This document discusses the limitations of document management in IBM Maximo and proposes a solution using eDocumentus as a document management system integrated with Maximo. The current Maximo system does not allow for proper document storage, organization, security, or advanced document features. eDocumentus would provide a full-featured DMS with capabilities like versioning, permissions, search, and direct access to documents from Maximo. The integration would link documents stored in eDocumentus to various Maximo objects like assets, work orders, locations, etc. This unified solution provides improved management of large volumes of documents while maintaining the benefits of Maximo's asset management functionality.

1. eDocumentus
Solutions | IBM maximo
DMS for MAXIMO

2. Prozone IT solutions
Documents in Maximo
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Restrictions of current solution in Maximo
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Requires large amount of different document types:
drawings, photos, plans, project documentation,
manuals, etc.
Documents are stored on local file system
without enforcing any security
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Documents get served as static resources via not
verified/authorized URLs
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Documents are associated to different Maximo
objects
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Large number of important documents need
controlled environment and management
There is no proper relationship management
between records and corresponding documents
(for example relating record statuses to
document operations)
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There is no support for standard document
management operations like versioning,
archiving, electronic signature, copying,
editing etc.
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There is no support for batch operations
(multiple files upload/download, moving, etc.)
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Folder structures are static disallowing the
users/developers to use fine grained ‘record
related’ folder structures
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Search by document names, types and their
metadata is not supported
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There is no support for permissions per
document/folder
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EAM solutions based on IBM Maximo – all about
assets
MAXIMO ASSET
MANAGEMENT

3. Prozone IT solutions
DMS for Maximo
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Full integration between Document management and EAM systems – DMS for
Maximo
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Secure storage for all documents in DMS with all DMS benefits
 DMS operations (check-in, check-out, versioning, archiving, etc.)
 document permissions applied
 centralized document storage

Searching documents using names, organization hierarchy, metadata, actual
context (full text search).
•
Maintain folder organization per Maximo object
 assets, locations, work orders, service management, materials management, contracts
management, procurement management, EAM processes.
•
Direct access from Maximo applications to documents stored in DMS.
 View all asset data and all documents related to asset in one page
 View all work order data and all documents related to location, assets and work order
 etc.

4. Prozone IT solutions
DMS for Maximo

Integration of eDocumentus into Maximo

New Maximo application designer component – adding document management features
to new or existing application like any other component.

Single sign on - Usage of the existing Maximo user/group model in both applications
Services / Actions
Security/Administra
tion
eDocumentus DMS
UI Control
web services
HTML
4
4

5. Prozone IT solutions
eDocumentus
eDocumentus EDRMS
Integrated Document, Records & Workflow Management system.
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Development - since 2004
Web based system (browser independent)
Java technologies (database and OS independent solution)
Dedicated to the standards (WebDAV, XPDL, WfMC, OMG)
Framework for BPM software solutions development
eDoc WebOffice
eDocumentus web client (full end user client).
eDoc Process Editor
Graphical editor for process modeling.
eArchive
Document capture client for scanning, document imaging, indexing and OCR.
eDoc Signature
Client for signing electronic documents (digital signature).

6. Prozone IT solutions
eDocumentus DMS
functionalities
Documents

Flexible document structure

Indexing & classification
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Metadata
Folders
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Flexible folder structure

Folder types

Metadata
Document Templates
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Automatic document creation (pattern based naming convention)
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Automatic data filling
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Search and permissions according to types

User defined document attributes
Types
Actions
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Document creation (import, drag & drop, mass upload, scanning)
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Document actions (read, edit, check in/out, send as a attachment)
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Versioning, audit trail
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Document flows (drafting, transmittal, approval)

7. Prozone IT solutions
Document creation
Document created in eDocumentus is visible in Maximo
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Importing existing e-documents (single or mass import)
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Scaning (eArchive application – mass scanning, OCR, document classification)
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Creation based on templates
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Offline client – Microsoft Outlook – document synchronization
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Emails import
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Documents in attachments
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WebDAV – Windows Explorer – drag & drop import

Mass import of existing e-documents
Document creation actions are available for Maximo users

