Sage Evolution
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DMS – Demo Guide

Access/Login

  • Web-based interface via the Asamco Portal which is hosted in Azure.
  • Integrated with MS 365, single sign-on.
    • Google Authenticator – on the wishlist.
  • Alternatively, sign-on with email address and password.
  • Access to the portal is strictly by invite only.


Benefits of Azure:


Dashboard / setup of the platform

  • Platform supports multiple organizations (each block represents and organization)
    • Example: BP has access to ALL its clients (each client is an organization)
  • Users are given access to single or multiple companies with the organization and to connected apps per company.
    • CRUCIAL -> in case multiple (Evolution) databases, you have access to all of them under the same login!
      • Example: Holding company & operational company
  • Select a company – under each company you will find the connected apps.
  • Users can only access apps they have been given permissions to.

Invitation to users

  • Management portal -> select the organization
    • Invitations
      • Default username = Username used in the various applications.
    • Give access to the various companies and applications.
    • Expiry on invites -> invitations are automatically expiring to prevent unauthorized access.
    • Its possible to have an additional approval step
      • Example: giving third parties access to your environment, after sending out the invite, you might want to double-check before granting access.

Introduction on Connected applications

Reporting

  • Full dashboard module
  • Run automated report – including scheduling of reports
    • Management Team want a 1 pager with all key information.
  • Multiple formats -> such as Excel, PDF, PivotGrid, dashboards

LMS

EPO

EvoOnline

DMS

  • SQL based, no dependencies on ANY ERP System -> operate either standalone or integrated into ANY SQL database.


DMS

  • SQL based – no dependencies on other systems.


  • Dashboard
    • Lets you view the latest uploads / total files uploaded
    • Lets you view the record types/categories
    • Lets you view files per category
      • From here you can go directly to the documents linked to that category.
    • Latest versions shows you the number of trees you have saved each time you upload documents.
      • Control mechanism -> are documents uploaded?


  • Record types
    • SQL based – create/link documents to any database.
    • You can define your own tables and views or use the table and views in ANY SQL database.
    • You are not limited to the standard evolution views.
      • That makes it extremely hybrid.
    • Questions:
      • Is anyone familiar with SQL?


  • Document categories
    • Categories are basically your filing structure – that you define
      • Its defined per company or can be copied over from another companies.
    • Set up a parent category and create a hierarchy as per your requirements
    • You set up as many levels as required per category.


  • Documents
    • SHOWING THE UPLOAD A DOCUMENT
    • Tag system - You can add tags to a document
      • Either use the existing tags or create a new one.
    • Searches – either by document name/category, Or search by tag/s
    • Preview documents online
    • Download documents
    • Email documents directly to client


  • Document baskets
    • Create document baskets for multiple documents that need to be emailed to clients, or auditors, etc.
      • You will send all the documents in 1 email instead of an email for each of the documents.
    • Files will be compressed when you the download the basket.
    • Maximum size of files that can be sent 25MB (from our end)

New features:

    • The total size of the document basket
    • Match the total size against the max allowed size (in settings)



      • Creating baskets
  • Create a basket
  • Select the documents that you want to add to the basket
  • Email.
  • Storage
    • Azure blob storage 15 GB for free
      • +/- 150k documents
    • A client can choose its own storage provider if they don't want our Azure blob storage
      • Google Driver
      • OneDrive
      • Network drive
      • DropBox pro


Questions:

Q: How do we prevent duplicate documents?

  • Adding a warning that will notify you when you upload a document with the same name.

Q: how will we be notified if my email is rejected of one reason or the other?

  • A notification will be emailed to the (sender) box that is configured in DMS, we always recommend to setup a different email box for DMS where the confirmations or rejection emails can be send to.

Q: Is there a limit to the files we can upload?

  • In terms of storage there is not a limit, the 15GB storage that will be provided with the subscription should cater for 150k PDF documents.
  • Additionally, there is no limitation in terms of file extensions.












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