ContinuousDM - Document Management

Nagesh Nama

2024-05-14 10:54:08

Transcript

welcome to continuous TV where we

transform Life Sciences with Dialogue on

AI and GXP today's episode is focused on

DM document Management in

GXP your host is Nesh Nama CEO at xlm

the guests are mancy Joi Valar R Shankar

yav welcome to continuous TV this is

episode number five uh today's topic is

continuous DM that is continuous

document management so we'll be

launching a new service which is

continuous document management or

continuous DM which is powered by

atashian platform and I have uh three of

my colleagues here uh who are the who

are in my technical team uh that will be

launching continuous DM so I'll will let

them introduce themselves um yeah hello

everyone I'm ra Shankar y I'm working in

excelum since last three years

hello I'm babir Sagar working with xlm

as a project manager Mani hello I'm Mani

josi working with xlm as Project M um

I'm very glad to have all of you I'm

also very excited to uh present our

continuous DM uh manage service to our

customers so that is a main topic of

this particular podcast as you guys all

know last week we presented continuous

Alm which was application life cycle

management uh and we had Eric uh galdo

on our podcast so this is going to be a

series of podcasts where we'll be

discussing our new products and services

and today's obviously the topic is

continuous DM so let's just dive into it

um wab I'll start with you obviously

there are many document Management

Systems in the market uh it's a very

well established industry so now we're

releasing a new one um

that is continuous DM obviously the

first question is why continuous DM what

is so unique about it uh can you just

highlight some key

features yeah so if we have to talk

about the key features of continuous DM

I would like to start with uh part 11

compliance so continuous DM is part 11

compliant and it is

validated also it has inbuilt AI

features which help us generate insights

summarized scale at scale or you know we

can adjust Stones adding to that we have

macros Marketplace apps whiteboarding

sessions we can bring on live data and

so on so w that's a lot a mouthful of

features now right so let's discuss some

of this as we move along in the podcast

so before we start everybody's used to

using Microsoft Word as their main

document creat

application and now we are saying in

continuous DM you can still use

Microsoft Word but we have to attach the

file and or open the file within

continuous DM and use it but we also

want to propose the wiki technology

right uh that's used heavily in the it

departments but not much in the other

departments so Mani you know everybody's

used to Microsoft Word so how is ksdm

different or what the technology does it

support and how is it better than uh

microsoftw yeah uh mostly you know um

continuous DM is in the browser so it is

in the cloud so now we don't have to use

the desktop apps and things like that

and the advantages are there are many

apps which uh helps us to efficiently

create the document uh which we can use

it by using document uh continuous uh

document management and also uh there

and there we can have the e maor micros

so that we do not have to uh hassle it

and use the do sign or things like that

for the E signatures and also we can

good verification uh certificate with

the micro so there are many features in

continuous DM

yeah yeah I think uh you point out a

very good

uh um very good uh set of features that

makes continuous DM very unique right so

I just want to elaborate on that in a

typical Office 365 environment you have

Word Excel and so on and so for um but

you also have two interfaces right one

is the browser interface which is not as

good as the desktop client deskop and

you also have a desktop point which is

has more more features right uh still

you can collaborate but you know you

have two interfaces so what happens is

people tend to download the file inste

working in the cloud and work offline

that causes major problem s in any

Enterprise because you have a copy in

the cloud you have a copy in somebody's

just St so they're not really

synchronized and it Causes Chaos so I

think in our if they use uh the wiki uh

document creator within continuous DM

then you don't have to do that right

it's everything is in the cloud

everybody collaborates and this Wiki is

more powerful than word right so it has

um Superior functionality very fast

response time and you know uh like I

said only browser is needed correct so I

think with macros with u uh the apps

that we can add which will talk to uh uh

talk in a bit you know um it becomes

very easy to use right and obviously

part 11 we talk about that also part 11

features are built in uh workflows and

so on and so forth so let's dive in so R

Shankar you know we can bring in live

data correct from other sources can you

just to show our audience an example of

how it looks when you bring in live data

yeah I'm sharing my screen

so so we can we can bring the live data

from from the J using the macro

things we have to only write one line of

the jql so you can

