The Enterprise Content Management solutions (ECM) improve and simplify how businesses manage documents and other information to become more productive, more efﬁcient, and compliant. CMS eliminates information silos and provides quick and easy access to the right content from any core business system and device. With ﬂexible on-premise, cloud, and hybrid deployment options,
MNA Computers CMS reduces demands on IT by enabling those closest to the business to access and control content based on their requirements.
1. Cloud-Computing platform: The solution will be hosted under the software as a service (SaaS) plan (pay-as-you-go) from a cloud service provider. The service charges will be based on the service level agreement. The service provider manages the hardware and software, and with the appropriate service agreement, will ensure the availability and the security of the application and your data. The SaaS allows users to connect to and use the cloud-based hosted application over the Internet.
2. Admin Console: Admin Console is used for administrating and maintaining document vaults and Server connections. The CMS Server is the backbone of the CMS system. It saves all objects (such as documents, employees, and templates), controls access rights, registers object modifications (version history), and allows the system administrator to configure connections also to other systems (such as a customer registry). In addition, the CMS Server saves and controls all information related to the CMS workflows. Technically, CMS Server, like CMS Desktop, is a service. This means that CMS Server starts automatically when the server computer starts.
3. Desktop Client: CMS Desktop is the full-featured client UI for CMS users and is the primary user interface that CMS customers deploy for power users, i.e., for document creation and editing use cases. CMS Desktop is a native Windows application that runs on Windows 10 using Internet Explorer, Firefox, and Safari (on Mac OS X).
5. CMS Workflows: The system allows authorized users to use a graphical tool for creating and modifying workflows. The designer is an integral part of CSM Admin. The designer allows any changes in the Workflow
Feature and Modules:
1. Dashboard for event tracking:
The dashboard contains document status in the graphical format and the number of days or time needed to complete the cycle.
2. PDF Processor:
The PDF Processor converts documents stored in CMS system form to PDF format. Additional features include:
• Apply rules to modify documents in the Workflow. For example:
o When a document enters a certain state in Workflow, an associated watermark will be applied to the Document.
o Adding a document ID or other metadata as a visual overlay on files.
• Add self-signed (software-based) digital signatures (note: these are different from "trusted" digital signatures).
• Watermarking and stamping:
o Overlays can appear under or over the Document's contents. An overlay is done using a text field, a page number or an image in its simplest form. Multiple stamps can be collected to form reusable templates. Different stamp types have their own unique properties as well. For example, the text and page number stamps share font, font size, and color properties.
3. Advanced Notifications:
The Advanced Notifications module is designed to extend the CSM email notification system's capabilities while also lowering the bar on the configuration of notification templates. This includes the ability to use a graphical user interface to template the message content and recipient source locations of email messages and the ability to configure filter conditions for each rule, all from within an easy-to-use dashboard. The ability to copy a rule in the same way you would copy any other object in the vault also makes the re-use of existing templates feel much more native for end users.
4. DocuSign - Trusted Electronic Signature (Optional):
The Electronic Signatures module extends Workflow, assignment, and event log features in M-Files to help you fulfil the technical requirements (e.g., HIPPA Compliant e-signature or other).
After enabling this module, administrators can configure workflow state changes and assignment completions and rejections to require electronic signatures. When performing a workflow state change that requires an electronic signature, the user must retype the password to finalize the state transition. Dependency API interface with any legal body. The signature manifestation is configurable, and electronic signature details are saved as metadata to the vault.
5. Controlled Printing:
The purpose of the Controlled Printing module is to enable controlling of Document printing related features: which documents can be printed, who can print the Document, how many copies of the Document can be produced, tracking document printouts, recalling obsolete/outdated document printouts that are already in circulation. The module also enables the printing of non-controlled copies of a controlled document. The non-controlled printout can be overlaid with the "For Reference Only" watermark. The controlled Printing module is also responsible for some documents copy prevention actions. For example, the access control system will only allow authorized users to checkout and print the Document which will be captured in the advance audit trail. The illustration of printing is described under the workflow diagram.
6. Advanced Audit Trail:
After activating this module, you can track events in the CMS system more comprehensively.
The Records Management, Audit Trail:
o Retention policies for records management
o Standards-compliant archiving, incl. PDF/A
o XML export of metadata
o Audit trail of basic operations
o Audit trail of metadata and security changes
o FDA 21 CFR Part 11 compliant audit trail
7. Access Control and Security
o Users and user groups
o Simple access control
o Named access control lists for ease of use
o Access rights to sensitive metadata
o Metadata-driven security
8. Workflow / Business Process Management
o Advanced workflows
o Serial & parallel routing of content
o Pre-conditions and post-conditions for states
o Configurable notifications as part of Workflow
o Automatic PDF conversion as part of Workflow
o Automatic state transitions
o Metadata-driven state transition permissions
o Substitute users (e.g., for vacations)
9. Document Sharing and Collaboration
o Email alerts & notifications
o Metadata-based notification rules
o Customizable notification templates
o Links/URLs to the content
o Comments / discussions
o Easily share content with external users
o Automatic PDF conversion in content sharing
o Simultaneous editing of Office documents with external users. Co-Authoring
10. Other Advanced Functionality
o Automatic document composition (e.g., PDF)
o Client-side PDF conversion
o Server-side PDF conversion
o PDF/A support
o Exporting metadata to reporting databases
11. APIs and Programmability/Extensibility UI Configuration
o Server-side API
o Client-side API
o Event handlers
o .NET API
o Web services API