Circle is a unique data management system that can rationalise a bewildering array of spreadsheets, databases and paper-based processes, transforming them into a secure, intuitive and slick web browser-based application. Circle can be rapidly configured and up and running within a matter of days, so you’ll be able to reap the benefits immediately.
Most organisations today suffer from a bewildering array of spreadsheets, desktop databases and paper based processes. These adhoc methods of managing information work up to a point, but when it starts to become business critical and multiple people need to access it from different locations and with varying access rights, the serious limitations of these methods start to become obvious.
Introducing Circle - a breakthrough data management system, bridging the gap between desktop systems such as Microsoft Access and enterprise solutions like Oracle. It offers a unique mix of scalability, performance and robustness combined with high speed of implementation and flexibility.
Circle will rationalise your spreadsheets, databases and paper-based processes, transforming them into slick, secure and intuitive browser-based applications. Circle offers a solution to requirements in the areas of:
- Records management
- Electronic forms
- Process automation
| Records Management | |
| Configurable templates | In Circle a template is like a table in a database. It consists of a number of fields (or columns) and users can create, edit and manage records against these templates. A template can also be thought of as a form that users fill in. Adding, editing and managing templates and their fields is a rapid process supported by a powerful design tool. |
| Flexible field types | Fields include all that you would expect (such as string (text), integer and decimal (numbers), currency, boolean (yes/no), dates and times) plus much more. Special field types include links to documents, discussion forum, and comprehensive calculations. |
| Calculated fields | Any field can contain calculations ranging from simple numeric calculations through to more complex calculations involving strings, colours and date. |
| Lookup lists | Lookup lists can be set up on a field by field basis. The management of these lookups can then be delegated to other users. |
| Unlimited hierarchy | Circle is a hierarchical system where templates can be embedded inside each other. There is no limit to the number of layers. |
| Record listing | The record listing view shows a vertical listing of records for a given template. It is easily possible to configure which fields to display in the listing and how it should be sorted. |
| Record summary | Clicking into a record from the record listing or from a search result set, the user can be immediately taken to a full page summary view of the record. Again, it is easily possible to configure which fields to display in the summary view which is often more than what is displayed in the listing view and less than the editing view. |
| Record editing | Subject to access permissions users can edit records from the summary view, at which point they are taken to the edit view. This usually displays all fields for the user to input into. |
| Version control | Version control can be activated on a template by template basis. Once activated, a new version of records in that template will be generated each time it is saved. Each version can be date and time stamped and contains a permanent read-only view of the contents of that version. |
| Frequency templates | Often data needs to be captured on a frequent basis - perhaps each day, week or month. That is where frequency templates come in. Any template can be set-up to capture records at a predefined frequency. Once set-up, status indicators will show the user how complete (or incomplete) the data is for each day/month/week, and an exception report can show those days/months/weeks where data has not yet been completely captured. |
| Comprehensive on-line help | Any applications built on Circle are intended to be very easy to use. As such, it is possible to put detailed user instructions in place for every template and even for every field. The user instructions can be different when viewing a record and when changing a record. Fields can be grouped together logically and instructions can also be provided at this ‘field group’ level. |
| Imports | It is possible for users to import data into any template for which they have permission to update records. Import/upload templates can be quickly retrieved, populated and then re-uploaded. |
| Data cleanse | Bulk updates and changes to data can be achieved through Circle’s data cleanse function. Simply enter search criteria to filter down to the record set that you wish to update, select the field(s) whose value(s) you wish to update, and enter the new value. |
| Document management | Circle integrates fully with Enable’s powerful document management offering - Fusion. This gives you the potential to have a document management repository for each record. |
| Workflow | |
| Steps and actions | Each type of record or document can be routed through an individual workflow. This comprises a series of steps which themselves contain actions. Examples of actions are: ‘submit for approval’, ‘notify manager’, ‘close action’, ‘approve documents.’ |
| Conditional completion | The completion of each workflow action can be made conditional upon the correct entry of certain fields. This provides strong validation and ensures that data is complete when it is submitted through the workflow. |
| Automatic closure | Actions can be set to close automatically if specific data is populated. This provides the ability to have workflow actions that only need to be carried out in special cases. |
| Date required | When an action is assigned to a user, the person making that assignment can set a ‘date required’ for the action to be completed. Alternatively, this can be automatically picked up from a field elsewhere in the system. |
| Comments | Users can record text comments when completion a workflow action which get committed to the audit trail as a permanent record. |
| Email notification with mail merge | The system can send an email to the user when an action has been assigned to them. The exact content of the email can be defined, and can include field values from the record that has been assigned to them. |
| Search engine | |
| Comprehensive search | In addition to a quick keyword search, the ability to search across all templates and all their fields. Select fields to display and enter search criteria independently. |
| Output formats | Once a search has been run, you are a single mouse click away from exporting the results to a CSV (Excel) or PDF or alternatively generating a printer optimised version. |
| Save as report | Any search can be saved as a report so it can be run again without having to re-enter all the search criteria. |
| Open records from search results | Any records that are returned in search results can easily be opened - just click on them and the user is taken directly to that record wherever it may be in the hierarchy. |
| Reporting | |
| Save from search | Any search can be saved as a report with a single mouse click. |
| Criteria available at run time | Specify which criteria are available to the user when they run each report. This is particularly useful where there are perhaps 30 or 40 fields within the related template but the user is only concerned with 2 or 3 of them. |
| Charting and aggregation | Supports a myriad of features such as aggregation, chart output, record counts, averages and totals. With the aggregation features, a couple of clicks is all it takes to alter a report to analyse data by a different column, giving a completely different view of your records. |
| Calculations | Create new ‘calculated fields’ which are created on the fly when a report is run, bringing a whole new dimension to data. |
| Email notification | Emails can be created ready to be sent out to users for any date based data. For example, the expiry date of a deal or agreement or the date of a follow up action. The content of each email is fully configurable with the ability to ‘mail merge’ in fields from related records. In addition, the number of days before or after each date for which an email is sent is also fully configurable. |
| Environment | |
| Branding | The branding of your organisation can be applied ensuring that applications look and feel like your own. |
| Users and roles | Create any number of users and groups giving each user in your organisation a unique username and password. |
| Permissions model | Apply permissions to each user and/or role. Permission levels include no access, read only, read and write, and full access. These permissions can be individually applied to each template if necessary. |
