BAS Document workflow. CORP
BAS Document Management. CORP
The product "BAS Document Management. CORP" is designed for public sector institutions, as well as for medium and large commercial enterprises.
The application solution is suitable for companies that handle a large volume of document flow in their operations.
The solution allows to reduce the time required for document registration, processing, and storage.
The system enables to prevent the loss of original documents and provides online document search.
Key features of "BAS Document Management. CORP"
- Functional capabilities of "BAS Document Management CORP";
- Business process management and collaboration;
- Project management in the "BAS Document Management CORP" system;
- Regulation of event management processes in "BAS Document Management CORP";
- Organization of daily operational activities in "BAS Document Management CORP";
- Information search mechanisms in the "BAS Document Management CORP" system;
- Use of qualified electronic signatures and cryptographic protection tools;
- Time tracking and mechanisms for monitoring performer discipline;
- Organization of work in distributed information database (DIB) mode;
- Integration mechanisms and data exchange with application solutions;
- Using "BAS Document Management CORP" as an external file library.
Functional capabilities of "BAS Document Management CORP"
1. Document and access management.
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Versatility: The system supports working with any file types. Each document card complies with current records management standards (including Resolution of the Cabinet of Ministers of Ukraine No. 1153).
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Methodological support: The delivery package includes 45 ready-made instructions, simplifying staff onboarding.
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Security and access rights: Flexible configuration of permissions (read, edit, delete) at the level of folders, document types, and access labels.
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Ability to assign both permissive and restrictive rights.
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Availability of analytical reports for auditing access rights to prevent confidential information leakage.
Versatility: The system supports working with any file types. Each document card complies with current records management standards (including Resolution of the Cabinet of Ministers of Ukraine No. 1153).
Methodological support: The delivery package includes 45 ready-made instructions, simplifying staff onboarding.
Security and access rights: Flexible configuration of permissions (read, edit, delete) at the level of folders, document types, and access labels.
Ability to assign both permissive and restrictive rights.
Availability of analytical reports for auditing access rights to prevent confidential information leakage.
2. Registration and control of correspondence.
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Accounting automation: Registration of incoming and outgoing mail with automatic generation of complex registration numbers.
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Identification tools: Support for printing barcodes and registration stamps directly on documents.
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Execution discipline: Automatic initiation of business processes for review and control assignment.
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Notification system for responsible persons about deadlines and generation of reports on overdue tasks.
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Full archive processing cycle: file creation, transfer to archive, or destruction.
Accounting automation: Registration of incoming and outgoing mail with automatic generation of complex registration numbers.
Identification tools: Support for printing barcodes and registration stamps directly on documents.
Execution discipline: Automatic initiation of business processes for review and control assignment.
Notification system for responsible persons about deadlines and generation of reports on overdue tasks.
Full archive processing cycle: file creation, transfer to archive, or destruction.
3. Handling citizens' requests.
In accordance with Law of Ukraine No. 393/96-VR, the system provides:
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Registration of initial, repeated, and duplicate requests.
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A specialized workplace for a specialist with a complete correspondence history.
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Monitoring of review deadlines through a specialized reporting system.
Registration of initial, repeated, and duplicate requests.
A specialized workplace for a specialist with a complete correspondence history.
Monitoring of review deadlines through a specialized reporting system.
4. Full contract lifecycle.
The system automates all stages of contract management:
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Preparation and external/internal approval of drafts.
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Multi-currency accounting and control of financial obligations.
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Automatic renewal (prolongation) and monitoring of validity periods.
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Control of supporting documents availability and return of copies.
Preparation and external/internal approval of drafts.
Multi-currency accounting and control of financial obligations.
Automatic renewal (prolongation) and monitoring of validity periods.
Control of supporting documents availability and return of copies.
5. Stream scanning and recognition.
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Hardware integration: Support for any scanners with TWAIN interface.
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System intelligence: Automatic recognition of text and barcodes, enabling full-text search even in scanned documents.
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Auto-upload: Function for automatic file import from network directories while preserving folder structure.
