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Document Processing Lifecycle (DPL)Document Processing Lifecycle (DPL)Document Processing Lifecycle (DPL)Document Processing Lifecycle (DPL)
SystemSystemSystemSystem
e-Matrix Consulting Sdn Bhd (594935-W)
No. 56-2, Jalan Wangsa Delima 6,
Seksyen 5, Pusat Bandar Wangsa Maju, 53300 Kuala Lumpur, MALAYSIA.
Tel: +603-4149 0639 Fax: +603-4149 0539
11th May 2016
Draft. Revise. Review. Approve. Publish.

Solution OverviewSolution OverviewSolution OverviewSolution Overview
Document Processing Lifecycle System

Document Processing Lifecycle (DPL) SystemDocument Processing Lifecycle (DPL) SystemDocument Processing Lifecycle (DPL) SystemDocument Processing Lifecycle (DPL) System
• An end-to-end solution for electronic ISO document processing and control
Draft a document
Revise a document
Review a document
Approve or reject a document
Publish a document
• Also manages document expiry alerts for pro-active notification
Send e-mail alerts prior to document expiration
User-driven parameters for alerts distribution

Who Will Benefit?Who Will Benefit?Who Will Benefit?Who Will Benefit?
• Organization looking to automate ISO document control process
• Organization looking automate any document control process regardless of
document type
• Organization looking for proactive automated document expiry monitoring
Key Modules Components Target Users/Customers
ISO Document Control Customized ECB features and workflow for automatic
ISO document processing, approval and repository.
ISO-certified organizations which handles ISO documents
processing manually.
Document Expiry Monitoring Customized background service which monitors
document expiry date in a document library and send
out email alerts as needed prior to the expiration.
• Legal department in an organization.
• Users managing maintenance contract or other time-
based contracts.
• ISO document controllers
Collaboration Departmental team site, announcement, calendar,
document library, photo library, tasks list, issue
tracking list, survey, promoted sites, search, etc (out-
of-the box).
• Users seeking basic Document Management System
(DMS) functionalities to replace existing file server.
• Users looking for a centralized repository for digital assets.

Why?Why?Why?Why?
• Improve efficiency
Shorten processing time
Centralized document progress tracking
• A web-based solution
Access via favorite browser – Chrome, Firefox, Mozilla
Accessible from anywhere and at anytime
Can be on premise or cloud
• Flexible application
Modular-based design allows for additional modules development to address new business needs
Can be customized for other relevant purposes/needs (ie; legal document control)
• Integration-ready
Integration module can be built for integration with 3rd party system
Common methods - Web Services, Secure FTP, XML

Modular FeaturesModular FeaturesModular FeaturesModular Features

FeaturesFeaturesFeaturesFeatures

USER MODULE: DEPARTMENTAL COLLABORATION SITE

Departmental Collaboration SiteDepartmental Collaboration SiteDepartmental Collaboration SiteDepartmental Collaboration Site
• Area for collaborating among peers
Latest announcement
Upcoming events
Shared document library
Discussion group
Team blog
Tasks tracking
• Ready with document expiry monitoring library
Document expiry-enabled document library
Flexible alerts managed by users

Area For Collaboration Among PeersArea For Collaboration Among PeersArea For Collaboration Among PeersArea For Collaboration Among Peers
EffectiveEffectiveEffectiveEffective
communication andcommunication andcommunication andcommunication and
information sharinginformation sharinginformation sharinginformation sharing
from onefrom onefrom onefrom one----stopstopstopstop centercentercentercenter

Document Expiry Monitored LibraryDocument Expiry Monitored LibraryDocument Expiry Monitored LibraryDocument Expiry Monitored Library
No more worries forNo more worries forNo more worries forNo more worries for
expiring contracts!expiring contracts!expiring contracts!expiring contracts!

USER MODULE: ISO DOCUMENT TEMPLATE

ISO Document TemplateISO Document TemplateISO Document TemplateISO Document Template
• Collection of approved
ISO document templates
Consistent format and
version control
Readily available to users
• Fully managed by
Document Controller
Only published version are
made available
Single repository for all ISO
document templates
No more inconsistent format
headache

USER MODULE: SEND TO DOCUMENT CONTROLLER

Send To Document ControllerSend To Document ControllerSend To Document ControllerSend To Document Controller
• No more document
routing via e-mail
Send document directly
from user document
library
Document Controllers
will be alerted via e-mail
• Single click delivery
Simply right click
document item and
select action

USER MODULE: PROCESS DOCUMENT –
REVISED/REVIEW/APPROVE/REJECT

Process DocumentProcess DocumentProcess DocumentProcess Document –––– Revise/Review/Approve/RejectRevise/Review/Approve/RejectRevise/Review/Approve/RejectRevise/Review/Approve/Reject
• Single document workspace
per document
• E-mail notification for task’s
assignment
• Automatic permission
assignment and revocation
• Remarks form for completed
task

Single Document Workspace Per DocumentSingle Document Workspace Per DocumentSingle Document Workspace Per DocumentSingle Document Workspace Per Document
CentralizedCentralizedCentralizedCentralized
location forlocation forlocation forlocation for
processing aprocessing aprocessing aprocessing a
single documentsingle documentsingle documentsingle document
by multiby multiby multiby multi----partypartypartyparty

EEEE----mail Notification For Task’s Assignmentmail Notification For Task’s Assignmentmail Notification For Task’s Assignmentmail Notification For Task’s Assignment
TemplateTemplateTemplateTemplate----
basedbasedbasedbased
customizablecustomizablecustomizablecustomizable
emailemailemailemail
notification fornotification fornotification fornotification for
tasktasktasktask
assignment asassignment asassignment asassignment as
well otherwell otherwell otherwell other
processes.processes.processes.processes.

