With AXAVIA's document management system you can find your documents right away. And in the right version.
Document Management
How do you manage your documents?
In the execution of technical projects, the flood of documents is almost endless. Ensuring that documents are up to date and eliminating redundancies are immense challenges. In addition, access to the documents should be guaranteed from everywhere. AXAVIAseries contains an integrated document management system to manage your documents. Due to the fast access to your documents, you have an exact overview at any time and find the right document right away. The physical files are automatically stored in the correct directory on the hard disk or in the secure vault.
Especially interesting for technicians: AXAVIAdms is also equipped for CAD use and has numerous CAD plug-ins. Intuitive document storage. Quick retrieval of documents. Optimized workflows. AXAVIAdms makes your document management much easier. Use the potential of AXAVIAdms to drive digitalization in your company.
Your advantages with AXAVIAdms:
- Project and document management
- Document properties and classification
- Duplicate check
- Local vs. global workspace
- Workflow & Revisioning
- Document set & archiving
- Digital signature
- Viewer integration
- Document management on the web
Here is our free checklist with 10 tips for choosing your perfect DMS software.
Intuitive document storage
With AXAVIAdms you can file and structure your documents according to your personal preferences. Due to the strong orientation to Windows conditions, documents can easily be taken over via templates or via drag & drop from the explorer. In addition to document storage in familiar folder structures, this can also be done on a project-oriented basis. The advantage of this is that projects can contain not only documents but also other elements such as calculations, technical structures or the complete project management. This creates a seamless link to document management.
- Arbitrary and freely definable folder structure
- Drag & Drop from Explorer
- Standardization templates
- Project groups and projects
- Project team with role defines access authorization
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Arbitrary and freely definable folder structures
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Document preview with AXAVIA Brava Viewer
Document properties and classification - ingenious for technicians
AXAVIAdms contains a variety of document information. In addition to creator and last modification, specific CAD information is also included. In addition to the search for any document properties, you can assign keywords to each document, which can be used to find the documents at any time. Optionally to the search, these keywords are displayed in an index tree, so that the documents can be found in a structured way. The documents can be taken over via drag & drop from the Windows Explorer.
The document repository can also be set up in a project-oriented manner. Project groups and projects are available for this purpose. In addition to documents, a project can also contain other elements such as costing, project management or technical structures and is seamlessly linked to document management.
In technical areas, especially in power plant construction, special marking standards are provided for documents. The marking according to plant, location or PPS identifiers requires a special extension. Here the technical structure of the plant is used and thus the integration into the engineering database is created. AXAVIAdms supports this marking on the one hand and has an implementation of the marking system according to DIN 61355 on the other hand.
- Plant and location identification
- KKS marking
- DIN 61355
Review and approve documents
Defined workflows can be used to check and release documents both internally and externally. A multi-stage release process is available for the change and release process, which is two-stage (review and release) in the standard configuration. In connection with the login, the corresponding user with check and release date is entered. The object status gives you information about the current status at any time (In progress, In review, Released, Out of date, ...). Use the workflow not only for documents, but also for any kind of objects.
From a certain stage of a project, it is necessary to record all changes exactly. Especially in the pharmaceutical or chemical industry, exact reproducibility is required by law. AXAVIAseries logs the most important changes. It can be traced at any time who created and last changed an object and when. Via a change log all changes of data, such as: who, when, what has been changed, are exactly documented and thus traceable at any time. Important events or changes can be monitored and automatic notifications can be sent by e-mail. Individual objects, object groups or status changes can be logged.
- Workflow for change and release management
- Object status identifies the state of an object
- Object status influences user rights
- Revisioning for further processing
- Logging of changes and access to the history
- Notification of relevant changes
Sign documents electronically
The electronic signature brings your handwritten signature into the digital world. With the help of the handwritten electronic signature, the process chain of the digital document from creation to archiving can be realized without media disruption.
The handwritten electronic signature, which is executed on a signature pad or mobile device with pen input, is becoming increasingly important. It alone represents a simple continuation of the conventional work process, the writing of a signature, in electronic form.
The general security of the solution has already been successfully tested and certified by independent testing institutes such as TÜV and by many well-known signotec customers.
Audit-proof archive with Filelock
The handling of business documents is subject to strict regulations: According to the guidelines of the German Commercial Code (HGB), the GoBD and other tax and commercial law requirements, all companies are obliged to archive electronic data in an audit-proof manner. An inadequacy can lead to fines in the millions.
However, the implementation of all requirements poses considerable challenges for companies of all sizes: Ensuring compliance, changing the IT structure and new workflows cost a lot of time and money. But you can save that: FileLock offers you a simple, flexible and cost-effective solution. Thanks to WORM functionality, data is automatically stored in an unchangeable way. Nothing changes for the user: He can continue to access the data as usual via AXAVIA, as it can be read as often as desired. However, any change attempts are completely blocked, at least during the set retention time. Only after this time has expired is it possible to delete the data again. This prevents unauthorized access to archived data.
But FileLock not only protects new documents, existing data can also be subsequently archived in an audit-proof manner. It offers a simple solution to protect data in an audit-proof manner without interfering with existing systems and processes.
processes.
The FileLock software runs on standard Windows servers as well as on a virtual machine and is individually scalable according to your system requirements. The FileLock product is integrated in AXAVIAdms and is controlled via the workflow. Documents which are moved into the audit-proof archive are therefore no longer changeable. The product Filelock by Graudata is an optional product and has to be purchased separately.
Document preview with AXAVIA Brava Viewer
AXAVIA Brava Viewer is perfect for quickly previewing documents in a wide variety of formats. In addition to pure viewing, many other functionalities are available.
- Representation of over 100 file formats
- Printing without CAD
- Attachment and management of annotations (markups)
- Compare files
- Measure in drawings
Document management on the web
Access to documents via AXAVIA's web portal enables a number of additional possibilities in document management. Everyone has access to their documents from anywhere via a browser. Integrate external partners into your processes by allowing them access to documents via the web portal.
The following functions are available via the Web Portal:
- Access to projects and documents
- Control of authorizations via the project team and their roles
- Download and upload documents
- Document review and approval
- Document revision
- Automatic revisioning when uploading documents
- Share and send documents
- Preview via Brava Viewer
- Digital signature with SignoSign
The DMS software of AXAVIA
offers you
AXAVIAdms
With AXAVIAdms you can manage your documents quickly and efficiently.
AXAVIA Brava Pro
For previewing documents the Brava Viewer of the company Opentext is integrated in AXAVIA.
AXAVIAonline Service Signo Sign
The electronic signature with SignoSign brings your handwritten signature into the digital world. With the help of the handwritten electronic signature, the process chain of the digital document from creation to archiving can be realized without media disruption.
The handwritten electronic signature, which is executed on a signature pad or mobile device with pen input, is becoming increasingly important. It alone represents a simple continuation of the conventional work process, the writing of a signature, in electronic form.
The general security of the solution has already been successfully tested and certified by independent testing institutes such as TÜV and by many well-known signotec customers. The handwritten electronic signature is also particularly easy to implement, as it is based on a well-known process. The process of signing is familiar to many people. In this respect, it occupies a particularly strong position of trust.
The classic signature has significant advantages over card and PIN systems:
