Document management Software

Rillsoft Cloud is the Rillsoft-hosted operating mode of the Rillsoft Integration Server and bundles project planning and document management for project-driven industrial companies with 20 to 200 employees in one platform with a server location in Germany. The planning interface remains the Rillsoft Project desktop client; central storage, versioning and permission management of project documents run through the Rillsoft-operated Integration Server. As a result, all project documents – plans, reports, attachments to tasks and resources – are stored in German data centres in a multi-tenant, GDPR-compliant and audit-ready manner, without your company having to build its own server infrastructure.

The Importance of Document Management in Projects

Projects generate a plethora of documents, including plans, reports, presentations, emails, and various other file types. Efficiently managing these documents is crucial to ensure that all team members have access to the latest information. Document management also helps improve project communication and ensure compliance with regulations and guidelines.

Rillsoft Project Document Management Software

Efficient project management requires comprehensive management of project documents, and this is exactly what document management software offers. With this powerful solution, businesses can systematically organize all documents and files related to their projects. It’s not just about simple storage and retrieval of files; it’s also about managing metadata, assigning permissions, and seamless collaboration.

Document management software allows teams to securely store, share, and version project documents. This enhances transparency and collaboration across the project team. Employees can easily access the required information and collaborate in real-time, regardless of their location. With search functionality and custom metadata integration, finding documents becomes effortless, increasing efficiency and reducing errors.

Rillsoft Project offers a range of features for managing project documents:

Attach Documents to Tasks and Resources

One of the fundamental ways to manage documents in Rillsoft Project is by attaching files directly to tasks or resources. This allows team members to easily find relevant documents by navigating to the corresponding task or resource.

Utilize Document Libraries

Rillsoft Project document management software allows the creation of document libraries where you can organize files by categories. This significantly simplifies document search and access. You can also set permissions for document libraries to ensure only authorized users can access specific documents.

Optimizing workflow processes is a central focus for companies looking to increase efficiency and minimize time and resource wastage. Document management software plays a crucial role by automating and streamlining processes related to documents and information.

By using workflow and automation features, companies can create customized workflows tailored to their specific requirements. This enables seamless document sharing, approval, review, and processing without manual intervention. Employees can save time and focus on strategic tasks while repetitive tasks are automatically handled.

Versioning and History

One of the strengths of Rillsoft Project document management software is the ability to track document versions and monitor change history. This is particularly useful when multiple people are working on a document and changes need to be made. You can revert to previous versions and trace the change history at any time.

Archiving project documents is a crucial aspect of document management to ensure long-term storage, compliance, and quick access to historical data. Document management software provides a solution to this challenge by enabling a secure and organized archiving process.

With this software, businesses can automatically or manually archive documents and add metadata to archived files for easy future search and identification. The archiving function ensures compliance with legal regulations and allows documents to be stored over a defined period without wasting valuable storage resources.

Archiving project documents with document management software contributes to efficient resource utilization, minimizes risks associated with data loss or damage, and ensures that important historical information is easily accessible when needed.

Best Practices for Rillsoft Project Document Management Software

To make Rillsoft Project document management software effective, consider the following best practices:

Clear Structure: Organize your documents in a clear hierarchy and give them meaningful names. Avoid cluttered file names and folder structures.

Manage Permissions: Ensure that only authorized individuals have access to specific documents. Utilize the permission settings of Rillsoft Project document management software.

Regular Updates: Keep documents up to date and use versioning to track changes.

Backup and Recovery: Implement backup and recovery procedures to protect documents from data loss.

Efficiently managing project documents is crucial for the success of projects in mid-sized industrial companies with 20 to 200 employees. Rillsoft Cloud bundles project planning and document management in a hosted platform with a server location in Germany, operated as a multi-tenant Rillsoft Integration Server. This ensures that your team always has access to the current project documents – GDPR-compliant, with an auditable permission model and without your own server infrastructure.

Compliance: GDPR, data processing agreement and German server location

For mid-sized industrial companies, the question of where their project documents physically reside is a critical operating concern. Rillsoft Cloud answers this question clearly: all documents are stored and operated exclusively in German data centres. Rillsoft signs a data processing agreement (DPA / “AVV”) in accordance with Art. 28 GDPR with every customer; access, transmission paths and retention periods are documented. The multi-tenant architecture of the Rillsoft Integration Server ensures that data of different customers is strictly separated, and the Rillsoft Project desktop client records every permission and version change with an audit trail.

Operating modes: Rillsoft Project, Rillsoft Integration Server and Rillsoft Cloud

Rillsoft’s document management runs across three aligned components:

• Rillsoft Project (desktop client) – the central operating interface used by project managers and staff to attach documents to tasks and resources, compare versions and maintain document libraries.
• Rillsoft Integration Server – the central platform component for multi-tenant document storage, version management, permission control and audit trail. Suitable for companies that prefer to operate the server in their own infrastructure.
• Rillsoft Cloud – the Rillsoft-hosted operating mode of the Integration Server with a server location in Germany and GDPR/DPA-compliant data processing. Suitable for mid-sized industrial companies with 20 to 200 employees that want to operate central document management without their own server infrastructure.

FAQ