see where is J right now okay now I see

yeah yeah yeah so you can you can see

here uh we this these are the live data

from we are fetching the data from the J

only and just we just line the one one

line of code like a jql and all the data

are years we we can uh every type of

issues like uh epic bugs all types of

issue we can f here so R Shankar if the

data changes in jira then it it is

automatically reflected here correct

yeah yeah you can see here syn 37 minute

so right right right right yeah so you

can it sys automatically and you can

manually refresh it also right you can

force a refresh right so now uh people

who are not familiar jql stands for you

know uh it's a query language right

which we use within uh our platform

within aashan ecosystem so we can use

that like SQL we can query that correct

like we can query and get the

information from different data sources

for example jira so now even that our AI

can help us write the query also correct

there is feature that can we can give a

English description and it generates a

query automatically correct yes so can

one of you show uh an example of U how

AI Works within um continuous

DM so you can see here here's the AI so

you can see the summary summary of the

page so whatever in the page so directly

AI provide the summary of the entire

page so you can see yeah that's very

nice so just one push of a button it

automatically summarizes the document so

also it can summarize comments uh that's

posted on the document correct and also

when you're when you're creating a

document it can um uh help you write the

document change the tone all that is uh

uh there right can any of you show that

creates the create function where you

can change the tone W can you showcase

that yeah let me the screen real quick

okay so uh you can see my screen right

okay so uh when we when we have a

document created and we want to improve

anything so what we do is uh we select

uh the content that we want to uh

improve here if you see I can change the

tone to professional empath you know

casual neutral or and if I click here

you know it will summarize for me you

know it will improve my writing it will

fix my spelling grammar and as we talked

about uh summarizing the page and

comments if I go to the down if I go

down you know we'll get the entire

details of that thing very nice so it's

tightly integrated with content creation

and content um like you know when you

are trying to update the document

analyze the comments AI is nicely built

in I want to generate queries AI is

there right to help me get the jql so AI

is tightly integrated with the with the

platform correct yeah um so let's uh

talk about man let's talk about

Marketplace apps so how does it work so

the meaning Marketplace apps uh can you

show an example please yeah one of the

Marketplace app is uh we can build the

customized workflow using app so I'm

sharing my

screen

sure so workflow can be designed using

like a buil-in

configurator yes flowchart flowchart

management okay yes uh so uh we can add

the states uh however you want and if we

go to any state then uh we can uh manage

the transitions we can manage the

approvals we can also add the parameters

over here and then uh this is the

workflow uh which is created which is

customized uh by us so when a document

is created and goes to draft if it is

approved then it goes to in approval yep

okay and then if it is approved then it

it goes to published but then if you

want to update it then I it will go back

to Ino and then if uh if anything needs

to be updated then it goes to draft and

if the document is rejected then it goes

to obsolute so like this we can uh build

the customized the customized workflow

however we want and we can add multiple

transac to it got it

um Mani we can also add U uh various

rules also right for data validation and

uh we can automatically update data

right the system can update data on its

own uh change statuses and also talk to

other systems external apps it can talk

to so it's a very powerful thing it's

all point and click correct and also

continuous DM will come with prepackaged

um uh and it comes with prepackage best

practice workflows that way our

customers can get started right of the

bad or they can customize it themselves

so yeah so this is a very powerful tool

without that obviously document

management will not work we need the the

workflow um so that's uh that's key so

workflow electronic signature audit

Trail everything is built in and we talk

about macros and Marketplace apps so

this is one of the Marketplace apps

right so like that there are probably

thousand over thousand or maybe more

Marketplace apps and any apps that are

many many Marketplace apps so it's easy

to extend the functionality it's almost

unlimited given the number of

Marketplace apps and the buil-in

features and the macros it is really

unlimited right in case of word it also

is extensible but not to the same level

so here it's really unlimited for

example if I want to draw diagrams I

don't have to use VI it can be within

our DM I can use an app uh macro to draw