Hardware integration: Support for any scanners with TWAIN interface.
System intelligence: Automatic recognition of text and barcodes, enabling full-text search even in scanned documents.
Auto-upload: Function for automatic file import from network directories while preserving folder structure.
6. Communications and collaboration.
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Built-in mail: Allows working with correspondence directly within the system, using digital signatures for encryption.
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Task execution via Email: Ability to report task completion by simply replying to an email notification.
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Version control: File locking during editing prevents version conflicts. The system stores a full history of changes with author and timestamp details.
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Templates: Automatic population of document fields (amounts, counterparties, dates) based on configured templates.
Built-in mail: Allows working with correspondence directly within the system, using digital signatures for encryption.
Task execution via Email: Ability to report task completion by simply replying to an email notification.
Version control: File locking during editing prevents version conflicts. The system stores a full history of changes with author and timestamp details.
Templates: Automatic population of document fields (amounts, counterparties, dates) based on configured templates.
7. Links and resolutions.
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Complex hierarchy: Configuration of multi-level links between documents for quick navigation through interaction history with counterparties.
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Resolution system: Support for multiple resolutions per document, with the ability to certify them using electronic signatures of authorized persons (both internal and external).
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Transfer control: Tracking the movement of physical document copies and monitoring their return deadlines from external organizations.
Complex hierarchy: Configuration of multi-level links between documents for quick navigation through interaction history with counterparties.
Resolution system: Support for multiple resolutions per document, with the ability to certify them using electronic signatures of authorized persons (both internal and external).
Transfer control: Tracking the movement of physical document copies and monitoring their return deadlines from external organizations.
Business process management and collaboration
The solution "BAS Document Management CORP" implements a modern approach to automating collaborative activities through standard business process mechanisms. This enables standardization of document lifecycles and ensures transparency in task execution.
Main types of business processes:
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Review: A manager issues a resolution, after which the document is automatically routed for execution or familiarization.
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Approval: Support for parallel, sequential, and mixed approval workflows. Automatic return to the author for revision based on comments is provided.
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Execution: Assignment of responsible persons and co-executors with deadlines and result tracking.
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Approval and Registration: Official certification of the document by a responsible person followed by assignment of registration numbers by the records management department.
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Familiarization and assignment: operational distribution of documents to staff and monitoring of one-time task execution.
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Complex processes: Automated processing of incoming and outgoing correspondence through the full cycle (from registration to filing).
Review: A manager issues a resolution, after which the document is automatically routed for execution or familiarization.
Approval: Support for parallel, sequential, and mixed approval workflows. Automatic return to the author for revision based on comments is provided.
Execution: Assignment of responsible persons and co-executors with deadlines and result tracking.
Approval and Registration: Official certification of the document by a responsible person followed by assignment of registration numbers by the records management department.
Familiarization and assignment: operational distribution of documents to staff and monitoring of one-time task execution.
Complex processes: Automated processing of incoming and outgoing correspondence through the full cycle (from registration to filing).
Professional management tools:
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Role-based routing: Ability to assign tasks not only to specific individuals but also to roles (e.g., “Legal Counsel” or “Chief Accountant”). This ensures process continuity even in the absence of a specific employee.
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Conditional routing: Built-in designer allows creating flexible workflows depending on document parameters (e.g., contract amount, category, or counterparty).
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Precise deadline control: Calculation of task execution time in days, hours, and minutes, taking into account individual work schedules.
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Escalation and automation: The system supports automatic escalation of overdue tasks to management or automatic closure of processes when specified conditions are met.
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Hierarchy and relationships: Creation of subordinate business processes allows structuring complex projects and tracking their execution within a unified task tree.
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Quality control (Hard Check): Ability to set mandatory conditions for task completion (e.g., mandatory attachment of a scanned copy or completion of key fields), minimizing human error.
Role-based routing: Ability to assign tasks not only to specific individuals but also to roles (e.g., “Legal Counsel” or “Chief Accountant”). This ensures process continuity even in the absence of a specific employee.
