Cadac Organice BV is a Microsoft Partner and Independent Software Vendor (ISV) developing solutions for Engineering Document Management and Document Control based on Microsoft SharePoint. With its roots in the Cadac Group, Cadac Organice BV relies on 25 years of company history serving customers in project-driven industries.
Cadac Organice Explorer is a smart client for Microsoft SharePoint. It provides all the fundamental document management functionality to create, store, search, retrieve, view, check in, check out, edit and revise documents. The user interface has a Microsoft Outlook look & feel, making it easy to use for everyone. It presents the project structure, content and document properties all in one view. Users can search documents by project structure, by metadata including intelligent and multi-value lookup lists, and by full text search. Users can also create personal views and advanced filters.
Cadac Organice Explorer integrates with Microsoft Office, Outlook and various CAD applications, including AutoCAD, Revit, Bricscad and MicroStation. Documents can directly be opened in their native application. Through the Cadac Organice toolbar installed in the application, documents can directly be saved and stored into Cadac Organice, including CAD reference files (e.g. XREFs), blocks and images. Cadac Organice Explorer lets you map SharePoint metadata with title block attributes in the CAD drawing or with document properties of Office documents. When saving the document, the metadata and title block attributes or document properties are automatically synchronized.
Through the integration with Microsoft Outlook incoming and outgoing e-mail and attachments can be saved and stored into Cadac Organice. When e-mail is stored, it is automatically labeled with the Cadac Organice categories, indicating in which SharePoint site the e-mail was archived. When saving e-mail, the e-mail properties can automatically be mapped with SharePoint metadata.
New documents can be created from their application or from Cadac Organice Explorer whereby templates can be used for specific document layouts such as drawings, letters, faxes and e-mail. With Advanced Document Creation new Word templates can easily be created and automatically populated with SharePoint metadata. Existing documents can easily be stored into Cadac Organice using drag & drop.
Cadac Organice Explorer has an integrated viewer to view documents without the native application. Over 250 different file formats can be viewed, including compound documents like CAD drawings with reference files (e.g. XREFs). The integrated viewer can also be used for redlining and to compare document versions. Also additional viewers like Adobe Acrobat Reader, Autodesk Design Review and Microsoft Visio can be used to view specific file formats in the most optimal way.
When a document is revised, a new revision can be created and the revision number and metadata are automatically updated in SharePoint. Cadac Organice Explorer provides an additional tool for advanced revision numbering based on metadata and specific revision coding that automatically generates document and revision numbers. The document history and the metadata of each revision is kept in SharePoint and can be viewed in Cadac Organice Explorer. A user can view the history, view each revision, and can easily compare revisions.
Cadac Organice Explorer also makes it possible to work offline. A user can select which documents should be available offline and is able to check them out if needed. Any changes are automatically synchronized when the user is back online again.
Cadac Organice Publish can publish documents that are stored in SharePoint to a document library or to an internal or external SharePoint site. Documents can be published in their native format, but they can also be converted into an independent file format, so they can easily be opened, viewed and annotated by others without the native application. Published documents can easily be distributed, they can be printed accurately and they can be securely archived for many years.
Cadac Organice Publish is initiated through a custom SharePoint workflow that can be configured using the familiar SharePoint interface. Administrators can define when the workflow is triggered, for instance on check in or based upon certain metadata values.
An Administration Site provides them an overview with detailed information on all jobs and whether they were successful or not. The location to which documents are published and the mapping of metadata between source and target location can also be configured. The end-user does not require having read-write access to the publishing location. Once the publishing process is finished the end user cannot tamper with the result, which can be important with regard to compliance and record management requirements.
The workflow is executed from Cadac Organice Explorer, but publishing and file conversion is done on a dedicated job server. As a result, publishing and conversion is done fast and the load is taken away from the SharePoint server and the local workstation. For file conversion, the native application is used to assure that file conversion is done accurately, including fonts, logos, layouts, reference files, etc. The architecture is scalable, so that multiple job servers can be used, each with a specific task.
The native and published document are stored, linked and managed in SharePoint, including their metadata. This guarantees that changes to the native document are also applied to the related published document.
Cadac Organice Publish can be initiated at any time and can be used in combination with other Cadac Organice functionality. Documents can for instance be published to Cadac Organice Transmit to distribute them through e-mail or to print them directly. Documents can also be published in a file format that is suitable for long term archiving.
Documents are published to any document library or SharePoint site, including an extranet site in a DMZ (Demilitarized Zone) for external access. Cadac Organice Publish can publish Office 2003 and 2007 documents, and AutoCAD and AutoCAD LT drawings. Documents can be converted into PDF, PDF/A and DWF.