8. Prozone IT solutions
eDocumentus in Maximo
Two Systems (EAM & DMS) – Unique View

9. Prozone IT solutions
eDocumentus in Maximo
Document actions
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Document upload/download (single/bulk operations)
Rename/Delete/Move documents
Cut/Copy/Paste support (works in both directions – local computer and server)
Editing Office documents directly on server (WebDAV protocol)
Check-in / Check-out functionality
Versioning (automatic, manual)
Archiving
Document details view

10. Prozone IT solutions
eDocumentus in Maximo
Document actions
Document / folder references for parent objects
 Work order object/documents contains reference to
Locations/assets documents
Document Preview
 preview of document content in web browser
(without client application usage)
Tracking changes (event audit and history view)

11. Prozone IT solutions
eDocumentus in Maximo
Document Signature
 Digital signature –
standard formats
 PDF as a format for
signed documents
 Signature validation
(available also
through other
applications, e. g.
Acrobat reader)
 Support for multiple
signatures –
document approvals

12. Prozone IT solutions
DMS for Maximo Objects
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Enables access to all documents related to Maximo objects through
Maximo application
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Documents can be associated to any Maximo object type
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Supports dynamic folder organization using values from MBOs,
relationships or variables
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Configurable folder and document organization per Maximo object
(location, asset, work order, contract)
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Automatic document structure creation
(folders and document templates) in eDocumentus when Maximo
object is created
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Provides actions for folder and library administration
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Enables document flows processes
(document approval, transmittal, notifications, collaboration)

13. Prozone IT solutions
Maximo Attachments
eDocumentus component for
Maximo enables storing standard
Maximo attachments into
eDocumentus as a documents.
Attached documents are normal
eDocumentus documents.
All permissions defined for
existing Maximo object is
applied in eDocumentus.
Document management actions are available through eDocumenus interface or through
document management tab in Maximo.

14. Prozone IT solutions
Searching for
Maximo documents
Search through eDocumentus interface
 Quick search
 Advanced search
 By types
 By custom attribute values
 Predefined search
 Full text search
Search through Maximo application interface
 DMS component
 Search documents by Maximo objects
eDocumentus processes
 Delivering documents when needed

15. Prozone IT solutions
eDocumentus for
Maximo Security
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eDocumentus has fine grained security model which
includes folder permissions and document permissions
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Documents are stored encrypted so that even the server
administrators can not access documents without proper
permission.
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Each action on document needs to come from
authenticated user and needs to be authorized.
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Permissions can:
 be set on folders, documents, document types, templates,
etc.
 use permission hierarchy
 be defined for users & groups, organizational units, roles in
organizational unit, etc.
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Temporary permissions
 Time limited permissions: tickets

16. overview
eDocumentus DMS
for Maximo
customer
benefits
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Organizes documents in logical folders
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Allows storing additional information about documents using
attributes and document types
Easy access to documents via content, folders
and attributes search
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Tracking changes with versioning and events auditing
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Complies to Maximo guidelines and components architecture.
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Ph: +381 21 47 20 200
Fax: +381 21 45 12 16
office@prozone.rs
www.prozone.rs
Cost effective solution for document management in Maximo

Prozone IT Solution
Novi Sad 21000 Serbia
Puskinova 26
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Enables document approval processes, scanning, digital signature,
notifications.
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Flexible and extendable solution which can be modified to meet the
customer demands.
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Due to its flexibility, this solution can be ported to some other
document management platforms like EMC Documentum
or IBM FileNet.

17. Who
We
Are?
Consultants, systems implementers, developers,
integrators & project managers
Prozone is a software development company which offers development and implementation of information technologies.
Established in 2002. Offices: Novi Sad, Serbia (headquarter) and Kuwait (The Middle East office). Employee Count: 50
Specializes in: financial industry, eGovernment, Oil&Gas and Utilities software services and solutions.
Certifications: ISO 9001:2008, ISO 27001:2005, ISO 20000-1:2011.
Partners: IBM Advanced Business Partner. EMC Business Partner. Microsoft Partner
Certified technology professionals: IBM Maximo, EMC Documentum, Microsoft SharePoint, eDocumentus
Completed many high profile projects in Europe and Middle East

18. Markets:
Using various software solutions and new technologies
Prozone operates in:
Europe (United Kingdom, Netherlands, Greece, Austria,
Slovenia, Serbia, Bosnia & Herzegovina, Montenegro).
Middle East (Kuwait, Qatar, United Arab Emirates,
Lebanon)
References: