JobRouter® Archive : Document management made easy with an integrated digital archive

Seamless integration into JobRouter®

In JobRouter®, deputies can be defined or steps can be assigned to other users. In such cases, those users have the appropriate permissions for the respective process to view documents and, if necessary, edit them. This completely eliminates the need for a second permission structure independent of JobRouter® that would otherwise require complex maintenance and updates.

Automated workflows with system activity

Using the corresponding system activity, you can control key archive functions directly from within a process. The system activity can be integrated into any process at any point.

It offers the following features:

• Archiving documents
• Archiving PDF logs
• Changing index data
• Deleting documents
• Reading index data

Form integration

The JobRouter® Viewer dialog integration makes it possible to display documents on the right-hand side of a dialog.

De­du­plic­a­tion

You can enable the “de-duplication” option in the JobRouter® Archive. It automatically detects files that are stored more than once and saves them only once in the file system. This also works across archives.

Especially when archiving documents that were sent to different recipients within the company, for example by email, the same documents may be stored multiple times in different archives with different index data. This can be useful. However, duplicate storage in the file system is unnecessary.

Versioning

Documents stored in JobRouter® Archive can be assigned versions. Automatic version control can also be enabled so that a new version is created whenever a file is changed.

Mul­ti­lin­gual archives

Translations can be stored for both the archive name and the index columns for each archive. These translations are used, for example, when displaying result lists and ensure that every JobRouter® user sees the archive in the language defined for them. This functionality is available only in conjunction with the JobRouter® Enterprise Edition.

Audit-proof storage

For the audit-proof storage of documents, each archive can be configured so that deleting documents is no longer permitted. In this case, depending on the configuration, new revisions of a document can still be created and stored, but documents that have already been stored can no longer be modified.

Event log

For the audit-proof storage of documents, it is important to be able to document all actions performed on a document. For each archive, you can decide which events should be logged. The storing, modifying, and deleting of documents, as well as reading and downloading, can all be logged.

The administrator has access to the event log and can view the logged events for each individual archive. For each event, a link to the triggering workflow is stored, which means it remains possible to trace afterward in which context the action was performed.

URL integration

In many use cases, it is necessary to access documents directly from other programs. For example, you may want to open an archived receipt via a direct link from the ERP system without having to perform a manual search in the archive.

JobRouter® Archive provides URL integration for this purpose, allowing you to create custom URLs. These URLs then return either exactly one document or a result list. It is also possible to specify whether the document should open in the viewer or be made available only as a download.