Document Control

This module is designed to control documentation, above and beyond simple document management. Unlike other software, Workbench Document Control module allows the efficient management of documents and media ranging from simple emails right up to complex company procedures.

Using intelligent business rule technology and configurable workflows, Document Control will ensure that every person within your business or organisation will have instant access to the information that supports their role. Furthermore, if the documentation is changed they can be automatically notified via email and can be asked to acknowledge receipt, eradicating the risk of someone working to a previous version of a document or specification.

Benefits

Removes the time consuming paper chase
Paper/archival storage costs eliminated
Reduces administration overheads
Ensure compliance with regulatory standards such as ISO, FDA, and many more
The risk of keeping multiple paper copies of changing documentation is reduced
Encourages employee involvement and promotes ownership of procedures
Users only have to make 4 clicks to easily locate a document – encourages staff use.
Secure, controlled management of thousands of documents
Helps smooth accreditation and certification processes
Control who sees which documents and when
Discover where duplicates have been made
Obsolete documents are controlled to prevent unintended use
Option to distribute to PDF if required
Full reporting and analysis for managers

Our latest Workbench release icludes the powerful Workbench Office add-on, specifically designed for the Office suite of applications. Find out more

Module Features

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Scalability

Scalable from small departmental Local Area Networks (LANs) to enterprise wide solutions.
Documents can be viewed, approved and issued over geographically dispersed sites.

Flexible architecture

Works with your existing applications used to create and edit documents.
Any type of document can be held in the database - procedures, drawings, forms, work instructions, spreadsheets etc.
Documents are viewed or edited using standard Windows applications : Word processors, Flowcharting software, Project planning and many others.
No need to retype documents. Simply Import single or multiple documents using Drag and Drop.

Ease of Use and Functionality

On-line creation, review, approval and issue of documents. Quick and easy document retrieval through the use of document attributes, filters and keywords.
Documents can be accessed from all other modules of the Workbench suite and the Web client IntraVista

Workflow and Messaging

Strict document control cycle. New revisions can only be generated as a result of Change Requests approved by relevant parties.
The status of a document is available at any stage of the document control cycle
Messaging facility allows users to be notified of changes to a document.
Document Review allows users to enter comments or requests before a draft document is approved.
Check in/Check out features allow documents to be edited by users not connected to the network, yet still maintain security and control.

Security and Control

Only personnel with the appropriate access rights may view documents controlled within Workbench, this includes secure access via our IntraVista web products
Security templates provide complete control over each user's menu options.
Encrypted passwords are used for logging in to the system and as an electronic signature for approving documents and acknowledging their receipt.