Document Management Made Simple.

Transcription

1 Document Management Made Simple.

2 ECM by Design, Industry Solutions and Best Practices. One-of-a-Kind. In order to provide optimum commercial process support in the process, AWELOS provides a continuous system that incorporates all areas of document production, processing, storage and sequence control. ECM by Design, with Central Configuration The nucleus of the AWELOS suite is the one-of-a-kind AWELOS solution: a business template that allows an ECM project to be set up by design. AWELOS offers operators a one-of-a-kind solution suite for comprehensive Enterprise Content or document management with ELO ECM systems (ELOprofessional, ELOenterprise) and Microsoft SharePoint (foundation or server). The solution provides the highest level of flexibility and update security. Centrally configurable business logic enables self-generated documents and reports, s, Office and scanned documents as well as other files to be processed and utilises content organisation, among other things, to link to commercial objects and processes as well. AWELOS integrates seamlessly into leading applications such as ERP or CRM systems. Operators profit simple, useful information in the familiar setting of their own workplace. One of its highlights is the fact that business logic can be configured at a central location independently of the integration technology and set-down tasks. Using this feature, projects can be completed between 2-4 times faster and with much less service needed via a configuration that is transparent at all times, without any cryptic programming. Business Logic: At the Push of a Button Preconfigured business logic in the form of a so-called Application Template is available for a vast number of ERP systems and specialised applications. Prepared definitions such as these for data access and content queries can be imported into the designer at the push of a button and adapted according to the company s specific needs.. Another advantage of AWELOS: Hardly any applications leading to interventions are necessary; hence, they remain freely updateable. Industry Solutions and Best Practices AWELOS customers uniquely profit from our many years of knowhow in the area of content organisation in different branches and specialist areas. This knowledge is available in ready-to-use packetised software templates, e.g. for technical wholesale, production companies, project service providers, contract management and personnel files. These so-called sector templates can be imported into the designer and quickly adapted to company requirements at the push of a button. Expressed in practical terms, this means: Flexible adaptation options based powerful technologies and predefined standards that are cost-effective and provide a high degree of investment protection with regard to how customer-specific solutions are designed. AWELOS: Holistic Document Management with Business Logic.

3 All documents integrated simply. DOCUMENT MANAGEMENT Simple to Use In terms of practical use, the AWELOS suite enables document processing by means of configured business logic and data access to leading systems, which depending on the particular application concerned is either carried out automatically in the background or in the operator dialogue, e.g. for: A Processing self-generated documents and reports A Detecting Barcodes on scanned documents A Filing and sequence control of scanned documents in incoming mail A Storing documents produced using Microsoft Word, Excel and OneNote A Client and server-side processing A Filing files directly from the file system via DropZone onto the operator s desktop or directly integrated into an ERP system A Processing files from directory monitoring with bandwidth-optimised streaming The central technical regulations guarantee that the organisation directives are observed and ensure, among other things, that classification, naming, indexing, legal assignment, versioning, sequence control and linking to relevant commercial objects and processes are performed. Taking SAP Business One as an example: Components of the AWELOS Suite and CONNECT are fully integrated.

4 OUTPUT MANAGEMENT Documents and Reports: touchless. Print Data Processing The AWELOS: Output Manager and AWELOS: PDF Processor safeguard the processing of print-outs from ERP systems and other specialist applications. PDF or TIFF documents can be generated for any document or report print-outs. In addition, document indexing (so-called keywording with the data from leading systems) occurs fully automatically. Profile-supported production of background forms is possible for each document type, thus filing the document in the ECM system so that it corresponds to its natural appearance. It is also possible to archive temporary documents or reports that are no longer available after being compiled. Not only are the documents filed during print data processing, but just as with all other filing tasks the corresponding contents (classification, indexation, structural production, legal assignment, etc.) are also organised. In cases of multiple archiving, each configuration can also be set according to whether documents should be filed as a version of the original document or as an additional document, thus storing the entire (modification) history of a document in the ECM in a way that is clearly understandable.

5 Internal and External Documentation: Simply automatic. DOCUMENTS Altered Internal Documentation Signed delivery notes, test certificates and payment vouchers are important records and, as such, need to be stored. Once AWELOS barcode scanning has been performed, document barcode recognition enables automatic processing and process allocation in leading systems. Purchase Invoices for All Expansion Variations Automated processing of purchase invoices offers considerable streamlining potential. AWELOS provides support for so-called early and late scanning, barcode recognition and dialogue processing. This feature can also be utilised in conjunction with automatic document recognition and data extraction. What is more, the level of automation can be expanded step by step as desired to meet the needs of the company. The structure of AWELOS makes such expansion trouble-free because its business logic is operated independently of the processing technology and can therefore be altered at any time. Purchase Invoices for Small Numbers of Documents With AWELOS, once the barcode has been scanned, it is automatically processed and allocated to ordering or accounting processes \ an ERP or financial accounting system. It is even possible to interactively file scanned documents with validated data from the ERP system. In the process, the operator enjoys the constant support of the seamless integration of documents and information right in setting of his/her own workplace. Purchase Invoices for Large Numbers of Documents When there are large amounts of documentation, the best procedure is generally to collect input documents early and subsequently process workflow. Ideally, solutions for automatic document classification and data extraction thereby come into play. It will thus be possible to gain data that is relevant for processing, making it available for subsequent processes, right up to entering it in the ERP system. Here as well, AWELOS forms the organisational foundation, providing for proper document filing and content organisation, as well as supplying valid data from leading systems. The whole process chain, from placing the order placement to entering the purchase invoice, is highly automated, on target and according to organisational directives, taking place in conjunction with ELO or SharePoint workflow.