Conditional routing: Built-in designer allows creating flexible workflows depending on document parameters (e.g., contract amount, category, or counterparty).
Precise deadline control: Calculation of task execution time in days, hours, and minutes, taking into account individual work schedules.
Escalation and automation: The system supports automatic escalation of overdue tasks to management or automatic closure of processes when specified conditions are met.
Hierarchy and relationships: Creation of subordinate business processes allows structuring complex projects and tracking their execution within a unified task tree.
Quality control (Hard Check): Ability to set mandatory conditions for task completion (e.g., mandatory attachment of a scanned copy or completion of key fields), minimizing human error.
Cross-system integration of business processes
A unique feature of "BAS Document Management CORP" is the mechanism of “seamless” integration with other BAS solutions (e.g., “BAS Trade Management”). This enables building end-to-end processes that start in one system, go through approval stages in the document management system, and are finalized in the accounting system. For the user, such interaction remains transparent and occurs within a single workspace window.
Analysis of benefits for a manager:
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Discipline: The system does not allow tasks to be closed “just like that,” requiring confirmation of results.
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Flexibility: Any complex workflow can be configured without programming using a visual designer.
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Efficiency: Automatic task assignment by roles eliminates downtime in company operations.
Discipline: The system does not allow tasks to be closed “just like that,” requiring confirmation of results.
Flexibility: Any complex workflow can be configured without programming using a visual designer.
Efficiency: Automatic task assignment by roles eliminates downtime in company operations.
Project management in the “BAS Document Management CORP” system
The functionality of the “BAS Document Management CORP” system provides comprehensive support for project activities by maintaining analytical accounting of objects (incoming, outgoing, and internal correspondence, files, processes, events, tasks, etc.) within the context of relevant projects. The software product offers tools for automating business processes aimed at implementing project plans.
1. System functionality.
Within project management, the following capabilities are provided:
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Master data management: Creation of project cards and development of a hierarchical work breakdown structure (WBS) containing a list of project tasks.
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Resource tracking: Registration and control of labor costs within individual projects.
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Integration: Import of project data from external software Microsoft Project (via XML file format).
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Visualization and monitoring: Tools for working with project plans and using Gantt charts to control timelines.
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Reporting: Generation of analytical reports based on project performance.
Master data management: Creation of project cards and development of a hierarchical work breakdown structure (WBS) containing a list of project tasks.
Resource tracking: Registration and control of labor costs within individual projects.
Integration: Import of project data from external software Microsoft Project (via XML file format).
Visualization and monitoring: Tools for working with project plans and using Gantt charts to control timelines.
Reporting: Generation of analytical reports based on project performance.
2. Project business process lifecycle.
The project lifecycle in the system is automated through the following stages:
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Initiation (project preparation and launch).
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Planning (definition of resources and timelines).
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Plan approval (agreement of project parameters).
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Project start (activation of tasks).
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Execution (implementation of planned activities).
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Completion (summarizing results and data archiving).
Initiation (project preparation and launch).
Planning (definition of resources and timelines).
Plan approval (agreement of project parameters).
Project start (activation of tasks).
Execution (implementation of planned activities).
Completion (summarizing results and data archiving).
3. Analytical reporting.
The system provides the following reporting tools for management control:
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Current status of project tasks: Display of the actual execution status of stages.
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Operational timeline monitoring: Reports on tasks planned to start or finish in the upcoming reporting period.
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Planned vs actual timeline analysis: Identification and analysis of deviations from planned deadlines.
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Planned vs actual labor analysis: Comparison of actual resource usage against planned indicators.
Current status of project tasks: Display of the actual execution status of stages.
Operational timeline monitoring: Reports on tasks planned to start or finish in the upcoming reporting period.
Planned vs actual timeline analysis: Identification and analysis of deviations from planned deadlines.
Planned vs actual labor analysis: Comparison of actual resource usage against planned indicators.
