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Record Management System Name

  • August 23, 2024
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stapleer
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Hi there, I’m wanting to get some advice - particularly from organisations with regulatory functions eg. Councils.  We have had a change in the system we use for our document management and while looking to change wording in processes to the new system (which is a manual process of 400+ processes), System tag change is easy - it’s wording within the process that causes manual work. 

What do other people do in a process when referring to saving a document in a particular system?  Do you use the actual system name (which could change any time and mean more rework) or do you use a generic name  - like Record Management System, EDRMS etc.

Keen to hear others ideas.

Best answer by BrettHutchinson

It’s definitely an option. We did do this for a time period and enforced it in my team. For example, we used the label CRM instead of the actual CRM name, and then add a glossary or system tag definition for the actual system name.

I can’t think of a way to bulk update your processes unfortunately.

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  • AnnaSTDC
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  • 24 replies
  • August 23, 2024

We are also guilty of naming systems in tasks and activity wording. This does create a lot of manual work when a system is changed that affects a number of processes. We do utilise the export of associated processes from the system tag but the updating is manual. Would also be interested to hear if anyone is using generic terms.

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stapleer
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BrettHutchinson
Nintex Employee
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  • BrettHutchinsonNintex Employee
  • Nintex Employee
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  • August 23, 2024

It’s definitely an option. We did do this for a time period and enforced it in my team. For example, we used the label CRM instead of the actual CRM name, and then add a glossary or system tag definition for the actual system name.

I can’t think of a way to bulk update your processes unfortunately.

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