6 S s: Integrated Processing. s: Integrated Processing Storing and processing s in the central ECM is of utmost importance when it comes to the continuous flow of information. In addition, s, provided that they have commercial content, have to be stored in their original format. With AWELOS, s are not only filed in a straightforward, technical, text-searchable manner, as is usually the case, but can also be categorised according to business partners or processes within leading systems. Special care is taken to comply with GDPdU requirements as well, which stipulate that s relevant for taxes must be clearly indexed and stored for a period of six years. AWELOS ensures that s are linked successfully with commercial objects or processes, no matter whether it has to do with purchasing, sales or a project. These options for comprehensive content organisation are available directly in Microsoft Outlook or in the serverside AWELOS: Mailserve, to name just two examples. Thus the possibilities for archiving s differ considerably from conventional technical systems on the market. In a single product, AWELOS: Mailserve supports both Exchange as well as IMAP-based mail systems. Corresponding client and server-side modules are also available for Lotos Notes and Tobit.

7 Office Documents: Click Filing. OFFICE DOCUMENTS Creating and Processing Integrated Office Documents AWELOS integrates seamlessly into Microsoft Outlook, Word, Excel and OneNote; here as well, it ensures rulebased document filing and linking to objects and processes from leading systems. Processing is carried out quickly and conveniently. When a document is filed, information from leading systems or other sources can be looked up or validated in the dialogue as required. This intuitive and efficient operating approach is imperative for high user acceptance, which in turn forms the basis for complete records and thus uniform transparency with regard to business transactions. The optional CONNECT components comprise a continuous and efficient overall process, from creating a variety of office documents to filing them away. Context-sensitive with regard to its task and role, CONNECT provides functions for integrating data in fixed or customisable Word, Excel and templates. For example, a letter to a customer or supplier can be generated in the twinkling of an eye, either as a Word document or an . As a rule, about 70% of correspondence can be done efficiently, simply and reliably using document templates. Once the documents have been so conveniently generated and processed, they can very easily be filed in the ECM system from Office. Project plan Status report Leasing calculation Confidentiality agreement Call Report Customer correspondence Acceptance protocol Personal identity document Contract Operating instructions

8 DRAG & DROP The right way to file: Automatically. The Right Way to File: Automatically with Drag & Drop Smooth processing requires that everything meshes perfectly. This is the job of AWELOS DropZone, which can be integrated directly into leading systems and offers a filing option for any kind of file. The DropZone automatically offers suitable filing rules for the commercial object or process indicated. Correct filing is done by a simple drag and drop. The DropZone can be utilised directly on the operator s desktop even without an ERP system. The use of ERP data is ensured here as well. What is particularly efficient is the feature Favourites, which can be selected as current with a simple click or linked to the desktop via a fixed link. Fully Automatic for the Operator Even without operator interaction, AWELOS provides secure and valid filing from the user s location. The upload centre is used for monitoring directories and automatically processing them with business logic. Files are transferred to the central services in a format optimised for broadband. The same is for all other clients as well: All settings can be centrally controlled via profile support. Holistic Operation, from ERP and CRM to Sharepoint and Web Applications The context-sensitive user support of the AWELOS client is directly in SharePoint as a web technology and is available for many other systems and web uses. If, for example, a team webpage is opened for project management, the operator can allocate documents from the local desktop simply via drag and drop. In such instances, not only is uploading carried out but also processing in its entirety, while maintaining the organisational directives at the same time. One thing is true for every kind of document processing with AWELOS: Using its centrally configured business logic not only results in successful automated filing and indexing of the documents, but also in proper allocation to the processes and commercial objects in the ERP system.

