Supported operating systems
Server:
Windows Server 2012 (or later)
Linux (in case of Oracle DB Server)
Work stations
Windows 7 and later
Supported databases
MS SQL Server 2012 and later (Standard or Enterprise), Oracle DBMS
Hardware requirements
Recommended:
Xeon Quad core processor
16 GB of RAM
1 TB HDD
Work stations
Recommended:
Intel i3 (or AMD equivalent)
2 GB of RAM
1 GB HDD
Hardware features of server devices may vary depending on customer needs
The UniDocs module licensing method is based on the principle of competitive licensing, i.e. simultaneous access to the system by as many users as the number of licenses acquired. Unidocs client applications (Windows desktop-thick client, Web-thin client and Mobile client) are delivered in a so-called triple license system. This means that Windows and/or WEB and/or Mobile versions can be used on any of the client workstations, without additional licensing. The server components of the Unidocs document management system are free of charge for up to 100 system users.
The main module of the UniDocs system, within which the entire manipulation of documents (creation, filling, review, modification, archiving, verification, etc.) is performed, is the Client module. To make the savings on the investment of our users, in addition to the supported concurrent licensing concept, we have developed three client license levels: Client, Clite, and View.
Below is a description of these applications:
UniDocs CLIENT is the main module of the system, which is located at every user workplace and represents a universal user environment for working with documents of all types, contents and origins. It allows creating, processing, sending and archiving documents, searching archives, working with revisions, publishing documents, viewing bulletin boards and much more. By means of sound and text messages - alarms, it informs the user about the actions that have or have not taken place on the document. It provides tools for grouping documents into items and projects, editing content and other operations with items and projects. A simple way of generating reports according to different criteria and their exchange between users or the environment is enabled. The simplicity and intuitiveness of this module guarantees easy acceptance, simple and short user training, with complete standardization of the computer work environment. Users with an extended set of rights are enabled to monitor the entire system or a group of users, as well as intervene in the flow of documents, find and view documents in any status, review intermediate versions, statistical reviews, reports, and the like. UniDocs Client with assigned manager rights is also equipped with standard statistical reports that provide analysis of process duration and efficiency, productivity at individual workplaces, and the like.
The following functions are available within this module:
- Constant insight into the list of received, sent and documents in progress
- Creating a new document
- Modifying an existing document
- View existing document
- Entry, modification and review of descriptive data (attributes) about the document (secondary document)
- Overview of the entire history of the document
- Automatic, manual and step-back document sending
- Inspection and maintenance of bulletin boards
- Document archiving
- Multi-criteria document search and retrieval from the archive
- Managing document versions and revisions
- Creating documents with attachments (documents with multiple files)
- Working with complex documents (folders) and searching them
- Directory organization in multiple levels of subdirectories
- The possibility of placing one document in several directories
- Protection of an individual document
- Delegation of permissions for an individual document
- Setting criteria for alarms
- Electronic signing of document files (requires PKI infrastructure)
- Downloading documents from the mail client MS Outlook
- Sending a document by email (MS Outlook)
- Automatic document import from a network scanner...
All the mentioned functions are controlled by UniDocs' global permission system, so that each of the users on documents of a certain class can perform only those operations for which he has been given the appropriate permission.
The UniDocs C-LITE module has the possibility of reduced functions of the Unidocs Client module and is used for workplaces that in the business process perform the function of verifying and certifying documents or changing some of the data, without the need to create or change the content of the documents themselves. The Clite module contains all the functionality of the Manager, so this module can be used for the needs of high and middle management.
UniDocs VIEW is a free module for searching and reviewing documents intended for workplaces that do not actively participate in business processes but need information from certain documents. The importance of the View module is reflected in the distribution of quality system documentation, where the documentation should be distributed to a large number of users whose task is only to review documents.
Thanks to the UniDocs Web and Mobile Client applications, you can access your business documentation from any location and from any device (mobile phone, tablet, computer).
Of course there is a possibility. For companies that are interested in introducing our DMS solution, we can set up a trial version, limited to one month of use, with predefined types of documents and a short user manual.
The UniDocs DMS system offer consists of 4 parts:
- Prices of licenses and annual maintenance
After purchase, licenses are permanently owned by the customer in the version that was current when the handover minutes were signed. Since OSA is constantly working on upgrading the system and has several new versions in the pipeline, an annual maintenance subscription contract (12% of the license price) is signed every year.
