Workflow in-a-box™ Module
Overview of the Workflow in-a-box™ Module
The Workflow in-a-box module is a unique solution for managing the workflow of SharePoint content.
Users soon realize that managing workflow in SharePoint often becomes difficult, if not impossible in many cases. Fortunately, The workflow module allows the different stages of content management to be automated, from the draft stage onwards through recording, publishing, archiving and distribution.
Even better, you can design the desired behaviour for the maintenance of content throughout its existence, and the only limit is your imagination.
Used along with the metadata replication module, the workflow module allows the application of best practices for record management in SharePoint.
The main features of the Workflow in-a-box module are:
- Allows you to apply your security, metadata, and specific business rules when content is created in SharePoint;
- Allows you to move content from one file to other files, libraries, site to site, or from one collection of sites to another.
- Provides a way to declare a record and apply best practices for managing records through the life cycle of the content.
- Allows you to customize module actions to meet the specific needs of your business
- Provides an application designed to visually manage the life cycle of content.
- Allows the application of your management rules as soon as content is filed in SharePoint.
Why the Workflow in-a-box Module?
The workflow module is a solution that emphasizes many needs in order to improve the structure of content, from the time it is filed in SharePoint until it is destroyed. Organizations face an array of regulations regarding best practices for document management. The requirements for this management are difficult to meet without the support of a solution like the one proposed by Alcero.
Our solution will help you to obtain the following benefits:
- Control, manage, and expedite the management of documents in SharePoint.
- Compliance with many regulatory processes...
- Provides a framework for document management that allows you to apply your business’s management rules.
- Facilitate the application of document security based on the type of document or where it is stored.
- Increase your productivity of your organization by automating manual tasks.
- Avoid the loss of documents due to poor organization of information.
Our solution for managing the life cycle of SharePoint content allows you to structure your content by automating various desired actions throughout its life.
Benefits
The Workflow module ensures you have control over content by integrating it with your business software.
In order to optimize their performance, organizations need to improve their business processes and thereby enhance collaboration and the structure of their content. One of the critical needs faced by organizations is the ability to structure and determine the management of content once it is filed in SharePoint. Workflow module allows you to apply the level of security desired, automate the incorporation of metadata and the moving and copying of documents.
Module Features
Key features that you find in the module:
- Apply your specific security, metadata, and business rules when content is created in SharePoint.
- Will enable you to change security, move and copy content
- Change metadata, and many other actions you wish to apply.
- Change content stage from draft, records, publish, archives and disseminate.
- Enable moving content from folder to other folder, libraries, sites to site, and even from site collection to site collection.
- Provide capabilities to declare a record, and apply best record management practices through the content Lifecycle.
- Build customized workflow actions to meet specific requirements.
- Provide a GUI based application to design your content Lifecycle.
- Link your content Lifecycle to a SharePoint content type.
Features by Category
Information Lifecycle Overview
SharePoint provides basic functionality in electronic document management, but many organizations want to apply the best practices and support the full information life cycle. We have developed a user friendly solution that facilitates the document tracking, emails or other relevant information through the workflow module.
Features
- Standardized classification plan for a fast tracking
- Replicate metadata from a folder to a document
- Information life cycle management: draft, record, archiving and destruction
- Retention calendar implementation
- Rules management for primary and secondary folders
- Metadata or document properties on the documents to embed business rules and search
- Site structure by department to ensure confidentiality
- Intranet corporative structure for the entire organization
- Workflow to validate the editorial processes of documents and contents
- In & out document management
- Versioning
- Advanced document management
- Alert on activities on a folder or document.
The Workflow module, enables your organization to quickly comply with the various laws and regulations regarding the documentation. Organizations are legally obliged to protect the information they hold on their own employees, partners and customers. In the electronic world where we live, the only protection of paper documents is highly inadequate and puts at risk the organization if it doesn’t protect the numeric information. As defined by various country's laws, the document is recognized valid if its integrity can be demonstrated, regardless of its medium: digital or physical (cd, paper, numeric, etc.).
Features
- Centralizes documentation
- Control the document security
- Keep the historic on content usage (printing, reading, copy editing)
- Limit the access of documents to desire groups or individuals
- Provides warnings on the use of documents
- Management of e-mails related to compliance
- Applies a retention timetable as required by the laws.
