Webinář: Ovládněte umění správy dokumentů ve vaší organizaci
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Pokud chcete mít kontrolu nad oběhem dokumentů ve vaší organizaci, potom se zúčastněte webináře, který bude pojednávat o problematice správy firemních dokumentů v praxi. Webinář je určen pro ty, kteří ještě nevyužívají žádný podobný systém, ale i těm, kteří se současným nejsou spokojeni. Na webináři budeme mluvit o nejčastějších úskalích efektivní správy dokumentů napříč různými organizacemi a odvětvími. Představíme vám řešení M-Files DMS vhodné pro malé i velké organizace, které vám umožní vyřešit otázku správy dokumentů a vy tak budete mít kontrolu nad celým životním cyklem dokumentů. M-Files vám pomáhají i v těchto oblastech: -Díky pracovním postupům (workflow) už se nestane, že by došlo k odeslání neschválené smlouvy, nebo že by byla zaplacena neschválená faktura. -Budete moci přiřazovat dokumenty k vašim zákazníkům, dodavatelům a spolupracovníkům. -Nebudete mít jeden dokumentu uložen několikrát na různých místech a snadno jej obnovíte, pokud jste ho omylem smazali. -Ke všem dokumentům budete moc přistupovat odkudkoli. -Řízení přístupových oprávnění zajistí přístup k dokumentům jen vyjmenovaným osobám. Tím pádem budete mít přehled o tom, kdo s jakým dokumentem pracoval a co s ním dělal. -...a další funkce, díky kterým pro vás práce s M-Files bude příjemnou součástí každodenních povinností. Program webináře -Úskalí při správě dokumentů. -Jak vybrat správné řešení pro správu doumentů. -Představení produktu M-Files. -Klíčové vlastnosti M-Files. -Co řeší M-Files oproti jiným DMS systémům. -Pro koho je M-Files vhodné řešení. -Jak probíhá projekt zavádění DMS. -Příklady licencování a ceny. -Praktická ukázka.
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Webinář: Ovládněte umění správy dokumentů ve vaší organizaci
- 1. Jaroslav Prodělal, OldanyGroup consultant Ovládněte umění správy dokumentů ve vaší organizaci 12.4.2016
- 2. Agenda 1. Úskalí při správě dokumentů. 2. Jak vybrat správné řešení pro správu dokumentů. 3. Představení produktu M-Files. 4. Klíčové vlastnosti M-Files. 5. Co řeší M-Files oproti jiným DMS systémům. 6. Pro koho je M-Files vhodné řešení. 7. Jak probíhá projekt zavádění DMS. 8. Příklady licencování a ceny. 9. Praktická ukázka.
- 3. Představení společnosti¨ • česká společnost založená v roce 2005 • moderní a inovativní technologie v oblasti ICT • vize dosažení maximální efektivity při využívání ICT prostředků • profesionalita, odbornost a snaha naleznout individuální řešení
- 4. Naše stěžejní služby • poskytování služeb v oblasti správy firemních dat (M-Files) • poskytování cloudových služeb (IaaS, BaaS,…) a budování cloudových systémů • implementační a konzultační služby (oblast virtualizace a správy OS systémů, tvorba ZD) • externí správa serverových systémů Linux, Windows, VMware • virtualizace serverů a desktopů (a související technologie) • dodávky hardware a software • dodávky komplexních projektů „na klíč“ (předprodejní podpora, analýza, návrh řešení, nabídka, pilotní projekty, dodávka, implementace, (za)školení, správa)
- 5. Co ještě děláme • synergický vývoj aplikací (pro naše projekty TiCtOG, BeeScale, Frekr.me) • vzdělávání a školení (ArrowECS Education Partner - nově) • příprava podkladů pro technickou specifikaci zadávací dokumentace VŘ • řízení projektů (IT management) (krátkodobý, dlouhodobý) • zajištění financování projektů • náhradní plnění
- 6. JEDNODUCHÁ EVIDENCE DOCHÁZKY V CLOUDU • moderní náhrada za klasické a zastaralé docházkové systémy • jednoduché ovládání, zprovoznění během několika minut přes váš webový prohlížeč • využívá moderních technologií ve vašem telefonu/tabletu (NFC, QR) • možnost vyzkoušení aplikace pro 5 zaměstnanců zdarma • vytvoření terminálu pro zadávání příchodů a odchodů přímo v místě pracoviště • mobilní aplikace pro zaměstnance, kteří pracují mimo kancelář (GPS lokace)
- 7. JEDNODUCHÁ EVIDENCE DOCHÁZKY V CLOUDU • přehled v reálném čase z jakéhokoliv zařízení a prohlížeče • i zaměstnanec může kontrolovat svoji aktivitu přes web • není potřeba pořizovat dodatečný software • jednoduché zadávání úkolů • export dat do jiných systémů Stačí se zaregistrovat na https://frekr.me
