The EPC supports fast elastic full-text search, giving the best recommendation based on not only characters, but also quality of the object in the search results. This enhanced search feature will greatly improve UX, saving you time and efforts while managing your documents. Users can also apply the search indexing to a certain document or a folder. That being said, the EPC allows users to search specific information by words or by phrases, not just in the metadata of the entire organization, but also within the document itself.

Users can define custom attributes, including types, categories, roles, responsibilities, even external links (e.g. Wiki pages)and use them as filters to search documents in the EPC system. Amongst these custom attributes, the responsibilities assigned to the documents can be used not only for search indexing, but also for version auditing – management can see who created, reviewed or modified the document, when it was modified, who confirmed the changes, etc., supporting a complete audit trail for sensitive documents.

Users can view all documents stored in the repository under the “Document” module, and can view all the documents assigned to the users’ roles/resources through “My Documents” widget in the homepage. In the “Document” module, documents are organized and displayed following a hierarchical tree structure. However, users can also review documents by using various navigation frameworks offered by the EPC –

The list view will help users navigate documents effortlessly through a top-down structure similar to the organizational framework; the drilldown and contextual views allow users to bypass the hierarchical structure and enter directly into the secondary folders if they know where to look for the document within the database. Meanwhile, specific attributes (standard and custom) related to the document can also be used as filters to facilitate the navigation.

Use the “Preview” function to preview any document and make sure that your soft copy is always up-to-date. Not only text files can be previewed in Adobe PDF format, videos can also be previewed directly in the web app, on tablet, and on mobile! This convenience allows employees to stay informed and refer back to best-practice standards wherever they are, even from remote locations, as well as save tremendous time to access the right document and avoid downloading the wrong one.

Documents, maps and reports are printer-friendly in the EPC. As it is highly likely that not every employee will have access to the EPC platform at any time, having a print-out document available in hands is a great advantage in terms of document distribution and information accuracy. The simple printout feature will insure that your hard copy version and the digital version of the document are always in sync.

Reviews of a document can be automatically triggered by a scheduled request, since documents need to be revised on a periodic basis, whether it is quarterly or annually, in order to guarantee eligibility and relevancy of the content. The EPC system assigns review tasks to relevant users according to the enforced review frequency to ensure that documents are up-to-date.

The EPC also supports customizable reviews triggered by user-defined change requests for better document lifecycle management. In that case, not only the responsible individuals or groups, but also any associated party will be able to collaborate through the discussion forums, to vote for or against the review in an interactive environment.

Users can track and visualize all the notifications of change requests by alphabet, date and priority, and filter the requests by objectives such as to approve, to implement, and implemented. Beyond the document itself and the related requests, management can also see the review frequency and next review date for better planning and continuous improvement.

The monitoring of items is based on subscription. The EPC system automatically tracks any improvement requests, questions, or incidents related to an object. The tracking functionality applies to all the content of documents, as well as other relevant information including roles, responsibilities, resources, and different metadata. Such traceability will indicate where the document is in an approval process, how much time a document needs to be updated, who is late responding to their approval request, etc.

The EPC allows users to centrally set targets in terms of different levels of maturity for a certain document. By comparing current status vs. desired level  based on target deadlines, management will be able to track improvements during document lifecycle management. The maturity modeling will also support continuous planning up to five different target levels in a periodical way for optimizing your document quality.