e-DMS module

Presentation

The E-DMS module provides all the necessary functionalities to manage the technical documentation of industrial plants. The optional Autolink module provides unique capabilities for indexing and retrieval through a tag recognition advanced algorithm (equipment codes) within the documents.

The E-DMS module is essential for the use of the E-CMMS, QB4MX and Autolink modules.

 

Administration and configuration

Quickbrain can manage different module access profiles for all users with assistance via a graphivcal interface setting accessed by an administrator.

Different sectors will only have access to the assets that they are in charge of and the associated data (maintenance, historical, tasks, …).

Quickbrain is configurable, but to a certain limit in order not to create excessive complexity of the solution.

It is possible to manage the access rights per user profile:

  • Administrators,
  • Writers,
  • Readers.

Administrators have access to setup and configurable features of the solution.

Writers are the people who create or edit documents.

Readers have “consult only” access to the documents. It is possible to create mixed profiles combining rights for different key profiles.

Documents management

Quickbrain allows the management of  multiple tiered hierarchies (as many as required) and the associated documents.

Each tree is called a “project” and is visible only to authorized users.

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Each document is characterized by a set of metadata which allows the user to rapidly find the document. This metadata can be supplemented by specific attributes to increase the amount of available information. Nevertheless, the available metadata has been optimized to obtain the best intelligence effort / search speed ratio.

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The documents are managed by version and revision. The version of the document is related to the number of changes to the document since the last save. The revision corresponds to the version information at the time of save. For example, if a plan provided by the engineer who designed the plant is supplied at the “F” revision then it will be recorded at the 0 version when starting the unit, but with the initial review trace in order to facilitate communication with the vendor.

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The documents can be saved in any format (PDF, Word, Excel, Auocad, …). It is also possible to save a document in PDF format, as well as the native document used to generate the PDF file (Word, Excel, …) and with the  same document version. This feature avoids working on the document from the wrong source when updating a document.

It is possible to link several documents to a “master” document  using the “related documents” function.

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Smart-drawings

Quickbrain was specifically developed to manage the technical documentation of process plants and in particular waste treatment plants. The common characteristics of this  industry is to work from the equipment codes (tags) which are present on the P & ID diagrams.

This function allows, via the PIDSCAN application (included with Quickbrain) to render  interactive any diagram or picture including the P & ID. Once integrated into Quickbrain, the “smart-drawings” are used to navigate the technical documentation by clicking on the diagrams.

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When a tag is present in two “smart-drawings”, the software automatically proposes the connection between the two diagrams.

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Tag extraction (Autolink)

Quickbrain also makes available in the version 1.3, a unique algorithm tag extraction. This feature is very useful for automatically connecting a document to the arboresecnce tags in order to facilitate research.

Many documents have tags contained within their content and it is tedious to read the document to determine which equipment (via their tag) is concerned. However, this research is essential if the user wants to “index” the document by associating the concerned tags. This in turn, will allow the user to find documents related to the equipment for which information is required.

The “AutoLink” function will extract Quickbrain document tags, calculate an index of confidence and provide semi-automatic snap tags for which the document has not yet been linked.

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Collaborative work

All changes made at the document level are recorded in a log journal. For the same version, only the document reference and its attachments can not be changed.

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Automatic sending email features can be implemented in order to warn a group of person (whether or not registered in the application) of a change, or a new version of the document.

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The document status modification is saved in the log journal with the person who modified the document. It is also possible, for example, to determine if  a document is in the process of being modified or proof read, if the status was created by the administrator.

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This is a simple and effective workflow system which  allows efficient collaboration !

Event/Action management

An event and action management system which can track the change actions / document updates.

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The actions can be viewed on a planning schedule or a list and ranked according to their status, processing delay, responsible person, …

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Document search

Document searches can be completed from the tree:

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Or from the list of documents by combining the research fields (including via P & ID tag search). You can also add / remove search fields, export the serach results to Excel format, save search profiles, export the selected attachments in a ZIP file format …

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Application customisation

The set of drop-down lists can be modified by an administrator. It is also possible to define additional attributes for different documents.

Electronic index

This is an extraction (automated or not) of all document attributes and allows a document search by keywords and tags. This version is completely free of license fees and can easily be integrated into an intranet.

We recommend using this interface for the “reader” profiles as it can meet 99% of their search requirements.

This interface also comes with a simplified Smart-Drawing version for interactive documentary exploration.

 

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Références

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