Skip to content
  • There are no suggestions because the search field is empty.

Introduction to Cognidox: Key Concepts and Insights

This article provides a summary of Cognidox's core functionalities and structural components to help new users navigate the system effectively

Cognidox is a document management system designed to streamline document handling within organisations. It enhances collaboration, reduces dependency on expensive software licenses, integrates seamlessly with existing company workflows. It centralises document storage, uses version control, and enhances security with role-based access.

Watch the video

Take a look at the introductory video, then browse through the key points below.

 

Why Use Cognidox?

  • Enhances Workflow: Cognidox supports a range of tools without dictating company practices, allowing teams to work with their preferred software.

  • Breaks Down Silos: It eliminates departmental and geographical barriers, promoting seamless collaboration.

  • Reduces Costs: No additional software licenses are needed to review documents, provided they can be saved as PDFs.

  • Comprehensive File Support: Cognidox facilitates document review across multiple file types, including CAD files, images, and binaries.

  • Centralized Document Repository: Acts as a single, powerful library for document storage and retrieval.

  • Advanced Search Capabilities: Users can perform both simple and complex searches to locate documents efficiently.

  • Seamless Integration: Supports publishing to external platforms like Drupal, WordPress, and Joomla, and offers tools for system integration.

Core Concepts

  1. Documents and Versions

    • A Document Part Number in Cognidox (such as AA-000123-QM) is an envelope containing multiple document versions and metadata.

    • Each document part number is unique, and is made up of the following components:

      • Document Prefix: This is the two-character string at the start of a document part number. The default system-wide document prefix is typically based on the company’s name. Suitably privileged users can create custom document prefixes, for example to denote files associated with a particuler client or project.

      • Unique Part Number: An incremental, random number assigned to the document.

      • Document Type: This two-character string indicates the document's intended purpose, such as a quality manual). Don't confuse this with a file  'suffix' or 'extension', which refers to the series of characters at the end of a filename (like .txt or .jpg) that tells a computer what type of file it is and which program should open it.

  2. Versions and Metadata

    • Each document version consists of:

      • A Master File (the primary data file).

      • A PDF Preview (if applicable).

      • Metadata such as tags and review status.

    • Only two files (the master file and its PDF preview) can be associated with a single version. If more files are required, they must be archived together.

  3. Document Lifecycle

    • Creation: Initial draft versions are uploaded.

    • Review & Evolution: Documents undergo reviews to ensure they meet requirements.

    • Approval & Promotion: Approved documents move through an approval process before being finalized.

    • External Publishing: Documents can be shared with external stakeholders via integrated platforms.

  4. Document Organization

    • Cognidox uses a category structure similar to traditional file folders.

    • Documents can exist in multiple categories simultaneously without duplication.

    • If a document shares the same part number across categories, it remains the same document.

  5. Security & User Roles

    • User roles, assigned by Cognidox administrators, define access levels and permitted actions.

    • Users requiring additional permissions should contact their internal administrator.

Conclusion

Cognidox provides a flexible and powerful document management solution tailored to organizational needs. Its structured approach to document handling, robust search capabilities, and integration options make it an essential tool for efficient workflow management. By understanding these core concepts, new users can leverage Cognidox to enhance document accessibility, collaboration, and security across their company.

What next?

Check out Logging in to Cognidox.