Interface, reports, search

Rockawork is available in the cloud (private or public) or on-premise.

Thanks to the built-in REST API module, the solution integrates with OCR systems (e.g., ABBYY), ensuring automatic text recognition and document digitization. The solution’s efficiency allows for handling large volumes of documents and mass scanning. The platform is built on a low-code concept, allowing new business scenarios to be implemented and developed by trained users without involving IT specialists.

During design, significant emphasis was placed on ease and intuitiveness of use – the solution is accessible via a web browser, adapted for mobile devices, and available in multiple languages. Fast search functions allow immediate access to documents, in accordance with the authorization system, and full-text search even within archived documents.

A high level of security for data processing, storage, and transmission is ensured by the solution’s architecture, an extensive authorization system, the use of cryptography, and an advanced control and audit system.

Clients using Rockawork in a cloud computing model have an additional guarantee of data security and confidentiality based on the ISO 27018 certificate awarded to All for One.

For SAP clients, a major advantage of the solution is the ease of integrating the Rockawork platform with the SAP environment (including SAP ECC, S/4HANA, SAP HR, and SuccessFactors solutions). Appropriate connectors, as well as implementation and integration services for both platforms, are available.

Thanks to the above advantages, scanning, electronic archiving and sharing of documents, workflow, and business process management become efficient, secure, and employee-friendly.

The solution supports the optimization of managing various types of documents and processes. The most common include:

• supplier invoice workflow (document registration and scanning, workflow, archiving, SAP integration);
• documents for cooperation with contractors and clients, such as contracts and orders (digitization, archiving, protection, and sharing);
• HR document workflow (employee and associate contracts). The Rockawork E-Files add-on for HR and payroll systems (e.g., SAP HR/HCM, SuccessFactors) enables the implementation and maintenance of company employee documentation in digital form (electronic personnel records);
• correspondence workflow, complaint handling process;
• technical documentation (projects, infrastructure diagrams and maps), IT processes, GDPR documentation.

Leveraging the experience of those who work with the solution daily and in cooperation with clients, we have developed a new user interface. Direct user feedback formed the basis for the changes implemented. We particularly improved the interface available on mobile devices. As a result, Rockawork gained a simple, intuitive interface, consistent with user workflows, which can be operated equally effectively on any device.

Many of our clients use the Rockawork system as their primary file repository. As is known, in large repositories, quickly finding a specific document or a set of documents with defined parameters can be a challenge. In this regard, a dedicated search engine comes to our clients’ aid. For a text query, the system matches the phrase to any field in the document or to the content of an attached document.

The query can also be refined to apply to, for example, a specific field in the document. Furthermore, the user has filtering tools at their disposal, allowing them to easily create a permanent quick filter, activated with a single mouse click.

Document templates (e.g., in .doc, .docx MS Word format) can be used to generate automatic contracts and other types of documents. In the text document, special fields can be filled by the Rockawork system. This way, it is possible to generate a complete set of documents for any user, for example, for a new employee in the onboarding process.

With the Rockawork platform, you can not only digitize and automate key business processes within your company but also independently adapt processes to dynamically changing business needs. A crucial element in the analysis and optimization of any business process is the identification of areas where bottlenecks occur. Clients can independently prepare and configure a dashboard where selected reports will present the most essential information about the process. One such report, illustrating bottlenecks (delays) at individual steps, is the so-called process heat map.

Furthermore, our system integrates with Power BI, a solution that enables the creation of dynamic, complex analytical reports. By integrating with the Rockawork system, our clients can create any report, even highly advanced ones, as all data available in Rockawork can be utilized in Power BI.

An interesting and client-requested feature of the system is the ability to sign electronic documents using a qualified electronic signature. The user selects the document for signing and provides the PIN that secures the qualified electronic signature. The document signing process can be part of any business process and is carried out within the Rockawork system without the need to switch to other applications or portals. Crucially for security reasons, the client’s certificate is not transmitted beyond the device used to sign the document.

Many of our clients are companies working with SAP systems. When building connectors to integrate Rockawork with SAP, we leveraged our experience from implementations and user support services for this system. One of the solutions we offer addresses the issue of document storage in SAP. Our clients do not need to burden their SAP system with unnecessary documents. It is sufficient to define a content repository in SAP, which will enable cooperation between the systems.