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ECM-XD Platform

ECM-XD is unique in its ability to be quickly configured at module, sub-module, workflow, screen and field levels. The full platform can automate workflows, manage content, integrate into existing technology environments as well as granularly control and secure the activities of the different user roles within the system. Custom configurations are able to be designed for each client and accessed securely, maintaining privacy, through a Web enabled front-end.

ECM-XD PLATFORM FEATURES

ECM-XD Platform is based upon a low-code, no-SQL, zero footprint, mobile device enabled modern technology stack designed to ensure reliability, scalability, connectivity and flexibility. The design allows the Platform to be rapidly integrated with existing technology (including web services).

ECM-XD supports multiple languages including English and French.

Together with the internal integration between ECM-XD Platform sub-modules, ECM-XD solutions are significantly more flexible, easily configured and able to be deployed much faster.

The solution integrates into existing systems and data warehouse using an integration layer that is capable of interacting with email servers (SMTP), directory servers (LDAP).

The ECM-XD platform includes an ETL (extract-transform-load) tool that allows users to import or synchronise external data (or existing data – initial import).

ECM-XD is unique in the speed and flexibility of its customisation and configuration capabilities. The plug-in framework allows service elements such as processes, entities, data sharing models, screen and field design, user forms, messaging and application flows to be hooked and unhooked as required.

Process Domain is the various job, procedure, program, record, element and file objects that are set up as the focus of a Business Process execution. These can include the linkages between the objects. Workflows can be created to add, modify, review and approved data – having single or multiple steps. Workflow tasks assist the various stakeholders to add their relevant data and progress the record in a thorough and consistent manner.

ECM-XD offers a sophisticated linking function which enables relationships to be created between all the objects as necessary.  The user can easily see the records as well as the workflows and the status of individual tasks all on a searchable monitoring panel.

The My Page provides a user-configurable view of the workload lists all of the user’s personal tasks currently awaiting completion. Clicking on a task opens the relevant case screen, bringing the all the information to complete the task.  Notifications are sent as well as provide a direct link to the screen.  The My Page also serves to provide rapid access to favorite documents, forms that need to be started, and the subordinate’s task schedules. A calendar function is available to view the tasks in a user-configurable, color-coded manner.

Finding a process, activity, case or entity in ECM-XD is easy using the search options. ECM-XD’s built-in search engine allows users to search on all attributes of the case or entity and provides quick as well as advanced search filters.  These filters can be saved for future use and shared with other roles.

Tasks can be manually assigned to users by supervisors / managers etc. The system assists with this process by displaying the current workload of every user in the team. Alternatively, the system can be configured to automatically assign tasks to users based on roles and other factors, or automatically by the out-of-office function.

Workflows are configurable business processes that are integrated into the software. They can easily be modified from the user-interface (no programming required), allowing on-going improvement to the automate process. Workflow may contain system (automatic) and human (manual) tasks, they enable clients to integrate their processes into the software itself, thus ensuring that all investigations are handled consistently and according to agreed processes and appropriate regulations.

The workflow engine presents individual tasks (i.e. steps in workflow) to the applicable user(s) as these become due. Each task has an instruction explaining to the user exactly what is required. Some tasks are linked to data capture ‘forms’ or to document templates that the investigator can complete and file / dispatch as necessary.

Many tasks are automated and are completed by the system as they fall due, which is a major benefit that improves productivity. The user can at any time see the tasks completed, the tasks that are ahead, and other information. The system alerts task Leaders, and/or managers if any tasks are overdue for completion. Reports can also be utilized to highlight overdue tasks and a color-coded alert system can be configured.

Forms can be easily configured in the system to ensure that all necessary data is captured during the case life cycle. Specific forms can be linked to specific tasks. In some instances the answers the user provides in the fields can determine the course the workflow takes. Managers or system administrators can quickly and easily create and adapt forms for use by regular users. This significantly reduces costs and puts control back into the hands of organisation, as the solution can adapt with the business without the need to get developers involved.

A fully configurable reports module enables any type of data to be extracted and presented in a variety of formats. Report data can be used by managers to monitor team performance, evaluate trends and patterns, and comply with government legislative requirements.

ECM XDP Digital Transformation

System generated error messages, alerts and other notifications are translated, displayed in human readable simple language.

  • Users can configure and personalize notifications, including the messages, the recipients, the events/timing of the triggers, and the field content of the messages.
  • Audit trails of any activity in the ECM-XD is available to authorized users. The audit log includes user information, module (sub-system), content of the transaction, the type of transaction, timestamp and electronic signature. Everything in ECM-XD is audit trailed and can be configured for eSignatures.

Templates and Forms

ECM-XD can be easily configured which allows organizations to create and add new objects with custom forms and fields, create new workflows and set business rules and lifecycle states.

ECM-XD’s DMS allows documents to be filed into a user-configurable hierarchical “folder” taxonomy.  This taxonomy supports setting document permissions at a higher level if desired.

  • On an ongoing basis further management of schedules and calendars are done from core ECM-XD process and workflow management engine.

The system ensures nothing “slips through the cracks” with:

  • Capability to set Out of office assignment rules
  • Toggle to configurable calendar views
  • Capability to choose which columns of data appear in your screen
  • Task aging data, overdue flags, escalating alert colors
  • Supervisor and process leader views which allow reassignment and monitoring
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