- 8. JEDNODUCHÁ EVIDENCE DOCHÁZKY V CLOUDU Webináře 5.4. a 18.4. http://oldanygroup.cz/planovane-webinare/
- 9. Působnost společnosti Česká republika s regionálním zastoupením http://oldanygroup.cz/kontakty/ Slovenská republika se zastoupením v Bratislavě OldanyGroup s.r.o. OldanyGroup Slovakia s.r.o.
- 11. O M-Files • finská společnost • působnost po celém světě • zaměření na správu firemních dat a procesů • velmi rychlý rozvoj • posuny v žebříčcích a predikcích pro ECM • produkty – M-Files – M-Files QMS • aktuálně získala investici $ 36M
- 12. Některé ze základních vlastností řešení M-Files platforma řešení pro malé, střední i velké společnosti řeší CO ukládáte, eliminuje řešení KAM ukládat vysoká míra přijetí uživateli snadné ovládání (pro uživatele i administrátory) propracované a rychlé full-text vyhledávání sledování historie dokumentu a verzí integrace s MS Windows a Office přístup nativní (Windows průzkumník), web, mobilní aplikace rozsáhlé možnosti přizpůsobení a rozšíření rozsáhlé API a možnosti integrace s podnikovými systémy CRM, ERP rozsáhlé možnosti nastavení oprávnění možnost práce offline integrovaný workflow engine replikace dat mezi lokalitami možnost provozu i v českém cloudu
- 13. Základní problémy některých DMS systémů • adresářová struktura • uživatelsky nepřívětivé • správa oprávnění • možnosti sdílení a spolupráce • propojení s ostatními systémy • podpora napříč platformami • mobilní přístup k dokumentům
- 14. Manage every thing in your business. Enterprise Information Management
- 15. Unlocking The Value Of Information For More Businesses Documentum OpenText Hyland Lots of features, but complex and expensive Easy to use, but limited features Windows Folders Dropbox Box Easy Complete feature set Uniquely differentiated
- 16. ECM ERP CRM DMS SILO SINFORMATIO N USERADOPTION ITCENTRIC COMPLEX TO USE IT TASKS set up workflows manage document permissions allow sharing for contractors re-organize server folder structure create internal system training TOO LOW INDEPENDENT O F TOO The Problems with Most ECM Systems
- 17. make stuff better.ERP CRM DMS CONNECTE D INFORMATIO N IS USERADOPTION GIVES CONTROL BACK A TRULY SIMPLE INTERFAC E ALL OF YOUR TO USERS HIGH IT TASKS Our Solutions to the ECM Dilemma
- 18. what something is instead of where it's stored. Organize information based on Document Type Customer Date Permissions It's as simple as an iPhone Playlist Artist Genre Album
- 19. Bridges the gap between Core Business Systems and Content. Structured Unstructured Docs, Images & MediaCRMERP Core BusinessInformation Project Case Claim Most ECM solutions not integrated 62%+ of ECM systems not integrated (AIIM) 90% of M-Files deployments integrated with CRM/ERP
- 20. Our Solution
- 21. Save To The M: Drive Fill Out Properties Document Type Date Customer Project Enjoy The Benefits Lightning Fast Search One, Always Up-to-date Document Offline Availability Saving Documents To M-Files
- 22. Drag-and-drop emails & attachments to M-Files Smart Folders Smart Folders automatically know what it is and who it relates to Functionality is built right in to Microsoft Outlook OUTLOOK INTEGRATION Save To The Vault Directly From Outlook
- 23. Access to documents resembles traditional folder directories Easy to use Define views based on document properties One document can be found several ways Views are centrally managed Anyone can create views specific to them View Your Documents and Data Any Way You Want To Traditional Folder Pitfalls: Files only have one location Multiple copies of files may be in different locations
- 24. Use Dynamic Views to view & organize content Views are automatically updated with any changes View It Any Way You Want To + By Project By Customer By Project And Doc Class Proposal A&A Consulting Austin District Redevelopment
- 25. Use Dynamic Views to view & organize content Views are automatically updated with any changes View It Any Way You Want To + By Project By Customer By Project And Doc Class Proposal A&A Consulting Austin District Redevelopment
- 26. Use Dynamic Views to view & organize content Views are automatically updated with any changes View It Any Way You Want To + By Project By Customer By Project And Doc Class Proposal A&A Consulting Austin District Redevelopment
