ADA System | ENTERPRISE INTEGRATION

ADA System will meet the organization’s requirements for ECM and workflow processes and supports out-of-the-box integration. Just as the firm’s physical archive is a center point for data storing and retrieving – so does the ADA System, it provides services for interaction with external systems and directly with the users.

Most firms are likely to use a Legacy system, ERP, or CRM solution. These systems need to send data and documents to the ADA System when starting, changing or ending a business process and it might need to get data and documents from the ADA System on events like document creation or modification to enable a business process to start, changed or stopped. ADA System provides Web Services that support a smooth connection.

RETENTION CONTROL

ADA System retention module makes it easier to handle your storage efficiently. Retention actions can be performed on your storage automatically according to the organization’s policy. You can move selected documents or entire storage groups from one location to the other. The module handles different storage types: short term storage, long term storage, secured storage and other storage like EMC Centera. Moving documents and storage groups from expensive short term storage to long term storage can save you money and will free space for more short term storage. The module enables the compression of documents (into a ZIP file) while moving to long term storage. You can also delete documents that you do not need to preserve according to the organization policy and regulation.

The ADA System retention control supports the following features:

Review & Approval Process: The retention activation process is triggered using the “inactivity Date” of the file and the retention period assigned for each file according to predetermined criteria. Once a file is assigned with a ” inactivity Date” it will be included in the “Retention review process” which activates a review/approval action. The review/approval process will determine placement of the file in a long-term storage (with compression option) or mark the file for deletion.
Delete old documents: Old documents that you do not need to preserve according to the organization policy are a burden on your file system and your archives. Easily create special delete policies and create delete tasks to remove these documents from your system.
Move to long term storage: Move your documents from short term storage to long term storage. According to your specific policies.
Compress long term storage: We offer not just to move storage content but also to compress it resulting in smaller storage space.
Secure sensitive documents: Move your documents to the ADA System StrongBox which offers highly secured and encrypted storage for your sensitive files.
Move whole storage groups: You can move whole storage groups and not just documents.
Storage reports: The retention module creates storage reports that provide information of the storage changes over time for all your storage paths in the ADA System. These report also warn on low free storage space and predict when the storage space will be full.
Retention auditing: all delete\move tasks are audited and can be displayed in customized reports.
Fast results: Many tasks can be handled simultaneously. This allows you to achieve fast results after defining your storage needs.

The Retention Module can be activated on a file level

In this case it will be based on the “Closure Date” of the file and the retention period assigned for each file by its file type.

Once a file is assigned with a “Closure Date” it will be included for “Retention review”. When the retention period is set an alert will be sent to selected users.

Files that assigned with “Retention review ” can be review by authorized users – and set for “Disposal” or “Retention”. Once files had been included for “Disposal” or “Retention” an alert will be sent to selected users.

Files that assigned with “Disposal” or “Retention” can be reviewed by authorized users – and set for “Approved for disposal” or “Approved for Retention”.

When a file had been assigned for “Approved for disposal” – all its documents, workflows etc. will be disposed by the retention process and the file “Retention status” will be set for “Disposed”.

Files that had been assigned for “Approved for Retention” – all its documents will be moved to a predefined storage.

DATA BASE CONNECTIVITY

ADA System Data Base Connectivity Module make it easy to link to external data provided with views or tables in external databases or with the use of web services access. This way the ADA System can be linked to systems that exist in the customer’s environment, such as ERP, CRM, HRMS or any other legacy system.
The module provides the ability to show data from an external database in the ADA System UI on the fly. This facilitates fresh data for the users and avoids data duplication and erroneous data entries. Loading up new document to the system can be better controlled by verifying data in an external source and avoiding loading erroneous data onto the system.

