Easy Drag & Drop Process Maker
What is the difference between a record and a document?
A record is just for archiving. Its purpose is either over or dormant. A document on the other hand needs to go through a process to serve a particular purpose. In terms of document management, it is called the â€˜life-cycleâ€™ of the document, which can be executed through a workflow.
Most document management systems serve the purpose of a record management, where the content has already solved its purpose. But all those documents like customer application forms, receipts etc need to go through various departments and individuals to serve their purpose. Mailing is a colloquial term now. A purpose of more than thousand such documents cannot be served through mail. That is where i-docâ€™s provision for creating customized workflow comes to use. The user can design his own workflow by setting its lifecycle and determining at which stage of the cycle it would reach which concerned departments or individual, what the assigned individual need to do with that document and finally close the project after a trail of such predefined activities.
This is where i-doc establishes itself as not only as a mere record management tool, but also as a document management software.
In i-doc Standard, the workflow is static and rigid. It involves the process within uploading and approving and viewing (Pic). In this workflow, the document lifecycle reaches out to only three types of concerned departments
- The uploader: The individuals who are assigned with the uploading rights.
- The administrator: The administrator has multiple of other rights, publishing being one of them
- The viewer: The audiences who the uploader or the administrator consider to be the right audience.
The user can upload a document with all the meta data and viewing rights. However, uploading a document is not equivalent to publishing. The user may not be able to view the document after it is uploaded. The workflow system will notify the administrator about the newly uploaded document, referring to which, he would evaluate the matter.
In a fixed static workflow the document will reach the administrator for review and approval. He has to evaluate the matter considering the quality and importance, re-evaluate the meta tagging and viewing right and then click on the publish button, to make it viewable to the assigned audiences.
Unlike in static workflow, dynamic workflow allows the administrator to create the lifecycle of the documents and determine the departments and individuals involved in all the phases. In contrary to static workflow that involves only three stages, dynamic workflow may have a complex design with multiple stages, with various users or departments involved in each stage. Unlike static workflow, where the developer sets the process with codes, in dynamic, the customer can design them without resorting to any technical coding.