- 27. Search results are ranked by relevancy How recently the document was created How many times the document has been edited or updated Search includes file metadata & contents Locates documents quickly no matter how many items are in the vault Find Documents Instantly
- 28. Check out document to edit Reserves the document for editing Prevents others from editing at the same time Others are still able to read checked out documents Check in document when done Once checked in, others can edit the document Co-Authoring Simultaneously edit shared documents Collaborate with co-workers and outside parties See who has made changes and what they are Edit Without Fear of Duplication
- 29. History is automatically documented View previous versions at any time Eliminates the risk of accidental data loss Traceability ensures quality standard compliance in regulated industries Efficient use of hard disk space Only "delta" changes are stored Version History | Keep Track of All Changes
- 30. User & user group rights Per document Per Document Class Metadata-driven permissions Enables automatic changes to access permissions with any change in metadata, such as when a document is approved or project team members change Simple setup & administration Active Directory support Welcome to the Industry's Most Advanced Permission Management
- 31. DRAFT WAITING FOR APPROVAL APPROVED REJECTED IN REVIEW COMPLIANCE APPROVAL STATES PERMISSIONSREGULAR REVIEW Flexible, Compliant Workflows Automate business processes Here's an example: Standard Operating Procedure
- 32. v2 DOCUMENT OWNER READERAPPROVER DRAFT WAITING FOR APPROVAL REJECTED APPROVED IN REVIEW NOTIFICATION ASSIGNMENT Get Notified About Important Tasks & Assignments
- 33. Dynamic synchronization Sync only the content you need offline • Recent documents • All documents from a certain customer • Documents related to a specific project Vault is updated as soon as you're back online Synchronization is fast even over slow internet connections Offline ≠ Disconnected
- 34. User interface mimics the Windows client Access for external parties Customers Subcontractors Public Internet Users Access from any platform Windows Mac Linux Vault Access Via the Browser of Your Choice v2
- 35. Native mobile apps iPhone/iPad Android devices Windows Phone View and edit documents Manage workflows Electronic signatures Mobile Access v2 Install the apps now from:
- 37. Get insight into your operations View real-time statistical data about your vault Make better decisions based on data View information from external CRM and ERP systems Reporting & Business Intelligence
- 38. Supports compliance initiatives FDA 21 CFR Part 11 EU GMP Annex 11 ISO 9000/9001 Good Manufacturing Practice (GMP) Some target industries Pharmaceutical & Life Sciences Healthcare Manufacturing Aviation Mining Petrochemical Food Production Time-stamped log & audit trail Comprehensive version history Mandatory workflows Support for electronic signatures Strict access control Quality Management and Compliance v2 QMS
- 39. Capture paper documents with existing scanners & multifunction devices TWAIN & WIA Scanners Supported Search content within scanned documents Zone OCR enables automatic metadata tagging • Text, Barcodes, QR Codes Benefit from unique M-Files features Access in Dynamic Views Automatic Permissions Workflow Integration Paperless Intelligence PAPER DOC SCANNED CHARACTER RECOGNITION (OCR) SAVED IN M-FILES
- 40. Packaged integrations: Microsoft Dynamics Microsoft SharePoint Microsoft Office Salesforce.com NetSuite ConnectWise Autodesk (AutoCAD) Kofax Express PSIGEN The M-Files API connects to virtually any database Integrate with Other Business Systems
- 41. The vault structure is easy to manage and edit Users & User Groups Permissions & Access Privileges Document Classification Structure External Data Workflows Backups Archiving Event Log Manage Everything with Ease
- 42. We Are Different
- 43. Metadata-driven (What Vs Where) Flexible Deployment: Cloud, On-premises, Hybrid Simple, Yet Highly Configurable ECM Instantly Familiar (Integrated In To Windows) Integrates Well With Other Software Accessibility On Every Device What's Different?
