Document Management With POOL4TOOL

The POOL4TOOL teamroom is a powerful and flexible document management system (DMS), which supports you in administrating and publishing documents in collaboration with clients, partners and suppliers. It is also the basis to establish a knowledge management database and offers features that help you monitor the changes that are made to documents.

Benefits:

• Immediately usable, without any setup efforts
• Centralized access to latest documents
• Easy access to previous versions, including a history of changes
• Simple integration of external partners and mutiple FT listings
  
• Make documents available to partners with permission rights, without the need to send them
• Automated notification when documents are edited
• Workflow-based authorization process
• Journalizing when documents are transmitted and/or picked up

Highlights:

Integration With Other Modules

Documents in the POOL4TOOL teamroom are easiy accessible from all other modules, which leads to a significant process acceleration. With existing interfaces, existing DMS can be integrated.

Access Rules - Authorization Concept

In POOL4TOOL's teamroom we use an extensive authorization concept to control access rules for documents. You can determine access rules (e.g. read-only, edit, delete) for entire distribution lists or single persons for entire projects, sub-projects, a certain team room or a certain document. Access rules can also be assigned to sub-directories.

Innovative Technology - The POOL4TOOL Teamroom

One specialty in POOL4TOOL DMS is that the documents are not stored in one basket in one directory, only available through the DMS, as with other DMS systems. POOL4TOOL saves the links to the location on the file server and related meta data. The documents remain on your own file server in the existing file structure with the original names. Access rules to the file server are determined through the WebDAV protocol.

Since every document receives a unique identification number from the checksum calculation, each document exists only once on the file server.

Workflow Supervision And Authorization Concepts

Workflows support you with the assignment of tasks for the creation or alteration of documents. Authorization concepts can be determined to track the change of documents based on pre-defined rules. It is possible, for example, to determine that a document will only be available in the teamroom when both the R&D manager and the Production manager have given their permission.

Automated Notification

If a document is changed in the POOL4TOOL teamroom, all persons who have access to the document automatically receive a notification via e-mail. The receipt of the changes is confirmed by the receiver electronically. The transmission of the notification and the confirmation are documentedwith an audit trail . This saves you time, eliminating the need for copying and transmission procedures of documents, and all changes of the documents are communicated instantly.

Research Opportunities and Meta Data For Your Knowledge Management

In the POOL4TOOL teamroom, documents can be assigned to user-defined meta data. The administrator determines the required fields, multiple field selection, permission workflows, etc. This meta data helps to categorize documents with multiple criteria and allows you to search for and find the correct documentin shortest time. In addition, you can also use the full-text search engine.

With dynamically generated meta data, such as materials, firms, opportunities, projects, etc., you can easily assign documents to certain clients, suppliers, products or projects at the same time, making the documents automatically available in other modules, e.g. sales, supplier management or sourcing.

Documents On Your Webpage

With special web services you can easily access public documents from the POOL4TOOL teamroom through your content management system. All that you need to do is to flag the document as "public." Then our web service makes the document available for the CMS. Your benefit is that you do not have to publish changes of documents on your webpage because changes made in the teamroom also go into effect on your webpage.