e-grou controls and manages your company´s documents, contributing to increase productivity, process efficiency and information security, regardless of the format and physical media used for the contents.
e-grou allows for unified management of the information created by the software applications used to support the administrative and technical activities of your organization, reducing the time spent for searching, handling, approval and distribution of these documents.
e-grou routes mail and documents without requiring any paper copies, reducing space requirements, speeding up document circulation and approval processes, while improving traceability and accountability. Structured and ad-hoc workflows are supported.Integration with other software solutions, such as ERP and CRM solutions is made easy with e-grou´s API. This API is used by e-grou connectors to integrate with MS Office applications and the AutoCAD suite of products, from Autodesk, to ease work to information creators.
Mail Management
e-grou registers, organizes and routes all incoming and outgoing mail in paper, electronic format and email. Mail registers are organized in smart folders, according to predefined criteria accessed by users according to their access rights.
By using the e-grou connector with MS Office Outlook you can register incoming and outgoing emails and import them directly from Outlook.
Connectors with other MS Office applications allow users to register and import the documents created from within these applications.
Life Cycle Document Management
e-grou manages and controls access to change and approval of document-based information. Documents are organized in smart folders and access is controlled according to assigned user rights.
You may create as many document types as needed and for each of them specify the revisioning scheme, the approval workflow, the attributes, the security, the templates, etc.
The life cycle of document-based information is captured including, for each revision, who changed it and the what, why and when.
Integration with the MS Office applications and the AutoCAD suite of products allows access to e-grou documents from within these Office applications.
Workflow and Notifications
e-grou supports both structured and unstructured workflows. e-grou workflows provide for a complete audit trail of the mail routing and document approval processes.
You can define the type of task, the participants, and the notifications to be sent. There are automatic tasks that are launched when certain events occur based upon the value of document attributes. You may also subscribe notifications.
Organization and Navigation
In e-grou, information is displayed in folder hierarchies, much like as in Windows Explorer. However, each folder in this tree is a smart folder since it is associated with a criterion for visual organization of your information.
In e-grou, the document is automatically organized according to the several smart folder hierarchies that are defined. Although you can find the same document in different smart views, there is only one file in the system.
You may search for a document browsing through e-grou´s folder hierarchies or by creating a specific search. You may create structured searches, based on property values, full text searches or combine both.
Protect your information
e-grou saves all documents to protected operating system folders located in a single server or distributed across the network. Access to documents is controlled, according to assigned user rights.
History of user interaction with the system is saved into a log file to track user actions and audit the system. The e-grou Administrator can configure which actions are to be logged. Document attributes and configuration information is kept in an MS SQL Server data base only accessible to the e-grou Administrator.
e-grou provides two levels of backup and restore. An internal level, using a recycle bin to allow that any item – document, register, process, etc. – removed by a user be recovered or definitely removed by the e-grou Administrator.
The other level, external to e-grou, is concerned with the overall system, data base and documents. The System´s Administrator can configure the procedures to automate security backups of the OS folders used by e-grou and of the MS SQL Server database. Backup data can be easily restored.