- 44. Our Guided Tour video series shows how easy it is to use m- fileswww.M-Files.com/GuidedTour Saving Documents Searching Dynamic Views Editing Documents Sharing Documents Mobile Access and much more… Watch these videos to Learn More
- 45. Licencování a ceny • standard vs. enterprise • named/CCU/read-only user • maintenance (po prvním roce) • možnost rozložení plateb • množstevní slevy • add-ony
- 46. Jak probíhá projekt zavádění DMS • analýza – klíčová pro správné definování potřeb • implementace – více fází – nasazení pro vzorek uživatelů – testování • školení – uživatelé, správci, power users • migrace dokumentů • provoz – beta provoz? – dohled
- 47. M-Files ukázka praktická ukázka
- 49. Dostupné zdroje informací • Produktová stránka M-Files – www.oldanygroup.cz/go/m- files • Web výrobce – www.m-files.com • Tutoriály - https://www.youtube.com/user/MFilesDMS
- 50. Naše služby v oblasti správy firemních dokumentů M-Files • konzultace / předprodejní i poprodejní podpora • analýza prostředí • návrhy řešení • předběžné kalkulace • nabídka • zadávací dokumentace • pilotní projekty • dodávka SW • implementace • (za)školení • správa • hosting M-Files
- 51. http://twitter.com/oldanygroup http://facebook.com/oldanygroup Váš primární kontakt Jaroslav Prodělal 777 23 22 21 jprodelal@oldanygroup.cz / www.oldanygroup.cz Děkuji za pozornost!
Notes de l'éditeur
- 20101111
- Poskytujeme komplexní služby v oblasti virtualizace, cloudu a správy systémů. Dodáváme projekty na klíč od návrhu a plánování přes dodávku hardware a software, implementaci, až po následnou správu celého řešení, a včetně projektového řízení.
- User-directed item recovery from any application or database: for example, ticket tracking systems, bug tracking systems, content management systems, CRM systems, custom applications
- Thank you for joining us for a presentation about the M-Files Dynamic Content Management system.
- At a high-level, we see the market consisting of alternatives that are, either very light on actual ECM features, and as a result are easy to use or familiar. This includes using standard Windows folders, or systems like Box or Dropbox. On the other end of the spectrum are ECM systems that have extremely deep feature sets, but they are also extremely complicated and expensive. M-Files spans these two worlds, delivering a rich set of ECM features with an easy and familiar UI. And it does this with a uniquely differentiated solution.
