Records Management
Validation workflow, automatic versioning, and read receipts.
Can each process owner see only their own documents and metrics?
Yes, in Agilium, each process owner can have a view limited to their own documents and metrics, with read and edit permissions.
For other processes and documents, he has read-only access.
The quality manager, for his part, retains overall control of the application: managing access, viewing and editing content, and assigning roles across all processes and documents.- ELECTRONIC DOCUMENT MANAGEMENT, INDICATORS
When you archive a document, does it disappear completely?
When a document is archived, it is no longer visible to users but remains accessible to administrators. It can be restored if necessary.
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Are there automatic reminders if a document isn't approved by the deadline?
Yes, you can set time limits and generate automatic reminders—for example, after 10 days and then daily—until the request is approved.
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We're currently using SharePoint, but it has its limitations. How does your document management system compare to SharePoint?
SharePoint is a general-purpose platform and is not optimized for quality: it lacks native support for lifecycle management, quality validations, and action plans. Agilium is specifically designed for document and quality management, which simplifies configuration, use, and auditability.
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We want to be able to manage operating procedures—with a drafters, team approval, and then signatures. Is it possible to record this and have a simple summary to present during an audit?
Yes, that’s exactly how Agilium’s document workflows work: you define the steps (drafting, validation, approval, distribution). The software tracks all signatures and generates a history that can be used directly for your audits.
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Can we import our existing documents into Agilium?
There are two possible scenarios: either we import all your existing documents into Agilium (including the metadata), or you take advantage of the project to clean things up and integrate them gradually. Both approaches are viable; it’s an organizational decision.
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Can there be more than one approver?
Yes, Agilium allows you to designate multiple contributors and approvers in document workflows.
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Does Agilium allow you to digitize and automate processes other than quality?
Yes, Agilium offers a “Records” module, which is a no-code builder. It allows you to quickly design workflows without any programming. Common use cases include: incident reporting, equipment inspections, etc.
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Is it possible to digitize manufacturing files for the workshops?
The solution enables the digitization of production files on the shop floor by consolidating all quality documents and forms in one place.
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Can you customize headers, footers, and Word templates?
Word templates (headers, footers, styles) can be configured directly in Agilium to ensure consistency across your documents.
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What types of files can be shared?
Agilium supports all standard file types—Word, Excel, PDF, and images—which allows for great flexibility in document management.
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Can we customize the filing system to suit our needs?
The filing system is fully customizable and scalable to adapt to your organizational needs and future changes.
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Can we search for documents by job description or by process?
You can easily search the database using criteria such as job descriptions, processes, or keywords, with advanced filters.
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Is there a mandatory validity period for the documents?
Yes, in the quality directory (only), it is essential to set an expiration date for each document, with automatic alerts sent before the expiration date to schedule the review.
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Is it possible to get a general overview showing all documents and their revision dates?
A dashboard is available to track all documents and their revision dates, and to plan for any necessary updates.
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Is it possible to find all documents by job title, such as "financial manager"?
Agilium allows you to find documents by position, process, or department, using a multi-criteria search engine based on customizable metadata.
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Can we have multiple classification schemes by site or country?
Agilium allows you to configure multiple classification schemes tailored to your sites, subsidiaries, or countries, while maintaining consistency in the overall document structure.
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Is document coding automated and customizable?
Codification in Agilium is automatic, customizable to fit your existing structure, and prevents duplicates. This ensures that every document reference created is unique.
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Do we receive a notification when a document expires or is revised?
Yes. Agilium sends an automatic notification before a document expires and whenever a new revision is made. You set the alert intervals; Agilium takes care of the rest.
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How do you manage access rights by profile/role?
Confidentiality is ensured through granular access control: for each folder or document, you can specify who is authorized to view, edit, or contribute to it.
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