System background functionnalities

Some processes are running on background in a totally transaprent way for the eDMS user:

Version robot

A version robot has been integrated into the system. The main job of this robot is to decide which version of a document must be set to active and which version of a document must be displayed into the documents list table.

The robot will be activated:

  • Each time you upload a new document into the system
  • For each approval/rejection step for the control process
  • For each approval/rejection step for the validation process

How is it working? The robot checks all document's versions. For each version, it verifies if the status of the document is not pending, expired, rejected or waiting for control/validation and takes the last version corresponding to those criterias. If a version is found, this version is defined as active and visible. If a version is not found, the robot will take the last version and set this one to visible (but not active).

Rem: The version robot is also used by the system to send e-mails notifications for the document flow.

E-mails notifications

eDMS includes an e-mails notification system that will automatically send electronic mails to users regarding the document's flow:

  • If a control process is required for a specific document, an e-mail will be automatically sent to the group of controlers that has been defined for this document
  • If a validation process is required for a specific document, an e-mail will be automatically sent to group of validators that has been defined for this document
  • If a document has been rejected for control and/or validation reason, an e-mail will be automatically sent to the owner of this document
  • Each time a document has successfully passed a control and/or validation process, an e-mail will be automatically sent to the owner of this document

How is it working? The robot checks all document's versions. For each version, it verifies if the status of the document is not pending, expired, rejected or waiting for control/validation and takes the last version corresponding to those criterias. If a version is found, this version is defined as active and visible. If a version is not found, the robot will take the last version and set this one to visible (but not active).

Rem: The version robot is also used by the system to send e-mails notifications for the document flow.