- The problems with most Enterprise Content Management systems are: A complex the user interface Getting everyone in the organization to use the system Accessing information that is locked in various systems like CRM & ERP Heavily relying on IT to manage permissions, workflows, sharing, and more
- M-Files solves these common shortcomings with: A simple, instantly familiar interface Extremely high user adoption rates Integration with numerous 3rd party business software solutions An easy-to-use platform that gives control back to those who know their business best
- M-Files efficiently organizes information and documents and makes that content easy to find and share. One of the things that makes M-Files unique is our approach to storing and organizing content. Everything stored in M-Files is organized by what it is instead of where it's stored, as is the case when using a traditional folder-based approach. Only a few details need to be entered when saving documents, such as its type or class (i.e., proposal, invoice, contract, etc.) and what it's related to (i.e., customer, project, contact, etc.). This metadata-driven approach is much more intuitive and precise as compared to guessing the folder where it should be stored.
- As an ECM vendor M-Files has had the opportunity to participate in thousands of deployments of ECM technology in a variety of industries. A key part of these engagement is related to integration with existing enterprise systems such as ERP and CRM. What we have found is that the effectiveness of an information management solution is heavily impacted by its ability to bridge the gap between unstructured content and the structured data in systems, such as ERP and CRM. These enterprise systems drive core business processes which often require access to unstructured content that resides in another repository. For instance, a proposal for a specific customer, or an invoice or contract for specific vendor. M-Files is able to manage "non-document" information objects that are core to the business in the same way that it manages other unstructured content.
- M-Files solves the issues presented by traditional folder structures. Saving to the M-Files vault is simple and painless. Because M-Files is seamlessly integrated into Windows, use the "Save As" command to save all documents from any program. The M-Files vault shows up just like any hard drive or network drive you've used before. M-Files is the M:. You are then prompted to enter a few pieces of information about what the file is. Like Document Type (or Class), what Customer it relates to, etc. That's all you have to do. Once the document has been added to the vault it becomes easily accessible in the future. Additionally, templates can be created that assign metadata to documents automatically (which eliminates the need to manually enter information).
- You can even save emails to M-Files directly from Microsoft Outlook. Simply drag-and-drop emails and attachments to M-Files Smart Folders. M-Files can automatically determine what the document is and who it relates to so you don't have to do a thing.
- Because all of the information in M-Files is organized by what it is instead of where it's stored, you can view things exactly how you want to. Dynamic Views let you group documents and information in a more natural way. For instance, you can view all of the documents that relate to certain Customer or Project, Recently Created documents, open orders, expiring contracts, etc.
- These views are dynamic which means that they are always up-to-date. The same specific document can show up in multiple views based on the metadata of the document. So the By Project view shows all documents related to the Austin District Redevelopment…
- The By Customer view shows documents related to the customer A&A Consulting…
- And the By Project and Doc Class view shows all documents related to the Austin District Redevelopment project sorted by Document Class. Providing many avenues to the same information ensures that anyone can get to the information they need, no matter how they prefer to organize it.
- Searching for information in M-Files is also easy. Once a search is performed, M-Files automatically ranks those results by how relevant they are. Search results include matches based on title, all metadata, and even content inside documents.
- Editing documents that are stored in the M-Files vault is straightforward. M-Files prevents editing conflicts with the Check Out/Check In functions. Checking out a document reserves it for editing and no one else can edit that document until it is checked back in. Other users can still view the document in Read-Only mode, but can't make any changes to it. Checking in the document once the edits have been completed unlocks the file for future editing. It's also very easy to collaborate with other editors simultaneously using Co-Authoring in M-Files. Share files with specific people (both co-workers and outside parties) while ensuring no one else edits the document.
- M-Files automatically keeps track of every change to a document stored in the vault. Previous versions of the document can be viewed or recovered at any time, which eliminates the risk of accidental data loss. This version history audit trail also meets stringent quality standards in regulated industries.
- Managing permissions for documents or document classes is easy and dynamic. Because M-Files is driven by metadata, permissions are changed automatically when there are any updates. Everything from setup to maintenance is intuitive and simple.
- M-Files automated workflows streamline common business processes like contract approvals, invoicing, and controlled content like standard operating procedures. Here's an example of a simple SOP workflow: A draft is created and approved or rejected by the content manager before it can be published. Once published, the SOP is reviewed periodically to ensure it's up-to-date and meets quality standards in the future. Controlling content in this way is required for pharmaceutical, medical device, and biotechnology companies to comply with FDA requirements.
