DMS: Electronic workflow



  • Defining  types of received documents (the formats which register documents, circulation templates, standard authorization),
  • Automatic registration of documents in the system using the scanner,
  • The drag-and-drop method which allows defining a path of information circulation for particular types of documents (workflow) in a graphic and easy way,
  • The possibility of defining so-called authorization templates which allow you to determine the standard circulation of documents,
  • Finding any document within a few seconds, e.g. through  a binder tree, find and select tool, quick search, etc.,
  • Archiving documents, quick and easy access to archival documents,
  • The possibility of grouping documents according to their cases, projects, groups,
  • Automatic creation of registers: a register of the received and sent documents, a register of cases, and a subject file index, etc.,
  • Control and supervision over time spent on approvals, reviews and opinions,
  • The possibility of cooperation with external software, e.g.  the financial and accounting system in the case of invoices or the  ERP system in the case of commissions or orders.


  • All documents are in due time in their proper place and are available only to authorized persons,
  • All employees are automatically informed about each new document that concerns them,
  • Employees know how much time they have to complete their tasks and they are informed about delays,
  • A complete document history regarding its circulation and information on who kept the document and for how long,
  • All documents in one place, no need to store local copies – documents become the property of the company, not the employee,
  • Order in, and quick access to documentation, shortening the time of reaching an appropriate document to a few seconds,
  • Reducing the costs of storing paper documentation (paper costs, the costs of operating office equipment, the costs of office space and the costs of your employees’ work).




  • Registering documents by authorized persons,
  • The possibility of defining access rights to documents at various levels (for review, providing opinions, approval, modification),
  • Automatically generated reminders sent by e-mail or placed in an information table, reminding employees of actions regarding  documents, e.g. review, providing opinions or approval reminders,
  • Automatic distribution of a document based on granted authority in appropriate time and for appropriate persons,
  • The control over versions of documentation – if a new version of a document is binding, the old, outdated version is automatically moved to archives,
  • Automatically generated alteration reports,
  • Event journal for each document  – complete information on who became acquainted with a given document and when, etc.,
  • A user-friendly report creator which enables the independent and  versatile creation of various registers and reports connected with documents stored in the database,
  • Full-text and multithread documentation search,
  • The supervision over document printouts – printing documents exclusively by authorized persons and in a determined number, the possibility of identifying a printout with a document in the system,
  • The possibility of notifying that a new document is needed or that there are proposals of changes to the existing document.


  • Reducing the costs of employees’ work necessary to maintain documentation,
  • Facilitating the process of creation and document legislation,
  • All documents are in due time placed in their appropriate places  and are available exclusively for authorized persons,
  • All authorized employees work with current documentation – among other things, they use up-to-date procedures, send current offers with current price lists, and through reminders of the periodic review of a document, the system reminds you of the necessity to update tender documentation, permits, guarantees, licenses, etc.,
  • All employees are automatically informed about each change in documentation,
  • All documents are in one place; no need to store local copies of documents – documents become the property of the company not of the employee,
  • Order in, and quick access to documentation, shortening the time needed to reach an appropriate document to a few seconds,
  • Reducing the costs of paper documentation storage (paper costs, the costs of operating office equipment, the costs of office space and the costs of the employee’s work),
  • Defined document templates facilitate the edition of new documents, in particular by new employees,
  • The control over document versions, both in the electronic and paper form.



  • User-friendly and easy to operate designer of electronic templates,
  • Aligning fields by means of the drag-and-drop method,
  • A wide range of possibilities of formatting the form style,
  • Defining form tabs,
  • Aligning controls,
  • Assigning fields from the database,
  • Defining control functions,
  • Easy definition of the circulation path, the authorized persons, the way and form of their notification,
  • The possibility of the relational connection of forms,
  • The possibility of attaching data sources from external systems to forms (the cooperation with ERP, HR, FK, etc.),
  • Defining and publishing reports in the form of tables, schedules and charts.


  • The independent implementation of IT solutions into the company (any area) – cost savings,
  • Flexibility of created solutions – independent modification of  IT solutions – independence from external companies,
  • The possibility of implementing IT solutions to the areas which do not have professional IT tools,
  • A high level of solution adjustment to the real needs of the company,
  • Easy data retrieval and analysis of a given area (process) in the organization,
  • Real influence on the monitoring and management of processes in the organization.



If you want to learn more about NND INTEGRUM – please, contact us