the diagrams for example so like that it

becomes unlimited so um the document can

be can have very rich content right um

and make it easy to collaborate and uh

have it uh going so but to our audience

41 compliance is very important so in my

opinion part L compliance has three

major pillars one is security right

other one is audit Trail which is very

important than electronic signatures and

audit Trail can be at the content level

at the administr functions level right

and you know it has to make sure that

every interaction that the user is

having with the system whether you are

in administrator or a regular user it

should track it so let's talk about the

document now how does audit P work at

the document Lev yeah so um let me share

the screen and show it to you yep so

just say U and uh so you're going to

show me a document and yeah go ahead

so uh this is the document and if I go

to uh page history of this document yeah

we'll have the audit Trail starting from

the version one when the document was

created and each uh each version uh gets

document or audit I mean audit logs are

there for each update that we make

adding to that uh we can compare the two

versions let's say uh last two or first

or last or whatever any two versions We

can compare and see what changes were

made and you know what exactly changed

uh with current and uh previous versions

so we can do that if I click here you

know what was removed what was added

everything can be

documented so I I can easily track the

content changes very easily by comparing

any version to any other version right

uh that's uh that's a possibility and

but also that means we also have audit

Trail at the comment level like we know

exactly who commented obviously and uh

can you just talk about signature also

since you are there can you walk us

through how the electronic signature

works yeah so uh I'm inan the electronic

signatures so even for electronic

signatures we have audit tril like you

know who signed off on it what is the

meaning of signing when it was signed

date and time is there and uh everything

is uh verified so if I click on verify

we get a verification certificate uh

along with the

signatures so there is a there's a

buil-in algorithm to make sure that the

data is not changed since the signature

was applied correct so that's the

verification process so it has the audit

tra on top of that it has a certificate

showing that it checked and looks like

data was not tampered and it gives a

nice certificate and all that is built

in correct we don't have to go anywhere

else uh it's built in and can the system

lock like once it's signed can it lock

automatically so no changes can be made

yeah so if you see I don't have a button

here to edit this document because of

because this document is signed off very

nice can I have multiple signatories uh

like yeah and sequential parallel you

know series the way we want we can build

it and also the meanings can also be

different right you can say approved

made effective reviewed you know the the

meaning of the signature can be

different also correct yeah we can

customize that so that means it's very

versatile the signature is very

versatile it's out of the box no program

needed no programming yeah uh Mani let's

jump to related uh functionality which

is security and uh which also includes

um content uh classification okay so

that's very important so can just pull

up a screen and show how content

classification Works

yes just give me a moment so uh first

I'll talk about compliance and then I'll

uh move through the security uh then so

this is uh so um The Continuous DM so

that it is a scope that manually we can

uh uh uh change the I mean we can uh

enable the compliance settings so if I

uh change it globally it will change to

each and every space and also I can do

it for individual spaces here if you can

see it I can do it for individual spaces

so there are uh different uh

classification levels so it is highly

restricted restricted internal public if

we we don't want uh few people uh we

only want few people to just view that

document then we can just change the

classification to highly restricted if

you want everyone to view it so we can

uh make it public then there are

different level schemes uh if you can uh

we can also create a level scheme there

are different restriction schemes as

well and also we can edit it

so we can edit any scheme uh we can make

it uh so the we can configure it who

will be able to access it who will be

able to edit it and who will be able to

view it so that things we can manage it

at the group level as well as at the

single user level now I will got it so

the idea the idea is that when as a user

when I'm creating content uh I can also

say This is highly restricted content or

it is uh restricted content or you know

public content so whatever the

classification may be and that

classification can be designed to meet

an organization's retention policies

right or confidentiality policies so

they can they can design it and assign

each restriction will have one or more

groups assigned to it so if a user

belongs to that group then they get

