 Controlled Documents
on the Move
PAD.DOCS is a new technology for Document Management that allows companies to safely distribute regulated documents that are used ‘on-the-go’ to iPads or Android devices – used online or offline.
Users will always have offline access to the latest valid version of a manual after the Android or IOS device has had access to a wireless network.
At the editor’s level the document can undergo an approval process that allows postholders to assure only fully compliant and legal documents are being distributed and accessed throughout the user community.
PAD.DOCS will ‘mobilize’ your largest manuals and make them available to your global teams in services, maintenance and operations – whenever and wherever they need them.
No need to worry about making sure they have the latest version on-hand; expired documents cannot be accessed. One client already manages several thousand users on PAD.DOCS.
Contact sales@edifly.com for an offer.
Application specifications:
The server application covers four main functional areas:
1. It allows document-authors to create and update documents for approval
by the document-approvers
2. It allows document-approvers to approve (or reject documents) for
access by end-users and tablet-users
3. It allows end-users to browse and print any approved documents
4. It allows tablet-users to synchronize any approved documents for offline access.
The server application will have four types of users: administrator(s), author(s),
approver(s), and generic end-user(s). Administrators can create users and assign a type
to them. Administrator(s), author(s), and approver(s) are able to update their user
profile, e.g. password, etc, themselves. Only an administrator can update the profile of
the generic end-users. Authors and approvers will be associated with the selected
manuals.
The server application will use a set of wiki building blocks to assemble the required
functionality; this will avoid the need to develop all functionality from scratch and will
also make it easier to add additional wiki-like functionality in the future, if a suitable
building block is already available.
The server application and hosting environments will be sized for a maximum of 3000
approved documents and up to 5 former versions of each document; these numbers can
be increased upon the request of the User.
The server application will be designed as a content management system that will allow
document-authors to create and update PAD.DOCS documents through a standard web
browser using a WYSIWYG (What You See Is What You Get) HTML editor.
The WYSIWYG editor will allow the document-author to use any standard HTML text
formatting feature, including tables, images, and hyper-links, without having to use or
understand the HTML formatting language.
The WYSIWYG editor will automatically manage the hyperlinks between documents. The
document-author will generate a hyper-link simply by choosing the document within the
content management system.
For each document, the author must choose whether the document is to be included in
User specific manuals.
The document-author can group documents together by assigning keyword tags to each
document. These tags can be used by the end-user to list, print, or synchronize all
documents with a particular keyword tag assigned to it. These keyword tags can be used
to create specialized handbooks like winter-operations or dangerous goods, to group
documents by topic, part, or process, and to identify different profiles of reader like deicing
companies, etc. Each document can have up to 20 keyword tags assigned to it. All
documents will also be indexed for full-text search.
Each document can be assigned an optional effective date, an optional expiration date,
and/or an optional number of time-to-live days. If a document is not yet effective, then it
cannot be viewed by the end-user. Similarly, if a document expires, then it can no longer
view viewed, or optionally it may be viewed but with a disclaimer appended. The same is
the case, if a tablet has not been synchronized for a number of days greater than the
indicated time-to-live days.
The author must also provide a short written description of the change that he has made.
This description is stored as part of the version history, and is available via a function
that allows the end-user community to see a list of all changes since X days.
The author is free to work on a document as draft, save his interim work, and also close
the application, and return to it at a later time and continue to work on the saved draft.
When he has completed his work on the document, he can submit the document for
approval and publication.
When a document, that is included in several manuals, is ready for approval, a
notification will be sent to the two approvers, that a change has been made and needs
their approval. This notification will be sent in the form of an email with a link to the
updated document. Both approvers must approve for the document in this scenario.
When a document, that is included in only one of the two manuals, is ready for approval,
a notification will be sent to the approver of that manual, that a change has been made
and needs his approval. This notification will be sent in the form of an email with a link to
the updated document.
When a document is approved, it will automatically be saved as a new version with the
username of the approver and timestamp of approval recorded with the document for
traceability, and the Care Doc #0 will automatically be updated to reflect the new version
number of the document.
The approved document and the updated Care Doc #0 are
automatically made available to the end-user community, and may be viewed, printed
and synchronized to the tablet community.
