ePHOENIX can be adapted to any document process by defining document types, naming conventions, associating procedures and configuring distribution mechanisms. Using the Management Tool GUI component, users can set up the following aspects of the system to produce a behaviour suitable to their business:
Everyone who needs access to the system has a userid record. Each user is then assigned to one or more teams with a certain set of privileges.
Teams are groups of users, normally an existing organisational unit, with a common mailbox. Users can be assigned to multiple teams to perform different tasks and hold several roles.
Algorithms can be used for the customised automatic distribution of messages among teams and then among members within the team. For example, messages can be distributed based on classification ranges or on a range of application numbers, or simply as “round robins”. Several algorithms are built-in and others can be added as the interface is open.
IP documents normally pass through or are relevant to different “procedures”. ePHOENIX allows any number of these procedures to be defined so that relevant documents can be logically grouped and be available to the user according to context. Moreover, status screens showing bibliographic data from legacy systems can also be mapped to these procedures. The user then sees all the documents and relevant bibliographic data in a single “procedural” view. Although documents exist only once in the system they can be part of multiple procedures. Hence, a large number of logical folders with documents can be created without creating multiple instances of the documents or dossiers themselves.
Each document is given a short mnemonic code that is associated with a full description and a default set of attributes (public Y/N, to be published Y/N, create a message Y/N, etc.). The document codes and the attributes are not fixed and can be changed by the user. The implementing office is free to choose its own set of codes, naming conventions and attributes. It is this flexibility which allows ePHOENIX to be used in offices doing similar work but having different IT systems, business organisations, procedures, habits, preferences, and so on.