- Implementation price
It depends on the estimated number of consultant days for this type of service (the number of days depends on the number and complexity of the business processes being implemented)
- Training cost
The price of training depends on the number of users undergoing training
- Price of technical support
Support is not a mandatory element of the offer, but it is recommended at least in the first year of system exploitation.
Indirect costs of introducing DMS can be related to:
- infrastructure, i.e. the potential acquisition of new hardware (server, computers, scanner...), if the existing one does not meet the minimum requirements for functioning,
- acquisition of licensed software (database or server OS license)
- setting up a network in locations that were not connected until the introduction of DMS, and in the analysis of business processes it was concluded that it is necessary to work in the DMS system.
UniDocs is very easy and quick to parameterize (without the need to write programming code). Depending on the complexity of the process that you plan to implement in DMS, the expected implementation time is determined. What we can confirm, based on past experience, is that in small companies our solution is introduced in just a few days.
What significantly speeds up the implementation process and understanding of business processes is the description of business processes (ISO 9001 Quality System Business Handbook) in which most of the required information is already documented (processes, participants, documents, bar charts, templates,...).
For a better analysis and approach to implementation, the user should appoint responsible persons (project managers) who would actively participate in the collection of all necessary information in the domain of defining business processes, defining types (classes) of documents and templates, defining UniDocs users and defining types (classes) of electronic folders.
During the implementation of the UniDocs system, the administrators (Meta Designer) of the system are part of the project team and actively participate in both the business and the IT part and are trained to implement, administer, and maintain the system.
As a result of the implementation, the UniDocs software was installed, adjusted,d and implemented at the specified location, a central database was formed, business and organizational rules were defined and established, and thus a unique environment for working with documents was created.
Technical support and maintenance imply the signing of a Technical Support Agreement for one year (support is not mandatory but is recommended in the first year of system exploitation). Technical support includes telephone, e-mail, and remote (TeamViewer tool) support every working day (Monday-Friday) from 8 am to 4 pm. Technical support includes a package of several one-day consulting visits by OSE consultants or a certified OSI partner. The subject of consulting assistance can be questions and help with the implementation of specific solutions in the environment of the UniDocs program system, optimization of the system, as well as all other issues related to the implementation of UniDocs.
- Because it has been on the market for 20 years
- UniDocs has users who have been working with it for more than 15 years
- The team that improves the solution on a daily basis consists of 8 development engineers and 6 implementers (+ capacities of partner companies)
- The system is developed according to the requirements of the market and our clients and partners
- The system is easily and quickly implemented (by parameterization, without additional programming)
- The system is easily and quickly integrated with other IS
- Because it saves the user's investment
- Concurrent, dual licensing model
- Licenses for searching and viewing documents are free
- Uses existing applications for viewing and editing documents (Word, Excel, AcrobatReader, AutoCAD,...) - Because it is easy and quick to learn (user training takes 1-2 days)
Below is a list of our most important references:
- RS Ministry of Economy (the system is used by ten different institutions)
- JP Nikola Tesla Airport
- Ministry of Foreign Affairs
- Ministry of Justice of the Republic of Serbia
- Seismological Institute of Serbia
- Republic Geodetic Authority
- City Administration of Užice
- The municipalities of Senta, Kikinda, Požarevac, Kruševac, Aleksinac, Smederevo, Malo Crniće, Žabari, Velika Plana, Petrovac na Mlavi, Veliko Gradište, Golubac, Žagubica, Kučevo...
- Municipality of Kikinda
- Budva and Tivat municipalities, Montenegro
- JP Institute for Construction of the City of Novi Sad
- JP Institute for Urban Planning of Subotica Municipality
- JP Institute for Construction of the City of Subotica
- JP Beogradske elektrane, Belgrade
- Historical Archives of Belgrade
- Ministry of Sustainable Development and Tourism, Montenegro
- SGS Beograd d.o.o.
- SGS Philipine
- SGS Senegal
- Enmon d.o.o.
- Klett d.o.o.
- Tehnounion d.o.o
- Farmalogist d.o.o.
- Vizus d.o.o.
- Telegroup Beograd d.o.o.
- Telegroup Banja Luka d.o.o.
- Comex d.o.o.
- Letač d.o.o.
- Bahus d.o.o.
- Novatronic d.o.o.
- Energy Net d.o.o.
- CGS Slovenia
- KSU Zagreb…