Intelligent Permission Assignment And RevocationIntelligent Permission Assignment And RevocationIntelligent Permission Assignment And RevocationIntelligent Permission Assignment And Revocation
User only have access while workingUser only have access while workingUser only have access while workingUser only have access while working
on the documenton the documenton the documenton the document

Remarks For Completed TaskRemarks For Completed TaskRemarks For Completed TaskRemarks For Completed Task
User will be prompted to key inUser will be prompted to key inUser will be prompted to key inUser will be prompted to key in
remarks for completed taskremarks for completed taskremarks for completed taskremarks for completed task ––––
automatically updated inautomatically updated inautomatically updated inautomatically updated in
document workspacedocument workspacedocument workspacedocument workspace

USER MODULE: PUBLISHED DOCUMENTS REPOSITORY

Published Documents RepositoryPublished Documents RepositoryPublished Documents RepositoryPublished Documents Repository
• Central repository for all
published ISO documents
User have READ-only access
All documents are latest
published version
PDF format
• Easily customizable view
Default is by Document Type

PROCESSING MODULE: CREATE DOCUMENT WORKSPACE

Create Document WorkspaceCreate Document WorkspaceCreate Document WorkspaceCreate Document Workspace
• Single-click auto creation of
individual document
workspace
Initiated by Document Controller
Create workspace
Copy document and metadata to
workspace
Attach custom workflow
• Template-based workspace
• Single virtual area for
multi-party working on a
document

TemplateTemplateTemplateTemplate----based Workspacebased Workspacebased Workspacebased Workspace
Customizable template to suiteCustomizable template to suiteCustomizable template to suiteCustomizable template to suite
document processing needsdocument processing needsdocument processing needsdocument processing needs

Single Virtual Area For MultiSingle Virtual Area For MultiSingle Virtual Area For MultiSingle Virtual Area For Multi----party Document Processingparty Document Processingparty Document Processingparty Document Processing
Reviser, Reviewer andReviser, Reviewer andReviser, Reviewer andReviser, Reviewer and
Approver converged to aApprover converged to aApprover converged to aApprover converged to a
single virtual area tosingle virtual area tosingle virtual area tosingle virtual area to
process an ISO documentprocess an ISO documentprocess an ISO documentprocess an ISO document
PaperPaperPaperPaper----less!!!less!!!less!!!less!!!

PROCESSING MODULE: TASK ASSIGNMENT

Task AssignmentTask AssignmentTask AssignmentTask Assignment
• Flexible tasks list
Can have unlimited number or
Revisers and Reviewers
But only single Approver
• Integrated with Active Directory
Users pick up from Active Directory
Single sign-on
• Assignment handles by
intelligent workflow

PROCESSING MODULE: MASTER LIST

Master ListMaster ListMaster ListMaster List
• Central dashboard for
document tracking
Document progress updated by
intelligent workflow
Multiple flexible views to suit
needs
• Include register for
published documents
No more Excel worksheet for
manual tracking
Document Reference Number
and Revision updated
automatically when document is
published

Central Dashboard For Document TrackingCentral Dashboard For Document TrackingCentral Dashboard For Document TrackingCentral Dashboard For Document Tracking
TabTabTabTab----based views forbased views forbased views forbased views for
multiple filtering and statusmultiple filtering and statusmultiple filtering and statusmultiple filtering and status
trackingtrackingtrackingtracking

Include Register For Published DocumentsInclude Register For Published DocumentsInclude Register For Published DocumentsInclude Register For Published Documents

PROCESSING MODULE: SYNCHRONIZE DOCUMENT

Synchronize DocumentSynchronize DocumentSynchronize DocumentSynchronize Document
• One step synchronization with
Approved document
Document Controller sync with
Document Workspace
User sync with Document Controller

PROCESSING MODULE: PUBLISH DOCUMENTS

Publish DocumentsPublish DocumentsPublish DocumentsPublish Documents
• Single click publishing
Custom feature
Send to centralized repository

ReleasedReleasedReleasedReleased DocumentsDocumentsDocumentsDocuments

PROCESSING MODULE: DOCUMENT EXPIRY MONITORING

Document Expiry MonitoringDocument Expiry MonitoringDocument Expiry MonitoringDocument Expiry Monitoring
• Basic expiration monitoring
Customizable alert parameters
Flexible to monitor selected
document libraries only

PROCESSING MODULE: EMAIL ALERT

EEEE----mail Alertmail Alertmail Alertmail Alert
• Built-in alert system
E-mail alert for
document processing
actions
Alert staffs on tasks
assignment
Alert owners on
document
approval/rejection
• Customizable email
templates

REQUIREMENTS!REQUIREMENTS!REQUIREMENTS!REQUIREMENTS!
One server hardware for DPL 2013 System
Single Quad-core Xeon CPU
32GB RAM
2x300GB (RAID-1) – OS
4x300GB (RAID-10) – BIN/Indexing
6x450GB (RAID-10) – DATA (~1.2TB usage data or increase/reduce depending on customer data size
estimates)
Microsoft Windows Server 2012 R2 Standard Edition (For DPL 2013 server)
Microsoft SQL Server 2014 Standard Edition and SQL CALs (For DPL 2013 databases)
***It is assumed that Active Directory (required by DPL 2013 System) directory service is already
deployed in customer’s environment, therefore Windows CALs is assumed to be readily
procured.

CONTACT US!CONTACT US!CONTACT US!CONTACT US!
For further information of the solution, please do not hesitate to reach
us as per details below:
Azharim Abdul Aziz
Sales & Marketing Director
azharim@e-matrix.com.my
+6017 381 1125 (Mobile/Whatsapps/SMS)
+603 4149 0639 (Office)
+603 4149 0539 (Fax)

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