Regulation of event management processes in “BAS Document Management CORP”
Automation of event support processes (meetings, conferences, sessions, etc.) is aimed at optimizing time spent during preparation, simplifying interaction procedures with participants, and ensuring systematic accounting and control of the implementation of decisions made.
1. Objects and areas of automation.
The system supports the full lifecycle of event management, including:
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Event classification: Handling internal, external, and protocol events (board meetings, collegial bodies, etc.).
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Resource management: Automated room booking and selection of optimal time slots considering participants’ schedules.
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Document support: Creation of event agendas and recording of results (minutes).
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Control function: Recording management decisions and monitoring their execution within defined deadlines.
Event classification: Handling internal, external, and protocol events (board meetings, collegial bodies, etc.).
Resource management: Automated room booking and selection of optimal time slots considering participants’ schedules.
Document support: Creation of event agendas and recording of results (minutes).
Control function: Recording management decisions and monitoring their execution within defined deadlines.
2. Stages of the event management business process.
The process is implemented through the sequential execution of the following stages:
I. Preparation:
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Planning the list of participants, defining the venue and time regulations.
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Creation and approval of the event agenda.
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Preparation of informational materials and their automated distribution to participants.
Planning the list of participants, defining the venue and time regulations.
Creation and approval of the event agenda.
Preparation of informational materials and their automated distribution to participants.
II. Execution:
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Registration of the actual presence/absence of invited participants.
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Recording key points and decisions made during discussions.
Registration of the actual presence/absence of invited participants.
Recording key points and decisions made during discussions.
III. Documentation and approval of results:
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Preparation of the draft minutes based on event results.
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Initiation of the approval and confirmation cycle of the minutes by responsible persons.
Preparation of the draft minutes based on event results.
Initiation of the approval and confirmation cycle of the minutes by responsible persons.
IV. Execution of decisions:
- Assignment of tasks based on the minutes and monitoring their completion.
3. Analytical reporting and performance evaluation.
To conduct audits and analyze the effectiveness of event organization, the system provides standard reporting forms that allow tracking:
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Quantitative indicators: Dynamics of events held and their distribution by types (categories).
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Time indicators: Total working time spent on preparation and participation in events.
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Execution discipline: Identification of deadline violations by organizers, participant absenteeism, or missed deadlines for decision execution.
Quantitative indicators: Dynamics of events held and their distribution by types (categories).
Time indicators: Total working time spent on preparation and participation in events.
Execution discipline: Identification of deadline violations by organizers, participant absenteeism, or missed deadlines for decision execution.
Organization of daily operational activities in “BAS Document Management CORP”
To optimize working time and improve the efficiency of job responsibilities, the system provides personalized tools for task monitoring and control of current activities.
1. “Current tasks” workspace.
The “Current tasks” window is the central user interface that opens automatically when the system starts. It consolidates key management and operational information:
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Task control: Display of the user’s current tasks and aggregated data on subordinate tasks (for users with managerial roles).
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Information monitoring: Visualization of calendar events, new email messages, forum discussions, and scheduled events.
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Document handling: Quick access to active documents under processing.
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Time and attendance tracking: Display of working time records and the “Absences” widget, which contains an up-to-date list of employees who are out of the office (business trips, vacations, remote work, etc.).
Task control: Display of the user’s current tasks and aggregated data on subordinate tasks (for users with managerial roles).
Information monitoring: Visualization of calendar events, new email messages, forum discussions, and scheduled events.
Document handling: Quick access to active documents under processing.
Time and attendance tracking: Display of working time records and the “Absences” widget, which contains an up-to-date list of employees who are out of the office (business trips, vacations, remote work, etc.).
2. Task management via the “My Tasks” window.
The specialized “My Tasks” interface structures workflow using two functional tabs:
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“Tasks to me”: Aggregates all assignments directly addressed to the user, received via role-based routing or delegation.
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“Tasks from me”: Allows monitoring the execution of tasks initiated by the current user.
“Tasks to me”: Aggregates all assignments directly addressed to the user, received via role-based routing or delegation.
“Tasks from me”: Allows monitoring the execution of tasks initiated by the current user.