access to that particular classification

otherwise they don't get class they

don't get access to that classification

so that's part of the security that

correct it's integrated and nobody has

to go see that's a very important

feature I've not seen that in many

document Management Systems uh and they

don't make it this easy to implement

people have security but also the

retention policies and uh data

classification is also integrated so

which is makes it U very very powerful

ra Shankar let's bring up uh the space

um security you know uh let's can you

just walk us through how the security

works and how granular it is can you

just show us the space security feature

you're on new ah this is what I want to

see yeah so I'm I'm looking at the space

security feature right yes so nag you

can see here this one is a space

security features so you can see uh

there is a uh users many users are

available but you can see the access we

can remove the access as per our the

requirement so uh if any documents we

can give the view options or delete on

so we can remove the delete on options

the whiteboards pages whiteboards and

database

options also there so we can add if uh

as for our requirement we can add the

users or remove the users as per our

requirement you can see comments if user

can user can give the comments as per

our requirement otherwise we can remove

the access so enter the idea here is

that we can control um uh the various ad

edit or delete features of different

components right the document the

comments you know attachments so we can

do the we can restrict it so uh who can

export data all that can be controlled

here and if you can have if you set up

your group structure which comes from

typically Azure ad you know that

directly comes then link it to uh our

continuous DM then create the groups and

any anytime a space is created we can

just have to make sure that we have the

right groups to the right roles and

that's it right and we can have very

granular control over security exactly

exactly okay very nice so I just want to

recap before we all sign off so the idea

of um continuous DM is you know you can

work in the browser you can author

documents and documents can be very rich

in content and the content can come from

out outside sources and or you can have

you know for example uh flowcharts you

can draw flowcharts you know you can

include images videos all kinds of data

can be included uh and it can be very

easy to author then you can use workflow

to get it uh approved reviewed rejected

you can electronically sign off on the

documents and you can classify the

documents all these features are

available within continuous DM on top of

it continuous DM is delivered as a

continuously validated service correct

so if that is the case then nobody has

to our customers don't have to validate

we delivered as a validated solution

within a day or two they can be up and

running uh using our best practice

features but if they want to custom

configure it we can help them or they

can do it on their own so this changes

the overall Paradigm in my opinion um so

this is makes it easy at the same time

the compliance is built in at all levels

so it's very easy to know comply with

various regulations also so that's why

I'm excited about continu DM because

this is really makes it uh super easy uh

to control the documents um thank you so

much for joining today and uh letting

our audience know how our continuous DM

platform works one thank you ra Shankar

thank you uh Mani thank you take care

bye bye thank you thank you bye bye

thank you for watching continuous TV if

you have any further questions please

shoot an email at info@ continuous

validation.

About

In this episode of ContinuousTV, the team introduces Continuous Document Management (Continuous DM), a new service powered by the Atlassian platform. They discuss the unique features of ContinuousDM, such as Part 11 compliance, inbuilt AI features, macros, marketplace apps, and the ability to bring in live data.

They also compare ContinuousDM to Microsoft Word and highlight the advantages of using ContinuousDM in the cloud. The team demonstrates the AI capabilities of ContinuousDM, including automatic document summarization and query generation.

They also showcase the workflow and security features, including content classification and space security.

Takeaways
🚀ContinuousDM is a new service that offers Part 11 compliance, inbuilt AI features, macros, marketplace apps, and the ability to bring in live data.

🚀ContinuousDM can be used in the cloud and offers numerous advantages over legacy content creation apps.

🚀The AI capabilities of ContinuousDM include automatic document summarization, query generation, and tone adjustment.

🚀ContinuousDM provides powerful workflow features, including customizable workflows, data validation rules, and integration with external systems.

🚀The security features of ContinuousDM allow for granular control over access to documents, comments, and attachments, and support content classification and space security.

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