Document Management

Assai’s Document Management system stores all your items in a central repository equipped with easy and comprehensive search options on metadata and content for documents, drawings, correspondence, emails and more.

Manage your Documents to the Highest Standards

Store all documents, drawings, correspondence, emails, contracts, and purchase orders in a central environment. Most importantly, you control access, and always have the latest revisions and versions available for your team. In addition, dedicated search and drill-down functions allow you to find the information you need rapidly, using metadata search or content search with document management.

Document Management
workflow assai

Workflow

Assai’s Document Management System allows you to streamline and control workflows. In the first place, you can easily set up and maintain workflows. Next, make use of user inboxes, automatic workflow assignments, and forwarding, and take advantage of personal inboxes showing outstanding items. Thirdly, follow the status of documents, correspondence, and emails in flowcharts. Finally, make use of sequential and parallel workflow and automatic escalation options.

Security and Access Control

Assai has strong authorisation and identification control. Firstly, you have full control of who is allowed to open which records and files. Secondly, access control is easily organised in dedicated screens, from project to record level.  Moreover, every action is logged. Finally, logging to the lowest level can be activated and reported on.

Assai World Wide Accessibility

Worldwide Accessibility

Whether running Assai in the cloud, as an on-premises installation, or data center, information is always available to all stakeholders, both internal and external. In fact, dedicated portals support the exchange of document data and files with clients, (sub)contractors, and vendors. FTP sites are no longer required, nor is it necessary to attach files to emails. Moreover, Assai is fully web-based, supporting web browsers such as Chrome, IE, and Firefox.

Drill-Down and Search

Assai’s Document Management system offers many ways to search and find documents. For instance, by using multiple-choice attributes or content search, or by making use of the many drill-down trees such as the discipline-document types tree, the originator tree, or area-discipline-document types tree, amongst many others. Alternatively, walk down the Work Breakdown Structure tree folders or the asset structures, or use the AssaiBIM 3D-model viewer to find the required documentation.

Assai drill-down-and-search

Scanner Interface

Assai offers process integration with scanners. Scanned images can be processed easily in a dedicated data entry screen showing the scanned image on the right-hand side.

Interfaces with third-party DMSs

Assai interfaces with third-party file management systems including MS-Sharepoint and Opentext-CS10. Files uploaded to Assai are directly stored in the third-party system – no further user interaction is required. In fact, Assai users will not even notice that the file has been uploaded or retrieved from another system. What is more, changes to metadata such as title, status, and check-out/check-in actions are directly passed on to the external system.

interfaces-with-3rd-party-dms

Check-in and Check-out

Check-in and check-out are fully supported including group check-out. Thus, when a document revision is checked out, no other person can start working on the document revision – it is temporarily reserved for editing to the person who checked it out. Workflows support the required reviews after check-in.

Quality Control

Assai offers a complete set of procedures to manage your data. These procedures ensure that you can control and manage the latest project deliverables. Moreover, related information is always directly available. In short, Assai’s in-built and configurable procedures ensure that handover and commissioning are complete and meet regulatory compliance.

Quality Control

Project Data Management 

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Document Control

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Operations

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