Collaboration and Document Lifecycle
Cincom ECM allows users to collaborate concurrently on multiple documents through check-in/check-out at the file level. A file is always available in read-only mode but can only be modified by the user who checks the document out of Cincom ECM.
There is a clear indication to users if a file is checked out and locked.
Collaborative Process: Workflow
Depending on the type of document, it is possible to establish a document review and approval cycle. Cincom ECM supports the various stages of the review and approval process:
For each stage, it is possible to define actors, operating modes (serial review, parallel review, first in), and the maximum duration for each step.
Each actor is notified by email and can find the task in their task list.
The workflow engine is used to trigger one or more alerts if the maximum duration is exceeded for a stage.
Throughout the creation/approval phase, a document is visible to all users involved in the approval cycle. A document is accessible to all users once released.
Management and Follow-up Comments
At any time, a user can add comments on a document. The author, date and time are logged. It is possible to search on the comments.
Handling of Notifications and Alerts
At each stage of the approval process, users can receive email notification indicating the nature of the task, with a direct link to Cincom ECM.
Cincom ECM can track the different versions of documents. The major and minor versions are managed manually or automatically. Access to different revisions of the document depends on the user profile.
Cincom ECM manages document storage including moving, archiving and automatic deletion with or without notification.