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| ENCOMPASS:
DOCUMENT CONTROL – EMAIL |
| There
are typically hundreds, or even thousands, of project-related
Emails during the life-cycle of a project. Often times, critical
information is relegated to individual inboxes where visibility
and collaboration are lost. |
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| As project team
members come and go, so does their Email, resulting in a further
loss of information. If research is required, hundreds of
hours are spent pulling together pieces of information from
disparate Emails throughout the organization. Document control
personnel can spend 30 to 40 hours per week manually re-keying
text and attachment content from project mails into Prolog
Manager®. |
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| Encompass: Email
centralizes critical correspondence for all projects and provides
fully automated parsing and creation of such records in Prolog
Manager® as: |
- RFI’s
- Daily Journal
Entries
- Meeting Minutes
- Transmittal
and Correspondence
- Conversation
Logs
- Other Collaborative
Documents
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| The Encompass
client allows users to view, approve, modify, and process
incoming data from a central location, and then routes it
to the appropriate project —no matter how many projects or
Prolog Manager® databases. Once the contents of an Email are
processed, the original Email and its metadata containing
the relays, domains, and actual timestamp of the Email are
archived in a separate file that cannot be modified. The Email
contents, along with any attachments, are then automatically
linked to the corresponding Prolog Manager® record, where
these external files can either be stored in Prolog Website®
or remain in the Encompass database. |
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| Key Features and
Benefits include: |
- Automatically
capture critical project data
- Parse
Information from MS-Excel and MS-Word
- Process
& link email attachments
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- Monitor
unlimited site-defined email boxes
- Automatically
populate Prolog Manager records
- Site
define workflow and routing
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