Control Mechanisms

Internal Control Mechanisms

Script-API

The central task of a DMS is to provide optimal support for business processes. Event control provides flexibility in adapting ArcFlow to suit specific needs by allowing the administrator to link self-composed scripts to certain events. This lets the administrator individually manage workflows. For example, ArcFlow can be set to check the total amount due in an incoming invoice. If the total is above a certain set value then instead of being passed on to the department head the document is passed on to his/her superior.

The administrator can also use the event control to set up the system to check all incoming e-mails to see whether they match previously defined criteria before they are archived – in the process either filtering out all messages defined as containing spam or archiving these in a separate area within the system. Initiating a workflow or having a task run at specific intervals when a certain electronic message arrives is also conceivable. The ODBC interface also allows incoming documents and their contents to be compared with data stored in other systems, thus enabling individual process control.

Add-ons for Optimum Project Handling

In addition, add-ons let you optimally modify ArcFlow to suit your own individual needs. Use them to set the system up so that certain user-defined actions are performed when a newly-integrated button or menu item is clicked. This method can, for example, be applied by a user to generate a new ArcFlow project folder. The project master data sheet can be directly linked to a workflow so that the sub-steps and the whole project procedure can be illustrated for the user in a transparent and clear manner. Furthermore, flexible reporting is also made easy. For example, one can see at a glance which projects have been successfully completed during the past month, which projects are still in progress and what their current status is.

ODBC Interface

ArcFlow provides access to other databases using ODBC. This means that information such as customer and order data available in the ERP system is automatically imported into ArcFlow. Not only does ArcFlow import customer and order data but also current event information, such as, for example, that a certain invoice has been booked in the accounting system. On top of this, ArcFlow also pulls supplementary information from other documents together when needed. If, for example, an invoice number has been provided ArcFlow can also determine the supplier-related data even if this data is contained in a different document within the ERP system. The DMS thus provides the link between all the various documents.

External Control Mechanisms

API

The API (Application Programming Interface) enables the control of all ArcFlow functions using various programming languages. Using a C-DLL almost all DMS functions can be provided where they are needed. For example, a document search can be integrated into an existing ERP system.

Command Line Control

Using commands ArcFlow can execute certain orders independently, e.g. to set the database to backup-status or to stop services without it being necessary for a system administrator to be logged in at the machine.

Application Remote Control

Using the ARC (Application Remote Control) interface ArcFlow can be completely controlled by external systems. This control function allows arbitrary programs to send commands to the current ArcFlow window using a previously set-up socket connection. Using this method, for example, documents can be displayed, workfolders can be created or documents opened for processing. Administrators can make use of this interface for navigating within existing workfolder structures.