eDocumentus for IBM Maximo

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

Prozone IT solutions

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.

DMS for Maximo


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 Client for signing electronic documents (digital signature).


eDocumentus DMS Prozone IT solutions

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)

functionalities

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

Document creation


eDocumentus in Maximo Two Systems (EAM & DMS) – Unique View


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 Document actions


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)

Tracking changes (event audit and history view)


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 Document Signature


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

(document approval, transmittal, notifications, collaboration)


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.

Maximo Attachments


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

Maximo documents


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

Time limited permissions: tickets


overview customer benefits

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

Completed many high profile projects in Europe and Middle East

Who We Are?

Consultants, systems implementers, developers, integrators & project managers

Using various software solutions and new technologies Prozone operates in:

Europe (United Kingdom, Netherlands, Greece, Austria, Slovenia, Serbia, Bosnia & Herzegovina, Montenegro).

Middle East (Kuwait, Qatar, United Arab Emirates, Lebanon)

Markets:

References: