eDocumentus
DMS for MAXIMO
Solutions | IBM maximo
Documents in Maximo
Restrictions of current solution in Maximo Documents are stored on local file system
without enforcing any security
Documents get served as static resources via not verified/authorized URLs
There is no proper relationship management between records and corresponding documents (for example relating record statuses to
document operations)
There is no support for standard document management operations like versioning, archiving, electronic signature, copying, editing etc.
There is no support for batch operations (multiple files upload/download, moving, etc.) Folder structures are static disallowing the
users/developers to use fine grained ‘record related’ folder structures
Search by document names, types and their metadata is not supported
There is no support for permissions per document/folder
EAM solutions based on IBM Maximo – all about assets
Requires large amount of different document types: drawings, photos, plans, project documentation, manuals, etc.
Documents are associated to different Maximo objects
Large number of important documents need controlled environment and management
MAXIMO ASSET MANAGEMENT
Full integration between Document management and EAM systems – DMS for
Maximo
Secure storage for all documents in DMS with all DMS benefits
DMS operations (check-in, check-out, versioning, archiving, etc.) document permissions applied centralized document storage
Searching documents using names, organization hierarchy, metadata, actual
context (full text search).
•
Maintain folder organization per Maximo object
assets, locations, work orders, service management, materials management, contracts management, procurement management, EAM processes.
•
Direct access from Maximo applications to documents stored in DMS.
View all asset data and all documents related to asset in one page View all work order data and all documents related to location, assets and work order etc.
Integration of eDocumentus into Maximo
New Maximo application designer component – adding document management features
to new or existing application like any other component.
Single sign on - Usage of the existing Maximo user/group model in both applications
4 4
web services
HTML
Services / Actions
Security/Administra
tion
eDocumentus DMS
UI Control
DMS for Maximo
eDocumentus
eDocumentus EDRMS
Integrated Document, Records & Workflow Management system.
Development - since 2004 Web based system (browser independent)
Java technologies (database and OS independent solution) Dedicated to the standards (WebDAV, XPDL, WfMC, OMG) Framework for BPM software solutions development
eDoc WebOffice
eDocumentus web client (full end user client).
eDoc Process Editor
Graphical editor for process modeling.
eArchive
Document capture client for scanning, document imaging, indexing and OCR.
eDoc Signature
eDocumentus DMS
Documents Flexible document structure
Indexing & classification
Metadata
Folders
Flexible folder structure
Folder types
Metadata
Document Templates
Automatic document creation (pattern based naming convention)
Automatic data filling
Types
Search and permissions according to types
User defined document attributes
Actions
Document creation (import, drag & drop, mass upload, scanning)
Document actions (read, edit, check in/out, send as a attachment)
Versioning, audit trail
Document flows (drafting, transmittal, approval)
Document created in eDocumentus is visible in Maximo
Importing existing e-documents (single or mass import)
Scaning (eArchive application – mass scanning, OCR, document classification)
Creation based on templates
Offline client – Microsoft Outlook – document synchronization
Emails import
Documents in attachments
WebDAV – Windows Explorer – drag & drop import
Mass import of existing e-documents
Document creation actions are available for Maximo users
eDocumentus in Maximo
Document upload/download (single/bulk operations) Rename/Delete/Move documents
Cut/Copy/Paste support (works in both directions – local computer and server) Editing Office documents directly on server (WebDAV protocol)
Check-in / Check-out functionality Versioning (automatic, manual) Archiving
Document details view
eDocumentus in Maximo
eDocumentus in Maximo
Document actions
Document / folder references for parent objects
Work order object/documents contains reference to
Locations/assets documents
Document Preview
preview of document content in web browser
(without client application usage)
Digital signature –
standard formats
PDF as a format
for
signed documents
Signature validation
(available also
through other
applications, e. g.
Acrobat reader)
Support
for multiple
signatures –
document approvals
eDocumentus in Maximo
DMS for Maximo Objects
Enables access to all documents related to Maximo objects through
Maximo application
Documents can be associated to any Maximo object type
Supports dynamic folder organization using values from MBOs,
relationships or variables
Configurable folder and document organization per Maximo object
(location, asset, work order, contract)
Automatic document structure creation
(folders and document templates) in eDocumentus when Maximo
object is created
Provides actions for folder and library administration
Enables document flows processes
eDocumentus component for
Maximo enables storing standard
Maximo attachments into
eDocumentus as a documents.
Attached documents are normal
eDocumentus documents.
All permissions defined for
existing Maximo object is
applied in eDocumentus.
Document management actions are available through eDocumenus interface or through
document management tab in Maximo.
Searching for
Search through eDocumentus interface
Quick search
Advanced search
By types
By custom attribute values
Predefined search
Full text search
Search through Maximo application interface
DMS component
Search documents by Maximo objects
eDocumentus processes
Delivering documents when needed
eDocumentus for
Maximo Security
eDocumentus has fine grained security model which
includes folder permissions and document permissions
Documents are stored encrypted so that even the server
administrators can not access documents without proper
permission.
Each action on document needs to come from
authenticated user and needs to be authorized.
Permissions can:
be set on folders, documents, document types, templates,
etc.
use permission hierarchy
be defined for users & groups, organizational units, roles in
organizational unit, etc.
Temporary permissions
eDocumentus DMS
for Maximo
Cost effective solution for document management in Maximo
Organizes documents in logical folders
Allows storing additional information about documents using attributes and document types
Easy access to documents via content, folders and attributes search
Tracking changes with versioning and events auditing
Complies to Maximo guidelines and components architecture. Enables document approval processes, scanning, digital signature,
notifications.
Flexible and extendable solution which can be modified to meet the customer demands.
Due to its flexibility, this solution can be ported to some other document management platforms like EMC Documentum or IBM FileNet.
Prozone IT Solution
Novi Sad 21000 Serbia Puskinova 26 Ph: +381 21 47 20 200 Fax: +381 21 45 12 16 [email protected] www.prozone.rs
Prozone is a software development company which offers development and implementation of information technologies.
Established in 2002. Offices: Novi Sad, Serbia (headquarter) and Kuwait (The Middle East office). Employee Count: 50
Specializes in: financial industry, eGovernment, Oil&Gas and Utilities software services and solutions.
Certifications: ISO 9001:2008, ISO 27001:2005, ISO 20000-1:2011.
Partners: IBM Advanced Business Partner. EMC Business Partner. Microsoft Partner
Certified technology professionals: IBM Maximo, EMC Documentum, Microsoft SharePoint, eDocumentus
