ECM & EFSS unified with Doxis® iRoom®

Today’s requirements for collaboration and communication have shifted significantly. Cross-departmental teams, which are based across multiple locations and continents in different time zones, work together on shared projects and tasks. Most of these projects are not limited to internal project members, but involve external parties to contribute to the process. Here, the latest information and process status is crucial for all participants. Finding a tool that satisfies the users’ needs, but empowers the IT organization to stay in control of content is one of the challenges modern, international organizations face.

Our Doxis^® iRoom^® ensures user friendly project management in a secure environment, the virtual data room. Project members, even external participants like partners, suppliers and customers, can share, edit and access information, data and tasks securely and independently from time zone and location via web access. Doxis^® iRoom^® can be implemented for e.g. secure deal rooms for M&A deals or international construction projects with parallel and consecutive processes. When using Doxis^® iRoom^® the IT organization stays in control and has an overview of all actions, e.g. who has accessed which file and what changes have been made, via the audit trail.

The Doxis^® iRoom^® bundles SER’s ECM and BPM capabilities to a comprehensive collaboration tool and acts as a central point of information. Advanced access management and audit trails ensure highest security with the flexibility to add (external) participants or change their roles at any time. External participants are invited via email and get instant access to the information provided for their role: view only, editing or sharing rights or access to only parts of the content and processes of the overall project. Once the project or their contribution is completed, the access can be rejected with the same ease.

Team members need the most up-to-date information and data – especially when working in bigger teams in different locations, where personal interaction is not always possible. Therefore, Doxis^® iRoom^® not only provides the latest content and documents, but includes functionalities such as e.g. chat and wikis. Here, collaboration is not limited to documents, annotations and processes, but supports instant exchange, transparent for all participants. “Notes” enable any project member to provide additional information either for the entire project, individual files or process steps available for the entire team.

In addition multiple features enhance the user experience and productivity of the project team. Automation and automatic classification, intelligent search mechanisms, analytics and reportings provide extra insights and support efficiency.

When an ERP or CRM system is in place, information from these systems can be integrated into Doxis^® iRoom^® for a complete information overview. Project members do not need to switch between systems and have all project relevant information in one clear dashboard from where to navigate to the respective content or workflow steps.

When it comes to task management, Doxis^® iRoom^® serves as a full business process management engine. From the definition of the tasks to the monitoring of related deadlines, the user does not need to switch applications or tools. Task and processes can be set up as parallel and/or consecutive processes with the option for adaptive case management when needed. Its integrated project calendar provides an overview of all milestones, deadlines, appointments and follow-ups. The reminder functionality ensures that no deadlines are missed.