AutoEDMS Version 6.5

 

Robotech is implementing  AutoEDMS Document Management and Workflow System which is designed for workgroups and multi-site enterprises. AutoEDMS helps manage computer-based files, data and programs -- from engineering to accounting and from production to sales. AutoEDMS is often used by engineering and manufacturing firms and is currently managing files for thousands of organizations worldwide.

Databases & Forms	Workflow & Revision Control
Customized Forms	Workflow Routing
Database Search Tools	Revision Control (ECO/ECN)
Client/Server Database Design	File Check-in/Check-out
Database Performance	Reports & Audit Trails
Database Reliability	EMail Notification

File Viewing & Integration	File Storage & Security
File Viewing, Redline & Compare	"Dynamic Drive Mapping"
Integration With Other Programs	File naming, Storage & Backup
	File & Database Security

Implementing AutoEDMS	Program Requirements
Customizing AutoEDMS	Hardware & Software
Implementation Plan	486 with 4MB Min.
Concurrent Licensing	Pentium with 8MB Rec.
Maintenance & Support
Manuals & Training

Workflow Routing  AutoEDMS provides workflow routing of documents, typically through a draft,  check, approve cycle. In this scenario, AutoEDMS automatically protects files that arein-process and keeps an audit trail of all file activity, in both a report form and database export form.  The integrated AutoEDMS Workflow Engine automates the design and administration of workflow processes, and also provides status reporting and audit trails. The Workflow Engine includes the Visual Workflow Designer that is used to design and modify custom workflow processes. By "dragging & dropping" icons that represent the various workflow steps, authorized users can easily build a complete workflow that can be viewed and printed to document the process (Figure 10). Each stage of the workflow has properties (parameters) that can be set for file movement, EMail notification, file routing, etc. Custom "ACL" routines can also be added to each step with the optional Workflow Developer's Kit to implement additional workflow functions that may not be addressed by the built-in Workflow Engine.

File Viewing, Redlining and Document Compare AutoEDMS offers two integrated file viewing modules: the CAD Viewing Module and the Document Viewing Module. With both modules, AutoEDMS views over 200 file formats, including AutoCAD, MicroStation, scanned CALS IV and TIFF images, JPEG color photos, Microsoft Office files, WordPerfect, Lotus, etc. All 200+ supported file formats can be viewed and printed by AutoEDMS, without using the native application. For ISO9000-controlled documents, the print option can be disabled, based upon a user's security restrictions. Redlining, Markup, Annotation and Commenting ACS offers the optional AutoEDMS Redline/Compare Module that provides redlining and annotation with sticky notes. Redlining is controlled through AutoEDMS security, to prevent unauthorized users from marking-up protected drawings. Vector drawings can be quickly compared to show the changes between revisions.

Dynamic Drive Mapping AutoEDMS will manage files on multiple servers, on local drives, on optical jukeboxes and across modem connections. It tracks files using its exclusive Dynamic Drive Mapping (DDM) technology. DDM keeps track of files by their physical "UNC" location (fileserver name/volume name/path and filename), instead of drive letters.  This enables each AutoEDMS database to locate the managed files, without being confused by user's mismatched drive letters.  Drive letter conflicts are a problem on local area networks (one user's Drive G: is another user's Drive M:) and almost unavoidable across wide area network links. Dynamic Drive Mapping avoids drive letter conflicts automatically and simplifies network administration.

Implementation Includes Customization Off-the-shelf, AutoEDMS will probably meet about 80% of your needs. Every installation has different requirements, and that "last 20%" is often the key to significant increases in efficiency and productivity.   AutoEDMS includes a wide array of customization tools that give it the extra flexibility and extensibility to stretch and fill that crucial last 20%. You can customize every AutoEDMS database and Form with the graphical FormBuilder program. Workflow routes are designed with the Visual Workflow Designer. AutoEDMS also includes powerful Attaché file management functions and the ACS Customization Language (ACL). FormBuilder Creates Custom Databases & Forms The AutoEDMS FormBuilder is a Windows-based, graphical database and screen designing program. Forms and databases are created with FormBuilder, where database fields are "dragged & dropped" on-screen. AutoEDMS Forms can be designed around colorful background images, to customize AutoEDMS' entire look & feel. FormBuilder includes a number of industry-specific Form templates that you can use right out-of-the-box. Attaché Functions Automate Document Management AutoEDMS includes built-in Attaché document management functions, including revision control, automatic filenaming, EMail links, mass database and file manipulation, batch printing, and more. These powerful document management functions are easily configured, without any programming. The Attaché functions can also be further customized with the built-in ACL customization language.  Application Program Interface AutoEDMS employs industry standards, including DDE, OLE, MAPI, ODMA, etc., though an API called ACL (ACS Customization Language). The ACL language is a high-level ASCII language, similar to batch commands or BASIC. The ACL language offers well over 250 commands, including full user interface (list boxes, buttons, text input, etc.), file input/output, string and math operators, conditional logic, client/server DDE and more. The ACL language includes over 100 ACL program libraries and allows system administrators to easily customize AutoEDMS to add functionality and fine-tune the built-in Attaché functions. Custom search routines, drawing "sequencing" and links to other databases and applications are good examples of the power of the ACL language. Since the ACL language is ASCII based and non-compiled, it is easy to implement required changes. AutoEDMS does not require the use of low-level "APIs", so experienced programmers are not needed to customize it. More importantly, as new versions of AutoEDMS become available, existing ACL customization is saved, since only the main executable programs are upgraded. The flexible design of AutoEDMS allows each company to customize AutoEDMS to meet their specific document management needs, now and in the future.

System Requirements AutoEDMS is typically installed on a shared fileserver drive, however, for slow networks, such as a WAN, AutoEDMS can be installed on local hard drives and configured to share files and data from a central fileserver. This option reduces network traffic and improves the performance of the AutoEDMS system. Workstation Requirements AutoEDMS requires a 486 or better class computer, with a minimum of 4Mbs of memory (a Pentium with 8Mbs of memory is recommended). Minimal (less than 100 kbytes) workstation disk space is required since all program modules are stored on a shared fileserver. Fileserver Requirements AutoEDMS supports all classes of fileservers and storage devices, and no additional server memory is required for the Btrieve Engine or AutoEDMS. With the Btrieve Engine, only one server process is added to the fileserver configuration. Connectivity Requirements AutoEDMS supports all manner of connectivity methods between AutoEDMS sites, as long as workstations have "file service" access to the remote servers (attached as a network user). Because the AutoEDMS Btrieve database operates client/server under NetWare and NT, WAN traffic is very minimal and successful communication systems can be based on a comm-line speed as low as 28.8 kbaud (Figure 17). Batch transmissions of files requires higher speed data links. Support for NT Server and NT Workstation AutoEDMS supports NT Server through its client/server database engine. AutoEDMS currently runs under NT Workstation 3.51, NT 4 and Windows 95, as a 16-bit Windows program. ACS will release an update to AutoEDMS to support long filenames, later in '98.