Collaborative Document Management System

Business

The client is specialized in providing complete end to end turnkey solutions to the pharmaceutical Industry right from concept to commissioning. Their knowledge base comes over with 25 years of experience working in Pharmaceutical Engineering and complies with stringent requirements of Pharmaceutical Regulatory Standards. Their engineering design team and project execution team have worked with multi-national pharma companies and are well versed in the dynamics of Pharmaceutical Engineering. At present they are in a position with more than 20 years of experience to manage any pharmaceutical formulation project.

Challenge

The client has various departments and divisions in the organization. Document move from one department to another. There was no application or process to have all the documents in a centralized directory which can be tracked and managed. Duplication of documents was another major concern for the client. All the documents were managed on the file servers. They had to take data backup manually.

Solution

AscenWork developed a SharePoint Collaborative Document Management System where documents can be managed and stored in a centralized directory. The documents can also be shared across various departments/users and groups. Any changes in the documents can be done collaboratively with Microsoft Office Online. The collaboration gets done in Real-time where multiple users can work at the same time on the same document. The system creates versions on the document and marks the changes which are done by the user capturing its timestamp. We also built a dynamic document renaming logic which works as the naming convention mentioned at the master level. This helped in standardizing the document naming in the application.Eg: Year/Department/Division/Doc-name.extention ( 2020-Operations-Admin-AscenworkProject.pdf ) , note the user had uploaded only AscenWorkProject.pdf.

Key Features of Document Management System

  • Manage Multiple Organisation
  • Muti-Department
  • Multi Division
  • Document Upload
  • Centralized Document Management
  • Document types like docx,xlsx,pdf,pptx,autocad files and many more
  • Document Sharing
  • Document Check-in / Check-Out Functions
  • Major and Minor Document Versioning
  • Realtime document editing ( Co-authoring )
  • Auto Document Renaming

RESULT

With AscenWork’s SharePoint Collaborative Document Management System, the client was able to sort all their project document according to department and activity-wise under one project. With our unique file naming feature, they were able to bring uniformity, irrespective of the user uploading the file with different name software will formulate it and will rename the file according to the condition given. This also helped them centralize the whole database. From a security perspective, other users could view or edit any document until the creator selects the user with whom the document will be shared for viewing/editing purposes.

AT A GLANCE

What they wanted to do-

  • Streamlined processes
  • Centralized Document Repository
  • Document Standardisation
  • Department wise document storing

What they did –

  • Standardized on SharePoint based Document Management System
  • Used end to end application development by AscenWork Technologies
  • Collaborated on various processes through the application.

What they accomplished –

  • Drastic reduction in Humar errors
  • Improved compliance
  • Centralized Storage of Documents
  • Superior Data Infrastructure on SharePoint