With Cadac Organice Scan incoming correspondence and other hardcopy documents can be scanned and stored into the SharePoint document environment, making all documents centrally and digitally available to all users. Hardcopy documents can first be registered and then scanned, or first scanned and then moved into the SharePoint environment.
When documents are first registered, the Scan extension in Cadac Organice Explorer is used to enter the appropriate metadata of the document, like document number, project number, subject, and contact person. Through the registration process a user defines exactly where the document needs to be saved and stored in the SharePoint document environment.
During registration, a scan coversheet is created and printed. This coversheet includes a code with the registered information in SharePoint about the document that needs to be scanned. The document is scanned including the coversheet. After scanning, the document and coversheet are interpreted using OCR (Optical Character Recognition). The scanned document is converted into a searchable PDF file, and through the code with registration information on the coversheet, the document is automatically saved and stored in the correct SharePoint location, including its metadata. Users can retrieve the document by either using the metadata, or by executing a full text search.
It is also possible to first scan all documents into a central SharePoint location and then moving them subsequently to the correct project libraries and adding the proper metadata. If needed it is possible to reference in the metadata to the physical location where the paper document is still kept.
Cadac Organice Scan can be used in combination with any scanning device, including small format and wide format scanners, standalone scanners and multifunctional devices. Scanners can be locally available to users or centrally in a mailroom, print room or at a reception desk.
Cadac Organice Transmit distributes multiple documents efficiently to multiple recipients at once and offers management information to document controllers who need to track transmittals that have been sent. Users start by creating document packages and distribution lists through wizards. Through a transmittal definition they then specify which document package is sent to which distribution lists and whether the recipient should receive the documents digitally or on paper.
Packages, distribution lists and transmittal definitions are created within the SharePoint environment where both documents and recipient are stored and managed. A transmittal letter is automatically generated for each recipient listing the documents and providing number of copies. The transmittal letter can easily be customized to fit corporate identity standards.
A transmittal tracking list in SharePoint records who received what and when. Tasks can be specified for each recipient, e.g., the recipient needs to approve the documents or revise them. A deadline can be set for tasks, and SharePoint reporting can be used to determine if recipients met their deadlines.
When documents are modified, Cadac Organice Transmit indicates which recipients need to receive updates. The document controller is automatically notified by email of the need to retransmit the package.
Recipients can receive documents digitally or on paper. To print documents, Cadac Organice Transmit can be integrated with 3rd party print applications for both in-house printing and for outsourced printing at a reprographer.
With Cadac Organice Workbox you can build productive workflows in SharePoint to automate business processes. Workflows are designed and created with Cadac Organice Workbox Designer, a web based solution that is deployed and activated as a feature in SharePoint. Cadac Organice Workbox Designer opens in the browser and provides a graphical interface to design and create workflows in a user friendly way.
Users can simply drag and drop workflow states between the start and end point of the workflow, representing the various phases in a process. Each state can have a logical name and description. When states are created, the user defines the routing from one state to another. Also a route can have a logical name and description. Depending on the outcome of an action, it is possible to route a document or item to a next or previous state.
For each route an action is defined. The action will route the document or item to a next step in the workflow, like approve, or reject. An action can include activities like edit, copy, delete, check in or out, change a metadata value (e.g. document status), send an e-mail, change permissions or start another workflow. Activities can easily be reused in other actions. Cadac Organice Workbox also provides the possibility to easily create custom activities.
To execute an action in a workflow, users or groups are assigned to the action. The user or group includes a role and permissions. These permissions define what a user or group can do when the document is in a certain workflow state. For instance, if an engineer sends a document for approval to his manager, he is no longer able to edit that document until it is approved or rejected. Within Cadac Organice Explorer, a user only sees his available workflow options related to the status of the workflow.
Cadac Organice Workbox also makes it possible to add user provided variables to a workflow. This allows the user for instance to enter a due date or a comment when he routes a document to the next workflow state.
When the workflow is created, it is deployed to the SharePoint site and the list or library on which it is created. When it is deployed, users are able to execute the workflow on the documents or items. Workflows can be executed automatically when a new document or item is created or changed, or they can be executed manually on one or more documents or items from the Cadac Organice Explorer interface.
From Cadac Organice Explorer users get visual feedback on the status of the workflow. They are also able to see the workflow history on a document or item. The history includes information about who did what and when in the workflow and the result of each workflow step.
With Cadac Organice Workbox Designer it is possible to build both serial and parallel state workflows. Cadac Organice Workbox Designer is typically used by Administrators or Business Analysts responsible for designing and creating workflows.