FILE LOADING SERVICE

With the ADA System FLS Module, you can automatically upload documents and data from any device or system that will deposit documents or data in one of the FLS monitored folders, or, communicate directly with the FLS Web Service. Manual work and manual monitoring is not needed when employing the FLS capabilities. Uploading can contain just a content file, an index file or both. The module enables adjacent systems, fax servers, etc. to transfer documents for uploading into the system. Documents can be loaded into workflow queues right after the module takes them. The module can upload unlimited number of documents and data simultaneously and automatically.

FILE EXPORTING SERVICE

The FLX module is an engine for retrieval of information and document from the system. Adjacent systems, portals, etc. can employ the module with a secure access using a Web Service and obtain the required documents and information. The required extracted files can be combined into one file in a desired format, e.g. a PDF file containing the entire required documents (even if they are of different type, i.e. TIFFs together with MS-Office documents etc.).

The ADA System SAP Integration seamlessly connects SAP business objects to documents stored in the ADA System repository. Linking key business content to SAP enables better collaboration between departments, improves customer service and supports overall productivity improvement. Supplying users with mission-critical documents when they need them empowers users to make decisions that greatly increase process efficiency.

CRYSTAL REPORT INTEGRATION

ADA System Crystal Report Integration Module enables integration of with Crystal Report Designer , using its numerous capabilities. The number of reports that can be designed and added into the application is unlimited. ADA System allows design of canned reports and save them for continuous use on a regular basis.

Data Access

Crystal Reports provides broad data connectivity options making it easy to access enterprise data and satisfy end user information requirements. Whether you require access to databases, files, logs, application systems (CRM, ERP, etc.), or program elements, you can use Crystal Reports.

More than 35 data drivers. Access virtually any data with native, ODBC, OLE DB, and JDBC connectivity to relational, OLAP, XML, legacy, and enterprise data sources including, Oracle, IBM DB2, Sybase, Microsoft SQL Server, and Informix.

Custom data. Access user-defined (in-memory) application data by connecting to JavaBeans, ADO.NET, and COM Data Providers.

Tight control over database connectivity. Write your own SQL commands or use the Crystal Reports proven query generation capabilities for flexible control over database connectivity.

Multi-data source access. Connect to a unique data source or combine multiple data sources in one report.

XML support. Integrate Crystal Reports with your B2B or B2C applications via XML data access or export.

Unicode support. Use Unicode strings to display data stored in almost any language and present multiple languages in a single report.

Formatting and Design

Crystal Reports offers a high degree of flexibility and control over how data is presented and formatted.

Visual report designer. Quickly design interactive reports using an intuitive, drag-and-drop interface and object-oriented explorers.

Experts and wizards. Use optional experts and wizards to simplify common reporting tasks such as connecting to a data source, selecting, grouping, sorting, and summarizing data.

Any report type. Create virtually any report you need including cross-tab, conditional, top N/bottom N, summary/drill-down, form, mailing label, OLAP, and subreport.

Charting and mapping. Increase the graphical impact of your reports by choosing from a wide variety of map and chart types including bar/3D bar, pie/doughnut, line, Gantt, gauge, funnel, XY scatter, ranged map, dot density map, and more.

Reusable report objects. Expedite the report design process by storing key report objects—including text objects, SQL commands, bitmaps, and custom functions (formulas)—in a central managed library (provided in Crystal Enterprise) for sharing, reuse, and single-point updating across multiple reports.

Customizable templates. Spend less time formatting individual reports. Design and apply customized templates that specify standards in formatting and logic—including data access operations—to ensure design consistency across reports. You can even use existing reports as templates.

Powerful formula language. Use the extensive formula language in Crystal Reports with over 160 built-in and user-defined functions and operators to tightly control report formatting, complex logic, and data selection. A call-stack makes debugging data-level errors easy. A formula extractor and formula workshop are also included.

FILE “TO GO”

The File “To Go” module enables export of documents from the system to CD, DVD, optic media or flash drive for sharing them with an external entity, such as a lawyer or others who may require access to documents of a particular portfolio. The documents on the portable media can be viewed with their meta-data without any software installation and without a viewer for scanned documents.

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