CogniDox adds Forms Builder, TaskFlows and Digital Signing in new Version 9.0

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Cognidox today announced the availability of CogniDox Version 9.0.0 with additional Document Management, Workflow, and Data Integrity features.

Cognidox Limited, a leading provider of document control software for product development teams, has launched a new version of its flagship software platform.

The following are some of the highlights in the new release.

Forms Builder
CogniDox 9.0 provides an integrated Forms Builder application that enables Managers to create form templates and assign them to specific categories. Users filling in values defined in the form template can then create new documents. For example, a Training Records category can have an associated form where individual users can record attendance on training courses and rate the course. Other examples of business forms include Employee Performance, RMA, Customer Complaint, Corrective Action, Leave of Absence, Risk Assessment, and Employee Suggestion forms.

Forms are web-based, fully updatable from first draft to the final approved issue, and can be secured to restrict access to selected users or groups. You can integrate forms into other workflows such as automatic notifications and review requests. When a user completes and submits the form, CogniDox merges their responses with a template to create a formatted PDF file. Each completed form is auto-numbered with a configurable numbering scheme. The form contents are fully searchable, and you can build custom reports from aggregated form data.

The Forms Builder saves the cost of additional tools, and ensures confidential data does not leave the company to reside on 3rd party systems.

Document TaskFlows
CogniDox already provides document-related workflows such as review and approval, and users can include informal instructions in these to request other actions. TaskFlows provide a way of formalizing and codifying these informal instructions. Tasks are customizable per-company and can be mapped to different workflows. For example, the steps required to complete a Sales Inquiry will differ from the steps for resolving a Corrective Action form.

A portlet on the user’s home page shows the status of their tasks. Users can accept a task or re-assign the task to someone else. Managers can define new tasks and task workflows, set which users can raise a type of task, choose who can be assigned a type of task, and decide what task types are available by document type.

Digital Signatures
CogniDox 9.0 now supports digital signature as an additional layer of verification to ensure that approved documents are tamper-proof. This complies with standards such as CFR Title 21, Part 11 on Electronic Signatures. It also enables other uses. For example, purchase orders over a certain value may require digital sign-off by senior management. Digital signatures are based on Public Key Infrastructure (PKI) technology, with a unique key for each individual with digital signing rights. Digital signatures guarantee the authenticity of the signer, and any changes made to the document after it has been signed will invalidate the signature. Once a version of a document has been signed, any changes to the document (such as uploading a PDF) are blocked.

The key generation process is internally managed in CogniDox, which avoids the difficulty and cost of using external Certification or e-Signature services. This integrated approach provides better control over document security and allows you to always keep confidential documents on your systems, behind company firewalls.

Briefcase Compartments
The Briefcase is typically used to collect documents for download to the user’s computer for offline access. CogniDox 9.0 allows users to create multiple ‘Compartments’ inside their briefcase, and to manage each separately. Compartments are a way of partitioning the Briefcase, so that different compartments can be used for different purposes or projects. Another important addition is that a Compartment can be shared with other users. This allows them to view the documents in a compartment or to update the contents of a compartment. It is also possible to re-assign a compartment to another user if they stop working on a project, for example. It offers a useful way for better knowledge sharing within a company.

These are just four of the twenty-three new feature additions in CogniDox 9.0.0, and this release is consistent with previous releases in that >40% of enhancements are directly traceable to customer requests.

Release 9.0.0 is available for download from the Cognidox support site and is free for all customers with a current subscription. Cloud-based (CDOX) customers will be automatically upgraded on an agreed date/time.

About CogniDox
Cognidox Limited is a software company providing document management solutions. Our software mainly solves two problems – document control and secure web portals for customer-facing content. Formed in 2008 and based in Cambridge, UK, We have a global customer base mostly in the High Tech sector – see examples at

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