From document challenges to business advantage

Among similar solutions available on the market, Rockawork stands out for its functionality and ergonomics. The solution is easy to use, intuitive, and highly flexible. The ability to quickly search for any information, thanks to the use of the latest technical solutions and a unique architecture, is a major advantage.

Web browser access allows working with the application from anywhere in the world and from any network-connected device. The solution natively supports Polish and English, and it is also possible to easily add other languages, according to client expectations.

Another distinguishing feature of Rockawork is the strong emphasis placed on thoroughly considering unauthorized access protection and the security of data storage and transmission. File encryption and an extensive authorization system allow for defining user permissions down to individual data points. An advanced control and audit system clearly identifies who performed what and when within the application.

And most importantly. The system architecture has been designed so that the application can be available in the so-called cloud model. All for One Poland – based on its own professional and secure data center – can also provide the solution in a SaaS model. As a result – compared to traditional installations requiring the client’s own IT infrastructure – the application can be available almost immediately, without the need for investment outlays on licenses and equipment, or administration costs. The choice is up to the client.

This aspect clearly distinguishes All for One Poland from other providers on the market. The combination of its own software solution with its own IT infrastructure creates an integrated, comprehensive, and vendor-independent solution tailored to the needs of companies aiming to compete in the new era – the information age. Additionally, utilizing the outsourcing model enhances all benefits derived from the solution (risk transfer to All for One Poland, cooperation based on an SLA agreement, lower maintenance costs, higher security, availability, backup management).

The Content Management module is used to manage an organization’s information system, allowing for the input and archiving of any type of content. Its basic functions include managing documents of various physical and electronic types and formats. These can be text documents, graphic files (e.g., technical documentation in graphic program formats), scans of documents and drawings, photos, etc.

The ability to separate data, create distinct repositories for different document types, and a permissions system enable flexible access to information and increased archive transparency. It is possible to separate data for individual companies within a capital group, provide information based on company department or document type, e.g., internal documents or customer-related documents. Advanced search functions facilitate finding the desired document.

The system architecture has been designed so that the application can be available in a SaaS model – based on its own professional and secure data center.

Enterprise Content Management also ensures that unnecessary documents do not accumulate in the repository – the time-based archiving management function allows setting notifications about the possibility of deleting, for example, invoices for which the required retention period has already expired or will expire soon.

An extensive system of permissions and authorizations ensures the security and access to documents only by authorized individuals, guaranteeing the organization full control and risk management.

The user-friendly interface and web browser access from any location and any device (laptop, tablet, smartphone) ensure comfort and efficiency when working with the tool. Despite this openness, the security features built into the solution guarantee compliance with the most stringent standards.

The Rockawork solution also includes document scanning and content recognition functionality (known as OCR, Optical Character Recognition), which enables the full conversion of paper documents into electronic form. Furthermore, Rockawork integrates with industrial scanners, printers, and barcode readers.

Rockawork’s communication with external systems allows for maintaining control over documents and initiating tasks, e.g., by initiating data import at a specified time.

The system can also function as an e-archive for various applications utilizing an external data repository, e.g., for the workflow module of the All for One Enterprise Content Management solution or for any other IT system (ERP, CRM, etc.).

Workflow is a module of the Rockawork solution, whose primary function is to automate document flow according to a defined path linked to the organizational structure.

Process scenarios modeled in the solution specify what messages and/or tasks are to be generated, for whom, and under what circumstances. The clear and automatic assignment of responsibility for subsequent process steps shortens reaction time and helps avoid potential errors (e.g., lack of necessary approval from the responsible person, decision-making by the wrong person, case delays).

All employees who participate in workflow processes at any stage have an inbox for tasks to be completed. This inbox is common to all processes. When a new task arrives in the inbox, the user receives a notification and also has the ability to view the document at every stage of the process.

The tool allows for recording and sharing information about events, changes, and the current status of cases. It is possible to model substitutions and deadlines for selected steps or the entire process.

If a given event occurs once and there is no justification for building a workflow scenario for that process, it is possible to handle that step ad hoc, regardless of the organizational structure.

Rockawork’s reporting features allow, among other things, for controlling service time overruns, listing active processes and their participants, and reviewing the current statuses of individual processes or the activities of selected users.

Rockawork enables quick access to source documents related to a given case from within a workflow task (e.g., a link to an invoice scan in an automatic email about an invoice awaiting approval). A change in the e-archive can signal the start of a workflow process for a selected document/document category. For example, the appearance of a new expense invoice in the repository automatically triggers a workflow for this document type, and it is sent for approval to the responsible person, simultaneously notifying the ERP system about the “expected” cost, which can be important, e.g., for creating provisions.

Flexibility is a key differentiator for Rockawork. The solution enables the handling of any single- or multi-variant business process. It allows for freely defining forms according to the needs of a given process and its users.

An advantage of the solution is the ease of implementation and building subsequent processes. They are available in the form of a clear, editable graphical map.

The combination of archiving functions with document workflow in Rockawork allows for utilizing the full potential of electronic information, previously reserved for the most expensive systems from the largest global manufacturers. It is worth going a step further and considering integrating the solution with other systems used in the company. Rockawork can cooperate with ERP, CRM, HR, and other systems. For companies using SAP solutions, the All for One Invoice Integration Gateway module has been prepared.

Rockawork easily integrates into existing IT environments and architectures. It can be run on operating systems and databases from various vendors, as well as on open-source operating systems and databases (free).

An important piece of information, especially for field users (e.g., service technicians, engineers, sales representatives), is the ability to access documentation and perform workflow tasks on mobile devices.