- M-Files automatically monitors each step of the workflow process and sends notification emails when there's something that needs to be handled.
- Accessing important information and documents no matter where you are is vital. M-Files Offline Availability allows you to view, edit and save documents even without access to Wi-Fi or a VPN. Dynamically choose which content you need offline (like all recent documents, or documents related to a certain Customer or Project) and M-Files makes sure it's available at all times. All of the changes to content, metadata and access permissions are automatically synchronized as soon as you're back online.
- M-Files Web Access connects you and external parties to the M-Files vault through a standard web browser. The interface is almost identical to the Windows client and works with Mac and Linux based computers.
- The M-Files mobile apps for iPhone, iPad, Android, and Windows Phone allow you to stay productive on the go. View documents and manage workflows directly from your tablet or smartphone. Install the M-Files app now for free from the App Store, Google Play and Windows Phone Store.
- Here are some of the more advanced features available in M-Files.
- The M-Files reporting module provides useful insight about your documents, business processes and other important company information. Easy to understand reports and dashboards can improve your management decisions by providing business intelligence on important metrics related to sales processes, completed and in-process projects, the size and state of proposals, order volumes, employee training and certifications, compliance audit findings and deviations, and so much more. The M-Files Reporting module also has the ability to display external content in M-Files, such as data from CRM and ERP systems. For example, you could show the latest sales and production figures, in addition to analyzing your document approval processes all in the same interface.
- M-Files makes it easy for businesses to improve their quality management systems and meet certification requirements with document and process management capabilities designed for organizations with strict quality and compliance needs. Ensuring adherence to quality processes and policies is a must for highly regulated industries like Pharmaceutical & Life Sciences, Healthcare, Aviation, Mining, Petrochemical, Food Production and more. Manage audits and inspections efficiently with a comprehensive time-stamped log, audit trail and version history. Enforce mandatory workflows to ensure business process compliance. Sign documents electronically within M-Files. Manage and monitor all access permissions.
- Use any existing TWAIN or WIA scanners or multi-function devices to scan paper documents directly in to M-Files. Once imported, the scanned pdf content becomes fully searchable for quick access later. It's even possible to automatically tag the document with metadata using Zone OCR on barcodes and QR codes. All scanned documents benefit from unique features in M-Files that maximize the usefulness of digital documents: Access all content using Dynamic Views Take advantage of Automatic Permissions assigned to documents Automatically apply Workflows to documents based on what they are
- M-Files supports integration with numerous 3rd party business applications: Microsoft Dynamics Microsoft SharePoint Microsoft Office Salesforce NetSuite ConnectWise Autotask Autodesk (AutoCAD & Revit) Kofax Express PSIGEN These integrations provide both cloud-based and on-premises solutions that enable users to easily tag (or attach) documents to CRM or ERP records such as accounts, vendors, leads, contacts, opportunities and invoices. Once tagged, it’s simple and fast to locate any important customer-related document directly from the external interface, or within M-Files’ familiar Windows interface.
- M-Files is simple to set up and use, yet highly configurable. Managing users, permissions, and the document structure is straightforward and dynamic. From integrating with external third party systems to creating workflows for your most common business practices, M-Files is built to meet all of your enterprise content management needs without adding unnecessary complexity.
- We have a different philosophy about what software should be.
- Organizing content by what it is instead of using a traditional folder structure allows you to access information exactly the way you want to. With 3 deployment options (Cloud, On-Premises & Hybrid), you choose the configuration that's best for your business. M-Files is built to meet all of your enterprise content management needs without adding unnecessary complexity. M-Files is integrated directly in to Windows, giving you an instantly familiar user interface. M-Files supports integration with numerous 3rd party business applications (like CRM and ERP). Access your information and documents from a laptop, iPhone, iPad, Android device or Windows Phone.
- Check out our collection of videos that illustrate how easy it is to use M-Files enterprise content management (ECM).