Seamlessly Track Every Document
Instantly track, monitor and locate your documents through its assigned unique document code.
Seamlessly Track Every Document
Instantly track, monitor and locate your documents through its assigned unique document code.
Docutrakr is a web-based Document Tracking System that automates the process of receiving, accessing, and searching of documents for status monitoring. It also provides efficiency insight for each employee through the In-App Workflow Management module's Turn Around Time (TAT) features.
General Features
Web-based application with responsive User Interface
Specify document processor (employee/ department)
Expected and actual document processing time
Customizable workflow per document
Document and its attachments filing location
Document processing status
Effortless status monitoring and document tracking
Enhanced customer service
Graphical representation of process workflows
User role access management
Built-in audit trail for better security
Data Privacy Act (RA 10173) compliant
Cloud or on-premise deployment ready
Web-based application with responsive User Interface
Specify document processor (employee/ department)
Expected and actual document processing time
Customizable workflow per document
Document and its attachments filing location
Document processing status
Effortless status monitoring and document tracking
Enhanced customer service
Graphical representation of process workflows
User role access management
Built-in audit trail for better security
Data Privacy Act (RA 10173) compliant
Cloud or on-premise deployment ready
Search facility using QR code or document code to track the following:
- Who (processor/ organizational unit) or where (location) the document has been sent to
- The expected turn-around time and the actual time spent to process the documents
- The workflow from the receipt of the document until its filing
- The location where the document and attachments are filed/ located
- The processing status of the documents
Functionalities
Document Receiving and Processing
A system for real-time document tracking, checklist printing, file attachment, QR code generation, and workflow automation.
- Assignment, generation, and printing of QR code or Document code
- Printing of processes checklist and required workflow
- Realtime stamping of received document
- Facilitate the attachment of related documents
Notifications
Email/ in-app notifications for all status of submitted documents.
- Requestor – every receipt of the document by each processor stating the most recent status
- Processor – upon receipt of the document by the next processor as acknowledgement
Workflow Management
- With Configurable workflow process for each document with computation of the time spent or Turn-Around-Time per processor and/ or Department/ Section/ Unit to complete the processing of documents
- Flexible/ movable and configurable sequence of processes per workflow
- With detailed information per process in the workflow for easier tracking of document status
Dashboard Management
- Built-in Customizable Dashboard that display, track and monitor the document through real time summarized information presented in pre-defined charts and graphical format.
- In-App analytics that provides insights to the management that may supports decision making.
Configurable Reference Tables
Ensures adaptability through definable and configurable data as follows:
- Organizational Unit – Multi-level company structure (Department/Unit/Section)
- Employees – Employee master file with assigned departmentt/unit/section
- Locations – Tiered storage/archive for documents
- Document Status – Customizable status per phase
- Processes – Configurable processes with set Turn-Around-Time
System Security
- Two-Factor authentication using Password and Captcha
- Configurable Password Policy
- Viewing of complete audit trail history that monitors the activities done by each authorized user on the system that can be generated and retrieved easily.
Report Management
Generate Document Tracking Reports in Excel, CSV or PDF format:
- Received QR Coded Documents for the day or for the period
- Received QR Coded Documents per Organizational Unit
- Processed QR Coded Documents for the Day/ Period
- Processed QR Coded Documents completed on schedule/ time
- Performing Department/ Unit for the Month – with the highest number of requests processed for the month. (selection of top 5, 10, 15, 20… etc.)
- Performing Employees for the Month
- Customizable Reports
- Printable Audit Trail Report
Process Flow
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Contact
Address: Cosmotech Center, 7761 Saint Paul St., San Antonio Village, Makati City
Tel: (02) 8403 9811 – 12
Email: sales@cosmotech.com.ph
