Pro's & Con's of linking our documents management system (DMS) to Process Manager?

Hi ​@cferrer,

In terms of linking documents to processes, it should be seen as essential to providing end-users with all of the information they might need in order to understand how to complete an activity or task. Some things to consider (which could also be a pros and cons list) are as follows:

• Good processes are supported by great documentation, and as you are aware, Nintex Process Manager allows you to add documents in a variety of formats to the processes you capture
• Linking documents is particularly useful if the document is confidential in nature or is likely to change frequently
• Certain document management systems have document viewers, so the document can be opened without needing to be downloaded. This then reduces the need for the consumer to have the said application to open the document on their PC
• There may be some additional maintenance required in terms of creating the links to the documents and the management thereof i.e. adding documents to groups, and then reviewing the links to those documents over time

Although not an exhaustive list, I hope this helps a little and gets the ball rolling 😎

Kind Regards,

Mark.

Thanks ​@MarkduToit that was really helpful. Much appreciated.

Hi ​@cferrer 

Just to link onto what ​@MarkduToit has said - we have recently changed our document management system and in doing this have lost the ability to have the documents that are linked to processes open in “read only” viewing.  An implication of this is that people are opening live documents that could then be changed without the owners knowledge.  So I really recommend that any system you use for your document management you ensure 1. documents are linked (not uploaded) to PM and 2. They have the ability to open in a Read Only view.

Erin

Hi ​@stapleer,

Thanks for your recommendation and insights! That makes sense.

I will add this to my list of Pro’s and Con’s, which I plan to share with this community once completed.

Cheers,

Carlos