10 Things You Can Do With CogniDox

10 12 Things You Can Do With CogniDox

VI-401753-TM

2© Cognidox Ltd 2014

Contents

1. Document Control

2. Graphical QMS

3. Enterprise Search

4. Product Release Engine

5. Blog Publishing

6. Customer Extranet

7. Help Desk Integration

8. Partner Collaboration

9. Document Analytics

10. Information Security

11. Employment Policies

12. Workflows & Rules

3

Smart document management for knowledge-based companies

4

Enterprise Information Management

There is a hierarchy of information management capability: the nearer the top, the more a company is competent in information governance, quality management and document lifecycle management.

5

#1 DOCUMENT CONTROL

Imagine it’s your first day at a new company and you are able to read about products, projects and company procedures without asking somebody “where are the documents?”

Or, you want to go back over a design decision you made two years ago, so you check the original specification and read the review comments

Or, you need to show an ISO 9001 Auditor how you manage document control procedures

If document quality is poor due to lack of version control or duplication, time is lost as staff work out what information they can trust

6

#2 GRAPHICAL QMS

CogniDox provides an excellent way to meet the document control requirements specified in ISO 9001, ISO 27001, and other standards

But, procedures that are left un-read in a document management system are not much better than paper-based equivalents kept on a shelf or in a filing cabinet

The CogniDox alternative is to create interactive flowcharts, store them as web pages, and use them in-browser to view procedures, open document templates, etc.

G-QMS is more widely adopted

7

#3 ENTERPRISE SEARCH

Search by title / part number or by full text search (every word in documents from which text can be extracted)

The search results are up to date because it indexes content every 15 minutes

Search results are based on relevance, not rank / popularity (semantic search)

Uses leading open source tool (Apache Solr)

8

#4 RELEASE MANAGEMENT

Most product releases are complex and require a specific configuration to work reliably

You can have great teams using the best tools, but still suffer from information silos in product development

CogniDox integrates with tools for Hardware & Software development and collates diverse product elements

CogniDox has a Release Management engine for publishing release packages to customers

9

#5 BLOG PUBLISHING

Blogging is an essential part of inbound and/or content marketing

Too few people (usually in Marketing) have more than their fair share of responsibility for producing content and ensuring it follows the correct ‘company message’. They use a blogging platform such as WordPress™, but only a few people have passwords to administer content

CogniDox enables a blog post to be reviewed and approved, then sent directly to WordPress via a CogniDox plug-in

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#6 CUSTOMER EXTRANET

Rapid deployment of web portals based on templates for CMS (Joomla!™, Drupal™, WordPress) or with integrated Help Desk template (OTRS™)

Restrict access to this area to only customers or registered users, who need a login and password to log-in. Viewable content is controlled by entitlement-based licenses

Publish directly from CogniDox - no need for CMS management or HTML / CSS skills

Document analytics to track downloads

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#7 HELP DESK INTEGRATION

OTRS™ is a free, open source Help Desk system that has many features:

Ticket creation via web, email, phone, fax, PDA, SMS or SOAP/XML

Templates for ticket and auto responses Separate web front-ends for service staff, customers, Self-service using FAQs and Knowledge Base articles

Open / closed tickets linked to CogniDox document part numbers and Licensees using OTRS plug-in

Extranet provides OTRS help desk and CogniDox downloads in one solution

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#8 PARTNER COLLABORATIONOpen innovation, design partnering and alliances are now the norm for knowledge-based companies

CogniDox enables “limited access” where partners have full user rights but very limited view of categories and / or non-entitled documents

No need for insecure FTP or limited-functionality file sharing workspaces

Full integration into existing product development processes and workflows

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#9 DOCUMENT ANALYTICS

Integrated with Piwik™ open source web analytics platform –installed on-premise so no sharing data with any third party

Similar to e.g. Google Analytics, only private

Can be used for internal CogniDox - what documents are most commonly accessed, or what navigation strategies do your employee use to find documents? Are employees accessing documents that should really be marked as obsolete?

Can be used for Extranet to provide same details but this time for customers / partners rather than employees

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#10 INFORMATION SECURITY

User Roles: give user-specific rights to CogniDox functionality e.g. a user cannot create new categories or only a subset of users have the right to approve documents

User Groups: group users according to some attribute e.g. all employees in Sweden, or members of Finance department

Security Profiles: restrict documents so that only authorised users can access them, and set what actions are permitted on those documents

Private Workspaces: create categories for the storage of highly restricted documents, and hide existence of those categories from non-participants

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#11 EMPLOYMENT POLICIES

Policy and procedures manuals and guidelines need to comply with governance, regulatory structures and internal standards

Employees have to acknowledge they have read and accepted the policy. HR have to track (manually) who has and who has not acknowledged

CogniDox automates this with the "View Policies” feature. A tracking report can be saved as a spreadsheet. Policies can be re-presented on a 'rolling' schedule

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#12 WORKFLOW RULES

Workflow rules for notification, review and approval can be set from category Defaults

Cater for cases where documents require a flexible set of rules e.g. any 2 approvers from a set of 5

Can filter routing rules to only apply to version (draft, issue); document type, security profile, license, customer, etc.

Rules are part of normal document operations, so a very integrated and intuitive action for user

Multiple rules can be combined

17© Cognidox Ltd 2014

Contact information

Paul Walsh+44 7768 486772 (mobile)

+44 1223 91 1080 (office)

Cognidox LimitedSt. John's Innovation CentreCowley RoadCambridge CB4 0WSUnited Kingdom

Registered in England and Wales No. 06506232VAT Registration No.: 930970714

salesinfo@cognidox.com www.cognidox.com