To organize large volumes of data, a color labeling (flags) mechanism is provided. This allows users to classify tasks by priority, complexity, or other subjective criteria for more effective daily planning.
Information search mechanisms in the “BAS Document Management CORP” system
An electronic document in the system is a structured object that combines a set of mandatory attributes (metadata) and content (attached files). This architecture enables the use of both attribute-based and contextual data for efficient information retrieval.
1. Attribute-based search (by fields).
The system allows searching for documents using any combination of fields filled in the object card, including:
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Registration data (number, date);
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Counterparties and correspondents;
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Responsible persons and departments;
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Project affiliations and amounts.
Registration data (number, date);
Counterparties and correspondents;
Responsible persons and departments;
Project affiliations and amounts.
2. Full-text search.
To ensure maximum efficiency in data retrieval, a full-text search mechanism is implemented, covering:
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All document card fields: Including additional attributes and comments.
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File contents: Search is performed directly within the text of file versions in popular formats (Microsoft Office, PDF, TXT, etc.).
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Morphological analysis: The system automatically considers grammatical forms and inflections in Ukrainian, English, and Russian, ensuring high accuracy of results regardless of the query form.
All document card fields: Including additional attributes and comments.
File contents: Search is performed directly within the text of file versions in popular formats (Microsoft Office, PDF, TXT, etc.).
Morphological analysis: The system automatically considers grammatical forms and inflections in Ukrainian, English, and Russian, ensuring high accuracy of results regardless of the query form.
3. Benefits for the user.
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High access speed: Ability to find the required document using a text fragment or incomplete data.
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End-to-end search: Simultaneous processing of data across documents, files, tasks, and events.
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Flexible filtering: Use of complex conditions and logical operators to refine search results.
High access speed: Ability to find the required document using a text fragment or incomplete data.
End-to-end search: Simultaneous processing of data across documents, files, tasks, and events.
Flexible filtering: Use of complex conditions and logical operators to refine search results.
Use of qualified electronic signatures and cryptographic protection tools
The “BAS Document Management CORP” system provides full support for qualified electronic signature (QES) mechanisms and data encryption. This functionality ensures the legal validity of electronic document management and data confidentiality in accordance with current Ukrainian legislation.
1. Areas of QES application in the system.
Users can apply and verify electronic signatures for the following objects:
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Documentation: Incoming, outgoing, and internal documents.
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Business processes: Confirmation of completion of specific stages or approval of documents within workflows.
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File exchange: Encryption of objects to restrict access and decryption by authorized persons.
Documentation: Incoming, outgoing, and internal documents.
Business processes: Confirmation of completion of specific stages or approval of documents within workflows.
File exchange: Encryption of objects to restrict access and decryption by authorized persons.
2. Integration with the ITS “Sign” service.
To ensure stable cryptographic operations, it is recommended to use the specialized service ITS “Sign”. Key advantages of the service include:
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Universality: Support for keys from all accredited key certification authorities (CAs) of Ukraine.
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Format compatibility: Support for advanced signature types of the CAdES family, providing different levels of evidential strength and long-term validation:
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CAdES-BES (basic signature);
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CAdES-T (with timestamp);
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CAdES-X Long / Trusted (with a full set of validation data and long-term verification).
3. Benefits of QES implementation.
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Legal validity: Ensures authenticity and integrity of documents without the need for paper duplication.
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Data security: Protection of file contents from unauthorized access using encryption algorithms.
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Transparency of verification: Automatic display of signature validity status directly in the application interface.
Legal validity: Ensures authenticity and integrity of documents without the need for paper duplication.
Data security: Protection of file contents from unauthorized access using encryption algorithms.
Transparency of verification: Automatic display of signature validity status directly in the application interface.
Time tracking and mechanisms for monitoring execution discipline
The “BAS Document Management CORP” system provides tools for detailed recording and analysis of employee labor costs. The availability of objective data on working time usage enables management to make informed decisions regarding optimization of business processes and workload distribution.
