DOCUMENT LOGGER
The Document Logger is a comprehensive management system designed for efficiently storing, categorizing, and tracking documents uploaded in PDF format. It also facilitates digital authorization and permissions management to enhance security and accessibility.
Felhasználói jogok:
The system differentiates 3 main user type:
Owners: is developers user right, which provide full access to all databases
Management: is the Management Team right the team has editing rights for all database, they are able also to change views and create pages.
Agents: is the default user right to all employees with an active Microsoft subscription in the company. This right provides reading right for the site, and editing rights for lists which they will interact from the UI, but have no direct links to the DS.
Viewers has managed Access on selected databases, as the Order Form PDFs and Activates Products, these relations will be details in the Automations.
Szolgáltatási követelmények:
The system is based on following service foundations which are criteria to set up the system at the company:
- Microsoft Office 365 Enterprise Subscription for all users
- PowerAutomate and PowerApp default package
- Microsoft Teams enrolled for the organization
- Microsoft Sharepoint Service for Businesses
Adatstruktúra
The system contains the following core tables and relations. The tables column structure is optimized
for the company request.
Foundational Database:
- Digitalisation: List of Documenst and their links which has been digitalized or logged through the process.
- DigitalisedDocumnets: Documnet Library where the documents have been authorised as those are none digital, or strict financial documents.
- PartnersList*: List of Accounts the company has a financial relation of providing Services
- SuppliersList*: List of Accounts the company has a financial relation of purchasing services
Automatizálások
- Document Logging Process: The system will screen all files generated in the company processes and create a Log item in the DigitalisationList with the document link, its type, and the Partner and Supplier details.
- DigitalisationProcess: When requested, the System will create the registry sheet for the non-digital document and send it for authorisation. The authorised document gets stored and linked in the DigitalisationList.
- DocumentAlerts: If rules are defined, the system sends alerts for Document status changes or processing.
User Interface
1. Navigation Bar:
- Position: Top of the interface.
- Features:
- Search: A prominent search box for document retrieval.
- Filters: Dropdown menus to filter by date, version, document type, and status.
- Views: Access to predifined document views.
2. List:
- Layout: Grid view displaying recent documents and their key details.
- Columns:
- Document Title: Clickable links to open documents.
- Document Link: Link to document
- Version: Indicates the current version number.
- Uploaded By: Shows the user who uploaded the document.
- Date Modified: Displays the last modified date for easy tracking.
- Status: Indicates if the document is active, archived, or in review.
3. Search Functionality:
- Search Bar:
- Location: Top center of the dashboard.
- Features:
- Auto-suggest feature for easier search.
- Filter options to narrow searches by document type or date range.
- Results Display:
- Search results are displayed in a list format with sortable columns.
4. Document Version Control:
- Version Panel: Accessible from the document view.
- Features:
- Version History: List all previous versions with timestamps and uploader details.
- Comparison Tool: Option to view side-by-side comparisons of selected versions.
- Restore Option: Allows users to revert to a previous version with a single click.
5. Document View:
- Open Document: Clickable link in the dashboard opens the document in SharePoint.
- Preview Feature: Option to preview documents within the UI before opening.
- Action Buttons:
- Download: Quick download option for offline access.
- Share: Email link or generate a shareable link for collaboration.
- Edit: Redirects to edit mode within SharePoint if the user has permissions.
Generated Documents:
The system will generate a front page containing all digitalized documents that will fit for the digital copy process description.
The digital copy process description is provided as part of the service. The digital signature process should be implemented through the DÁP official governmental system.