Steps to set up document management in BRIX ECM

The comprehensive BRIX ECM product provides essential document management capabilities and allows storing versioned documents, registering them under document categorization, routing them for approval, and signing them with e-signatures.

BRIX ECM activates automatically when you purchase the core BRIX Platform. Purchased named and concurrent platform licenses are used for the solution.

Components of BRIX ECM

Functions	Components
Document storage	App of the Document type. Widget for viewing the document file in its page. Support for document versioning. Counters.
Document registration	Document Categorization workspace. Document registration settings. Document registration business process activity.
Approval and review	Pre-built document routes. Business process activities: Approval, Send Document/App Item, Create Document Package. Configure templates for approval sheets and lists of informed users. Configure sheet archiving. Configure table approval routes using the Approval Routes and View Approval Routes widgets, as well as the business process Approval Route activity.
Document signing	Integrations for using electronic signature certificates from various providers. Business process Sign activity.
Printing documents with a watermark	Configure document print forms. Insert Watermark business process activity.

Steps to set up document management in BRIX ECM

To set up document management in your company:

Create apps of the Document type.

Use this type of app to work with contracts, certificates, invoices, and other documents. These electronic documents contain the file and all the information about it, such as the registration number, status, creation date, and so on. Apps of the Document type are convenient to work with: you can route them, use them in other business processes, and track their progress by status. To learn more, see Document-type apps.

Create and configure document categorization.

Document categorization allows users to register documents and makes search easy. To learn more, see Document categorization and registration settings.

Set up registration.

You can register documents in BRIX both manually and automatically. For automatic registration, you specify a registration number template. To learn more about registration settings, see Work with document categorization.

Set up document access.

Specify which employees can view, edit, or delete specific documents, files, and folders. To learn how to do this, see Access to documents and files.

Configure a document route.

For example, you can create a business process where a contract is generated from a template, sent to colleagues for approval, signed, and then sent to a counterparty. Set up the tasks and define the approval conditions based on your company’s specific requirements.

You can also use pre-built approval and information routes. They are available for Document-type apps as well as files in Word, Excel, PowerPoint, and other formats. To learn more, see How to configure a document route.

Set up electronic signature.

Enable integration with one of the available e-signature providers and make it possible to sign documents with electronic signature certificates. To learn more, see Set up digital signature.

After you have completed all these steps, users will be able to work with documents online: register them, send them to each other, and assign related tasks. All registered documents will be displayed in the Document Categorization workspace according to the hierarchy specified in the settings. The system will also track document task deadlines and notify managers about delays.

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