If the any of the appropriate approvers reject the document, a notification is sent back to
the author and the document continues to be available as draft and can be re-submitted
for approval.
The end-user will be able to browse the approved version of all documents in the manual,
and he will be able to search for documents using the build-in full-text search engine.
The document will be shown using the User’s template depending on which manual he is
accessing. The individual documents of both manuals will be the same, however
documents are only included in the manual(s) they have been assigned to.
The end-user will be able to print the current version of the PAD.DOCS manual either in
its entirety or a subset based on selected keyword tags.
This print function will generate a .pdf file with the requested content with an
“uncontrolled document” disclaimer added at the bottom of each page. This .pdf file, with
the disclaimer, can be both printed and saved on the end-user’s machine.
Browser Support:
The document-authoring and approval part of the server application will use HTML5
components, and therefore a HTML5 enabled browser with Java script enabled is required
when accessing the system as an author or approver.
System will support (at least) the following browsers for document-authoring and
approval, and all functionality be tested on each of them: Internet Explorer 10, Chrome
29 and Firefox 23.
The end-user part of the server application will not use HTML5 components and therefore
will be able to run on a much broader range of browsers, in particular older versions of
Internet Explorer. However in order to limit the amount of work required for testing,
support and test of the end-user functionality will also be limited to Internet Explorer 10,
Chrome 29 and Firefox 23. This list can be extended upon the Users request.
Tablet requirements:
Innovative Software will provide an Android 4.x App to allow offline access to the
PAD.DOCS manual on tablet devices. The App will be made available to the tablet-user
community via the Google Play Store.
The Android App covers three main functional areas:
1. Synchronize the 1000+ documents in the PAD.DOCS manual, either in its entirety
or a subset based on selected keyword tags.
2. View the documents and jump between the documents using the embedded
hyper-links.
3. Be warned or blocked from viewing documents that have expired
When the App is started for the first time, the user will be requested to provide a
username and password. These credentials will be used when synchronizing the tablet.
This username and password could be generic, but must be acquired by the tablet –user
from Cargolux in order to use the application.
The user must explicitly request to synchronize the tablet. When this request is made,
the tablet will contact the PAD.DOCS servers and download any documents that made
been created or updated since the last synchronization.
The user is also able to force a
complete synchronization of all files. In case of network problems, the user must
explicitly restart the synchronization.
The user can either synchronize all documents of the PAD.DOCS manual or a subset
based on user-configured keywords.
The user will be able to view and search in all documents that have been synchronized to
the device, and that has not yet expired.
App will be locked to portrait mode to ensure that documents are displayed in a
consistent way and the App will not support printing.
Supported Tablets:
Although the Android App will be developed to – in theory – support any generic Android
4.x tablet device, Innovative Software will never be able to test and formally support all
Android 4.x tablet devices on the market.
Innovative Software will not do anything to limit the use of the application to any Android
device, but will only test the application on a limited number of agreed devices. Initially
the application will be developed and tested on Google’s Nexus 7” device, which is
considered the reference implementation of the Android 4.x platform.
Innovative Software will expand the testing to include any Android 4 based device
requested by the user, providing Innovative Software can charge the user the cost of
purchasing a device for testing.
When a new major release of the Android platform comes out, work may be required to
support this new platform. As the magnitude of this work is unknown, Innovative
Software reserves the rights to regard this as project work.
Hosting requirements (if requested by client):
Innovative Software will run the server application using two independent hosting
providers both in EU jurisdiction (or in another place of the client’s choice). This will
provide high availability of the PAD.DOCS manuals for the end-user community.
The document-authoring and document-approval parts of the server application will only
be active on one server at a time in order to limit the complexity of keeping data
synchronized between the servers.
Innovative Software will purchase, on behalf of the user, domain names e.g.
client.paddoc.app. Innovative Software will at any point in time corporate to hand over
the ownership of this domain to the client, should the client request this.
A copy of all documents will be produced daily as a backed up and will retained according
to the following retention schedule: daily backup is stored for 30 days, monthly backup
for 12 months, and yearly for 5 years.
The content of all documents in the system remains the client’s property and
responsibility.
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