• What document editing capabilities does the tool have?
Loyal is fully integrated with Word and Excel. In addition loyal allows users to edit documents using enriched text, attachments, insertion of OLE objects (bmp, jpg, etc.), links and hyperlinks.
• How does the application handle previously existing documents?
Any documents existing in digital form can be converted to formats handled by Loyal.
• How is each document’s life cycle managed? How does Loyal allow users to administer the approval, distribution and storage process?
Loyal allows authorized users to define and modify the parameters for approval, distribution and storage in a document’s life cycle. Workflows contemplate time spans and e-mail reminders for each phase of approval and can even be fully customized for each individual document.
• How is document status labelled?
Each document’s is labelled according to its status, i.e. Initial, Draft, Revision, Authorization, Approval, Pending Publishing, and Published). The application generates reports that identify documents by status or stage. Once published, a document can only be consulted by the users defined in its scope or distribution list. Loyal also contemplates a Historic/No Precedent status for outdated files.
• How does Loyal keep track of document versions and revisions?
Each version of a document is stored and numbered sequentially in Loyal’s archives. When a document is replaced by a new version, linked files are updated automatically so they refer to the latest version.
• How does Loyal help make sure tasks are carried out on time?
Loyal allows a document’s initial author to define a period for each workflow user to carry out requested actions. The system then sends out the appropriate reminders. If a task is not performed in due time, Loyal notifies the responsible party and their superiors periodically via e-mail.
• How does Loyal help companies deal with documents that are behind schedule?
Loyal generates reports showing which documents are behind schedule, as well as identifying pending tasks and persons responsible. The System Administrator can also delegate duties to another user when a person is absent or unavailable.
• How does Loyal track document updates and approvals? Can it be connected with the company’s mail administrators?
Loyal notifies users regarding pending tasks and approvals via e-mail during all stages of document generation, approval, publication and revision. Each notification is recorded in the document log.
• What kind of documents can Loyal handle? What about formats?
Loyal allows for all the document formats used in quality management systems. The user in charge of each new document can freely define the format according to his/her requirements.
• Can Loyal documents link to each other?
Yes. Loyal not only allows documents to link to each other, but also updates them every time a file is revised or updated.
Document Distribution and Security
• What is the scope of the document distribution process and how is it controlled?
The system enables users to define and modify a document’s distribution parameters throughout the generation process. Once published, it is distributed automatically to all specified users through e-mail notifications linked to it. Furthermore, Loyal has a “controlled copy” feature for users who do not have a computer to view documents or who decide to use a printed version.
• How is the master catalogue managed and what characteristics does it have?
Loyal displays several reports where all published documents can be viewed. The display can be organized according to Scope, Reference, Type of Document, etc.
• How does Loyal control access to documents (regarding viewing and edition)?
Loyal permits access only to those users defined by the system. Each user is given an access profile that determines the modules they can use, the documents they can view and the type of actions they can perform.
• Does Loyal keep track of consultations? What details are recorded?
Loyal keeps track of all document consultations specifying user, date and time.
Configuration
• How does Loyal number documents?
The system allows for automatic or manual numbering. Furthermore, the system contemplates numbering on one or several servers and guarantees that each document is numbered sequentially complying with the requirements of any quality management system.
• How adaptable is Loyal?
Loyal is extremely versatile and can fit in with any company’s requirements regardless of the industry. From car manufacturers to hospitals, the application is highly configurable and will adapt to any company’s structure.
• How does Loyal allow users to take advantage of templates?
Loyal allows users to define the parameters for different types of documents as well as the view layouts. For printed documents users can also define templates in Word. Time is saved as it is not necessary to format each individual document manually and layouts can follow predetermined guidelines that unify presentations.
General
• Is Loyal’s scope limited to a particular industry or type of company?
No. Loyal’s parameters are extremely versatile and can be set according to any company’s needs and the type of documentation it handles.
• Is it necessary to hire third parties or consultants to set up Loyal?
Sisdam Technology guides each company through the configuration and setup Loyal on site, customizing the application and providing training and support not only for systems technicians but also for the company’s end users that apply Loyal in their everyday tasks. And if a company already has an existing document management system, Sisdam makes sure the switch to Loyal is smooth and problem free. How does Sisdam do this? Firstly, many years of experience and feedback with clients has allowed us to refine the process to make it as smooth as possible. Secondly, Sisdam’s test bank allows our technicians to emulate any company’s systems. When they actually install Loyal, they’ve already tested it in exactly the same environment, reducing the chance of unexpected events.
• How is Loyal DMS licensed?
Sisdam Technology offers a wide range of licensing solutions, adjusting to company’s needs and budgets. Furthermore, Loyal’s architecture is based on modules that can be purchased and implemented separately.
