The JobRouter module JobArchive

Easy document management

Seamless integration into JobRouter®

Icon des JobRouter-Moduls JobArchiveThe JobArchive module allows for audit-proof archiving of any document from multilingual archives or from JobRouter processes.

A system activity as well as form elements to show documents in a viewer allows the integration of the archive into the JobRouter business processes. Thereby process management and document management are combined into one integrated solution. 

Especially when accessing documents within a process, the JobRouter user profits from the rights management in this process for displaying documents. This means whoever works on an instance, for which certain documents are relevant, can display these documents. 

In case substitutes have been defined in JobRouter or steps are assigned to a different user, these users have the appropriate rights for this instance to be able to view these documents or edit them if necessary. Establishing another JobRouter independent right management, which has to be maintained and kept up to date externally, becomes completely unnecessary.

The version supporting up to 1,000 documents of the JobArchive module is included in every JobRouter® basis application.

JobArchive module

JobArchive system activity

The JobArchive systems activity allows you to control central functions of the archive from your process. The system activity can be integrated anywhere into any process.

Ansicht der Systemebenen im Fall der Archivierung mit JobRouter

It offers the following features:

• Archiving of documents
• Archiving of PDF logs
• Changing index data
• Deleting of documents
• Reading of index data

JobArchive module

Module properties

JobArchive system activity The JobArchive systems activity allows you to control central functions of the archive from your process. The system activity can be integrated anywhere into any process.
It offers the following features:

• Archiving of documents
• Archiving of documents
• Archiving of documents
• Deleting of documents
• Reading of index data
Form integration The JobViewer form integration allows you to display documents on the right side of a form.
Archives JobArchive offers the possibility to create several archives. Each archive can manage a various amount of index data. These can be text fields, numbers, decimal numbers or date values.
Deduplication You can activate the "deduplication" option in JobArchive. It automatically detects files that are going to be archived twice and saves them only once in the file system. This also works for several archives. Especially for the archiving of documents that have for example been sent via e-mail to different recipients in the company, it can occur that documents are saved multiple times in various archives. Archiving documents in several archives can make sense, but actually storing the document more than once on the file system is unnecessary.
Versioning Documents that were stored in JobArchive can be versioned. An automatic version control can also be activated, which generates a new version when changes are made.
Multi-lingual archives (JobRouter Enterprise) For each archive the archive name as well as the index columns can be translated. These translations are used e.g. for displaying the result lists and allow every JobRouter user to display the archive in their defined language. This functionality is only available in connection with the JobRouter Enterprise edition.
JobArchive module
Audit-proof filing For an audit-proof filing of documents, each archive can be set up so the deleting of documents is disabled. In this case and depending on the configuration, new revisions of a document can be created and stored but once they are filed, they can no longer be changed.
Support of several storage adapters JobArchive allows you to choose how to store your documents.

The following storage adapters are currently available:

• File system (JobArchive default)
The storage adapter guarantees that the documents in the file system are stored within an automatically generated directory structure. This structure allows for up to one trillion documents to be stored per archive.

For a complete audit-proof long-time archiving of documents, FAST LTA's SilentCubes can be used for storing JobArchive documents, where stored documents cannot be changed any more. During the archiving process, JobArchive automatically checks if a document was actually archived on the Cube, which allows for the complete process in JobRouter to be audit-proof.
Event log It is important for audit-proof document archiving that all actions performed on a document can be documented. Which events are logged can be decided for each archive. Storing, changing and deleting documents as well as reading and downloading them can be logged. The administrator has access to the event log and can review the logged events of individual archives. For each event, a link to the triggering workflow is saved, which allows retracing the context of the action at a later date.
URL integration Many use cases require opening documents via other programs. For example, following a direct link in the ERP system to an archived receipt without having to manually search for it in the archive.
For this, JobArchive offers a URL integration, allowing you to create individual URLs to exactly one document or a result list. Documents can be either opened in the Viewer or only be available as download.
JobArchive module

JobArchive offers the following features

  1. Archiving of any file
  2. Includes the JobViewer component to display up to 300 different file types in the browser (see JobViewer module description)
  3. Form integration
  4. Using different storage adapters
  5. Simple administration of the archives
  6. Audit-proof archiving
  7. Version control of files
  8. Deduplication of files
  9. Seamless integration into JobRouter
  10. Integrated rights management for viewing documents inside the workflow
  11. Direct access of documents from the inbox
  12. JobArchive system activities for executing actions in JobArchive (archiving, changing index data etc.)
  13. Multi-lingual archives (only available for JobRouter Enterprise)
  14. Documentation of all document events
  15. Access to documents or results lists from external programs

JobRouter® is a flexible and independent platform for digital company transformation, to digitalize and automate optional company processes, data and documents. Thanks to the wide range of agile interfaces JobRouter can be adapted to any existing system environment to support document and data specific processes. Additionally, JobRouter is working completely web-based and is available as On-Premise and Cloud solution. So it is possible to display, manage and monitor even cross-location processes. The JobRouter platform can be extended any time with additional modules, if changes in the business environment or additional processes or applications make it necessary. They won’t get lost during a change of versions and can be used without the need for further adaptations.

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