9 CONNECT: The Productivity Assistant ACTING HOLISTICALLY Research from Leading Systems and More... Whether it has to do with self-generated or external documents, office documents, s, CAD files, images, or other files the network feature with the optional CONNECT components provides a powerful search tool for integration into leading systems. Searching can be done in a context-sensitive fashion, taking into account the operator s roles. In the leading system therefore, the documents pertaining to a commercial object or process are displayed either automatically or at the push of a button, e.g. all documentation related to an order. This occurs while taking into account operator authorisations and other filter criteria, such as the up-to-dateness of a document. The searches can be set up flexibly and used with any objects. Moreover, even apart from leading systems, the search for company knowledge is more convenient than ever before. Searches can be initiated in a flash and the results displayed directly on the Windows desktop. Added Value Automatic and Role-Based for Every Task: CONNECT offers many other productive Office features that connect directly in the interface of many leading systems. In addition, suitable features that are context-sensitive and in dialogue with business objects and processes are available to the operator for the automation of everyday tasks. Besides searching for and producing documents, CONNECT also enables data to be integrated in numerous thirdparty applications. Other features are likewise available, such as telephony and label printing. This instruction set can be used by the operator for web applications and on the Windows desktop as well.

10 SOLUTIONS Tailor-made Projects: Real Benefits. Transparently Modelled and Automatically Documented: The Best Preconditions for Compliance AWELOS: Global Documentation offers highly automated documentation of software processing and integration, providing unique support in this area for the procedural documentation requirements essential for an audit-proof ECM solution. Both the configured business logic as well as technical configurations are taken into consideration here, as are the partial systems of AWELOS: Barcode, AWELOS: Output Manager, AWELOS: PDF Processor and AWELOS: Mailserve as well. The module continuously provides considerable expenditure relief and makes for comprehensive and structured documentation. Benefits for Small, Medium and Large-Sized Companies AWELOS offers clear advantages to companies of any size. With ACTIWARE solutions, small companies can have a continuous DMS/ECM project virtually out of the box. Precisely co-ordinated packages offer small companies a very cost-effective DMS/ECM project. With middle-sized, large and complicated projects, it is possible to achieve a high-quality ECM solution with immense time and cost advantages thanks to adaptable configuration options. The ACTIWARE solution concept provides a uniquely adaptable and transparent overall system, particularly due to its business logic, which can be shaped by design. The results are low operating and consequential solution costs coupled with a high degree of flexibility, enabling it to be precisely adapted to company requirements at all times. The multi-user capability enables not only a variety of demands of the individual project users to be represented, but also allows different leading (ERP) systems using the same base technologies to be linked together. Supporting ECM Systems AWELOS and CONNECT solutions support Microsoft SharePoint Foundation and SharePoint Server, as well as the complete ELO ECM product family with the mid-sized ELOprofessional solution and platform-independent ELOenterprise. With its flexible middleware and technologically independent rule sets, it is likewise possible to conduct work or technology-based ECM projects, e.g. both with ELO as well as with SharePoint. This means that not only is an either or situation possible, but also the combination of the right infrastructure within a project. The AWELOS services can be distributed if required, such as collaboratively in computer centres and dedicated local components. The asynchronous processing option allows a high degree of application convenience with quick response times to be possible. For demanding installations, the services pool concept makes it quite possible to set up to multi-instances and distribution spanning several systems. The range of infrastructural possibilities extends to central settings management for all client components. With updates both in the ECM system as well as in leading solutions like ERP systems, AWELOS offers a vast amount of technological investment protection and, at the same time, considerable cost savings on account of the configuration of the solution and the overall concept itself, for, as a rule, only one reconfiguration for accessing data or using another application template is necessary, even when exchanging the ERP solution. Content modeling of its business logic is preserved.

11 The Essential Components: Comprehensively Present AWELOS SUITE AWELOS: Base Services Web services with central, rule-based business logic AWELOS: Client und AddIns Enabling operators to conveniently file and process documents from Word, Excel, Outlook, the file system, etc. in a procedurebased fashion AWELOS: DropZone und WebdropZone Drag + drop from the operator s desktop, integrated in the ERP interface and as a web application AWELOS: Output Manager Serving to process print data sourced from any business application and create PDF or TIFF files AWELOS: PDF-Prozessor Serving to process PDF files directly from the data system AWELOS: Barcode Enabling scanned documents to be processed via bar code recognition AWELOS: Mailserve allows for rule-based archiving for Microsoft Exchange and IMAP-Server AWELOS: Designer is the convenient graphics customisation tool for modelling rulebased business logic and data connections AWELOS: SDK enables the services to be used for one s own developments, e.g. for setting up specialised Clients or integrated background processes AWELOS: Global Documentation offers highly automated documentation of software processes, integration procedures and technical configurations of AWELOS and supports unique compliance requirements AWELOS: Document Management with Business Logic. Holistically.

12 Document Management Made Simple. So you still want to learn more? Then go ahead and contact us. We cordially invite you to contact us personally in order to get to know the benefits AWELOS. We are looking forward to meeting you! AWELOS is available from: The information contained in this publication may be changed without prior announcement. All trademarks referred to are registered trademarks of their respective owners. Version 4.3 Copyright 2012 ACTIWARE GmbH ACTIWARE GMBH CONSULTING BUSINESS SOFTWARE IN DER WERR ANGELBURG TELEFON +49 (6464) TELEFAX +49 (6464)