roXtra Documents

roXtra Documents is a web-based document management system offered by roXtra GmbH. According to the vendor, it is designed to assist companies in controlling and managing their quality management (QM) documents in a manner that complies with standards. The product is aimed at small to large companies across various industries, including quality managers, compliance officers, document controllers, process managers, manufacturing companies, healthcare organizations, pharmaceutical companies, financial institutions, and consulting firms.

Key Features

Location-independent access: According to the vendor, users can access all digital documents, including the QM manual, from anywhere at any time. The web-based application allows for easy access regardless of location, and interfaces enable fast and reliable data exchange.

Document lifecycle with individual workflows: The product offers automated release and control processes for documents, allowing users to assign specific roles to employees such as processor, reviewer, or releaser. The document workflows are configurable to meet user needs and comply with standards and regulations. The vendor claims that the system automatically generates incidental tasks for responsible employees and stores resubmissions to ensure document validity.

Automatic archiving and revisioning: The product helps ensure that employees work with the current version of documents by displaying previously valid revision status during document revision. It also prevents accidental use of outdated documents by assigning revision numbers for complete and traceable QM documentation. Users can compare and contrast different revisions in a comparison view and store outdated revision statuses in a document history/archive, according to the vendor.

System-wide and efficient user management: The product allows for easy management of users and the definition of individual rights. The vendor states that it offers clear rights matrix for easy assignment and interface connections to different identity providers for convenient transfer and maintenance of user master data. Users can assign rights on group and person level.

Fast and easy document retrieval: The product includes an integrated full-text search feature that allows users to quickly access relevant documents. The search functionality covers both metadata and document contents. According to the vendor, advanced search options are available for further specification of search results, and users can save search settings as templates for other employees.

Document distribution: After document release, the product enables users to inform relevant employees about document changes through immediate distribution to specific recipients, including new employees. Reading tasks in roXtra and email notifications ensure recipients are notified. According to the vendor, the product also provides documented reading confirmation to track who has read the document, and optional questionnaires can be used to ensure document understanding.

Integration into process landscape: The product allows users to create transparent representations of operational processes and organizational charts. It helps structure and organize business processes for all stakeholders, providing clear illustration of steps, responsibilities, tasks, and decisions within processes. Users can store relevant forms, documents, and information from roXtra documentation for process steps. The vendor claims that the product supports standard-compliant QM documentation by integrating roXtra fields and objects.

Process mapping and design: According to the vendor, the product provides tools and templates for easily illustrating and mapping organizational structure, workflows, and activities. Users have access to a variety of styles, shapes, symbols, and colors for customization. The product does not require additional local programs for visualization.