1. Daily reporting system.
The software includes a daily reporting mechanism in which employees record the following data:
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Time indicators: Duration of task execution.
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Analytical dimensions: Linking work to specific projects and activity types.
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Content details: Detailed description of completed tasks.
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Presence status: Recording absence from the workplace with reasons specified (planned leave, business trip, remote work, etc.).
Time indicators: Duration of task execution.
Analytical dimensions: Linking work to specific projects and activity types.
Content details: Detailed description of completed tasks.
Presence status: Recording absence from the workplace with reasons specified (planned leave, business trip, remote work, etc.).
2. Analytical reporting for management.
Based on accumulated data, the system enables generation of consolidated reports by various parameters:
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Time costs by organizational units.
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Analysis of personnel workload by types of work.
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Comparative reports for arbitrary time periods.
Time costs by organizational units.
Analysis of personnel workload by types of work.
Comparative reports for arbitrary time periods.
3. Planning and calendar management.
Calendar planning functionality allows structuring the work schedule of both individual employees and the organization as a whole:
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Calendar management: Support for personal and shared (team) calendars.
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Object synchronization: Ability to automatically create calendar entries based on documents, tasks, emails, or scheduled events.
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Communication optimization: Automated selection of time for joint events, taking into account the availability schedules of all invited participants.
Calendar management: Support for personal and shared (team) calendars.
Object synchronization: Ability to automatically create calendar entries based on documents, tasks, emails, or scheduled events.
Communication optimization: Automated selection of time for joint events, taking into account the availability schedules of all invited participants.
Organization of work in distributed information database (DIB) mode
The “BAS Document Management CORP” system supports the technology of distributed information databases (DIB), allowing geographically remote departments or branches of an enterprise to be united into a single information environment. This solution ensures data synchronization between the central node and peripheral databases even without a constant high-speed connection to the server.
Integration mechanisms and data exchange with application solutions
The “BAS Document Management CORP” system is designed as an open information system that provides a high level of integration with other components of the enterprise’s digital ecosystem. This enables the creation of a unified information space and ensures continuity of business processes across different functional subsystems.
Using “BAS Document Management CORP” as an external file library
The “BAS Document Management CORP” system provides tools to function as an external file library for other enterprise information systems. Interaction between application solutions is implemented via a web services architecture, ensuring stable and high-speed data exchange.
1. Functional advantages of using the system as a repository.
Using the system as a specialized file library helps solve several strategic tasks:
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Database size optimization: Reducing the load on the main accounting system by transferring stored files (scanned copies, media files, technical documentation) to “BAS Document Management CORP”.
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Asset centralization: Creation of a unified repository for storing unstructured information, ensuring reliability and ease of data administration.
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Integration into business processes: Files attached to objects from external systems automatically become part of the overall document workflow, allowing their inclusion in approval processes, QES signing, and archiving.
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Cross-platform access: Organization of shared access to files for different information systems and third-party applications within the corporate network.
Database size optimization: Reducing the load on the main accounting system by transferring stored files (scanned copies, media files, technical documentation) to “BAS Document Management CORP”.
Asset centralization: Creation of a unified repository for storing unstructured information, ensuring reliability and ease of data administration.
Integration into business processes: Files attached to objects from external systems automatically become part of the overall document workflow, allowing their inclusion in approval processes, QES signing, and archiving.
Cross-platform access: Organization of shared access to files for different information systems and third-party applications within the corporate network.
2. Security and integrity assurance.
The use of web services for file operations ensures:
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Access control: Differentiation of user permissions for viewing and editing objects.
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Versioning: Automatic saving of file change history received from external systems.
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Secure transmission: Protected communication protocol between application solutions.
Access control: Differentiation of user permissions for viewing and editing objects.
Versioning: Automatic saving of file change history received from external systems.
Secure transmission: Protected communication protocol between application solutions.
3. Economic and technical efficiency.
Implementation of the “file library” model allows an enterprise to standardize document management, reduce hardware requirements for accounting systems, and ensure high-speed search across a unified data repository.
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