Data extraction and reporting module

Five reasons for the implementation

• Digital asset management is organized in one system
• Access to digital assets is controlled and bound to authorization
• Measuring activities leads to a more effective operation of the organization
• A solution to data life-cycle management
• GDPR-compliance

Business areas of use

• Based on every data field stored in the system and all activity-dependent data (e.g.: creation date, current manager, workflow step, etc.) filtering and search can be executed. This way every case, document, or activity and all related information becomes accessible providing the basis for digital administration.
• Retrievals can be run regularly and scheduled
• supporting the task completion of individuals as well as groups
• making the performance of each professional field objectively measurable
• Automated reports make all important information describing important activities quickly accessible:
  • With the right procedure structure prognoses can be calculated
  • Performance and workload of professional fields
  • Measuring error proportions and error rates help indentify areas in need of development
  • Processing times are measurable in terms of numerous dimensions adapted to organizational needs
  • SLA-measurement and reporting
• Detailed and complex databases adapted to individual needs can be extracted that provide the basis for an objective, deep business analysis.

Advnaced search

Procedures and metadata become searchable immediately after parameterizing.

Users can search by:

• Document type, author
• Metadata connected to documents
• Documents’ text content (OCR)
• Place in a workflow
• Storage places linked to documents
• Variables in templates
• Creation date

Executives can easily see:

• Expired documents
• Exceeded deadlines
• Workflows
• Responsibilities in documents

4 functional categories

• Search engines support finding one or more cases, clients, or documents
• Reports are created pre-parameterized for multiple extraction of documents, cases, statistics, and data
• Authorization search makes the access authorizations of a user, group, or role searchable
• Log search supports search in system logs and case logs

Search types

• Simple search: Google-like search engine that searches in the document titles

• Document text search: Google-like search engine that searches document titles as well as text content

• Detailed search: Complex interface to search any index field or basic data

• Type search: searches on the basis of preset metadata groups; groups can be freely created for each document type

Reports

The purpose of the report is to collect data from the system based on predefined conditions, to structure them, and to display them visually. It ensures quick and effective data extraction and statistics-based reports on which executive dashboards can be built with no developer’s knowledge.

Main functions:

• Reports according to preset metadata groups: e.g.: list of cases waiting for a given workflow step, list of cases generated in a given time interval, number of cases matching a given set of conditions, etc.
• Waiting time report (6 Sigma): time elapsed between arrival and departure at a workflow step is measurable and related standards can also be defined ensuring a sophisticated SLA measurement.
• Processing time report: it measures the time elapsed between two selected steps of a workflow that makes the processing time of a case, product group, or activity also measurable.
• Further predefined, special reports