The software not only meets the requirements for documentation management systems, but it is also perfect to create and manage documentation related both to projects and systems, such as: GMP, GHP, GDP, GAP, GLP, GVP, HACCP, BRC, BRC IoP, IFS, ISO 9001:2000, ISO 17025, ISO 14001, ISO 18001, ISO 22000, ISO/TS 16949:2002, ISO 13485:2004.

The software is designed for persons in charge of documentation to find working with it as easy as possible. Thanks to such functions as automatic document numbering, automatic sorting and marking document versions, automatic hyperlink updating in document contents, automatic archiving and the possibility to browse through archival documents, iDelfi Documentation Manager saves time in creating, maintaining and distributing documentation. The interface of iDelfi Documentation Manager was designed to resemble paper documentation as much as possible. Despite the automated edition, the software preserves page layout, headings and imprints.

The well-developed network functions, including Internet accessibility, allow multiple employees to use the software from various, even very distant locations. iDelfi Documentation Manager is a perfect tool for single- and multi-branch companies. It has been tested in companies with sales networks, with employees working far from the company’s office, in factories with multiple suppliers and contractors sharing the same documentation.

iDelfi Software – a concept of process management

The examples of what iDelfi Documentation Manager can do

Creating a graphic image of a documentation tree
The program helps create a graphic image of a documentation tree, which enables the user to sort documents in an appropriate manner. The documents have been arranged in catalogues which correspond to company departments or chapters in the documentation. The documents are presented as single branches which can be arranged as a tree, showing the interrelations between them.

Adding documents to a documentation tree.
The program enables the user to add documents in an easy, problem-free manner. After clicking an element to which a document is to be added, a set of tools appears in the Inspector (on the right side of the screen), making it easy to add another document. The Inspector acts as a panel of navigation and contains all the functions needed to manage the program, the tree or the documents.

Editing documents in the editor embedded in the program
The program has an embedded text editor, which makes it possible to write text without having to use any other program. The program has been designed for the user to be able to concentrate on the document contents without thinking about its appearance, as it is formatted automatically according to a pre-defined template.

Viewing documents
The program arranges the contents written into it according to a document template, defined by the user. The document appearance is configured to the customers’ needs and can take various forms (e.g. individually defined headers and footers).

Creating documents in other language versions
The program enables users to edit and view documents in multiple languages as well as to create a copy of any document in any language with its translation. In the case of multiple language versions of a document, the user will always see the document in the language which has been defined as default, with the simultaneous possibility of viewing the existing translations. The program automatically controls the numbering in each language version and links to other documents in the given version.

Printing documents in the PDF format
The program enables the user to print individual documents, for example control cards. The documents ready for printing are generated as PDF files, which can be either saved to disk or printed. The program makes it possible for the user to print the whole book. At the click of a button, the user gets a PDF file containing the complete arranged documentation, ready to be printed and signed.

Automatic numbering of documents
The program automates the process of numbering documents. It employs a hierarchical numbering model in which documents are interlinked. Each of the added documents is given a number associated with the catalogue (chapter, section) to which it has been assigned. If, at any moment, the user decides to add a document, its approval is followed by giving it a new number and the program automatically re-numbers the remaining documents.

Automatic marking of document versions
Each time a document is approved, a consecutive version number is assigned to it. If the user wants to make alterations within a document, he always opens a consecutive version with which he can work and which is not visible to other users until it is approved. Employing such a solution creates conditions for orderly work on another document version. Each version worked on by the user is marked with two numbers: the version number in black is the number of the current version available to everyone and the red number (in brackets) shows the version of the document being edited. If the approval of one document makes alterations to another document, the program automatically enters such information in the document history.

Automatic change of numbers and versions of interlinked documents
The program enables interlinking documents, which makes navigation easier. Thanks to the solutions employed in the program, the user does not have to use paper documents, but instead he can easily view them on a computer.

Automatic alterations in the contents of interlinked documents
If changes are made in a document tree (e.g. a document is added), the program not only automatically re-numbers all the documents, but also automatically updates links within the contents of the interlinked documents.

Automatically putting names of the persons creating, editing and approving documents in them
The program automatically enters the names of authors, editors and persons approving particular documents. The program informs the user which versions have been approved intentionally and which have been approved automatically, without their contents being altered, e.g. due to a change in the number of a linked document. All the names of persons who have affected the document contents are recorded in its history.

Automatically archiving and viewing documents
The program records all the document versions in the history. It enables the user to view all the archived versions and analyze alterations. All the archived documents have been marked in a way which excludes the use of an archived document, and the information about the document into which an archived document has been transformed is entered in the footer of each of them.

Defining the rights of access for particular groups of users
The program administrator can – within the rights which arise from the user’s access account – grant each user the right to access each individual document or can define the access profile and use it when granting access rights to a group of users.

Sending an automatic request for approval of a new document or information that changes in a document have been approved
The software makes it possible to set the function of automatic notification and send requests for approval of an edited document to the specified addresses. In addition, once the document has been approved, the system will notify all the authorised persons that the changes in the document have been approved.