish directly from CogniDox - no need for CMS
management or HTML / CSS skills
Document analytics to track downloads

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#7 HELP DESK INTEGRATION
OTRS™ is a free, open source Help Desk system that has
many features:
 Ticket creation via web, email, phone, fax, PDA, SMS or
SOAP/XML
 Templates for ticket and auto responses
 Separate web front-ends for service staff, customers,
 Self-service using FAQs and Knowledge Base articles
Open / closed tickets linked to CogniDox document part
numbers and Licensees using OTRS plug-in
Extranet provides OTRS help desk and CogniDox downloads
in one solution

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#8 PARTNER COLLABORATION
Open innovation, design partnering and alliances are now the
norm for knowledge-based companies
CogniDox enables “limited access” where partners have full
user rights but very limited view of categories and / or non-
entitled documents
No need for insecure FTP or limited-functionality file sharing
workspaces
Full integration into existing product development processes
and workflows

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#9 DOCUMENT ANALYTICS
Integrated with Piwik™ open source web analytics platform –
installed on-premise so no sharing data with any third party
Similar to e.g. Google Analytics, only private
Can be used for internal CogniDox - what documents are most
commonly accessed, or what navigation strategies do your
employee use to find documents? Are employees accessing
documents that should really be marked as obsolete?
Can be used for Extranet to provide same details but this time
for customers / partners rather than employees

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#10 INFORMATION SECURITY
User Roles: give user-specific rights to CogniDox functionality
e.g. a user cannot create new categories or only a subset of
users have the right to approve documents
User Groups: group users according to some attribute e.g. all
employees in Sweden, or members of Finance department
Security Profiles: restrict documents so that only authorised
users can access them, and set what actions are permitted on
those documents
Private Workspaces: create categories for the storage of
highly restricted documents, and hide existence of those
categories from non-participants

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#11 EMPLOYMENT POLICIES
Policy and procedures manuals and guidelines need to
comply with governance, regulatory structures and internal
standards
Employees have to acknowledge they have read and accepted
the policy. HR have to track (manually) who has and who has
not acknowledged
CogniDox automates this with the "View Policies” feature. A
tracking report can be saved as a spreadsheet. Policies can be
re-presented on a 'rolling' schedule

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#12 WORKFLOW RULES
Workflow rules for notification, review and approval can be set
from category Defaults
Cater for cases where documents require a flexible set of rules
e.g. any 2 approvers from a set of 5
Can filter routing rules to only apply to version (draft, issue);
document type, security profile, license, customer, etc.
Rules are part of normal document operations, so a very
integrated and intuitive action for user
Multiple rules can be combined

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© Cognidox Ltd 2014
Contact information
Paul Walsh
+44 7768 486772 (mobile)
+44 1223 91 1080 (office)
Cognidox Limited
St. John's Innovation
Centre
Cowley Road
Cambridge CB4 0WS
United Kingdom
Registered in England and Wales No. 06506232
VAT Registration No.: 930970714
salesinfo@cognidox.com
www.cognidox.com