Document Management & Archiving. Simply. Better. Organized.

Transcription

1 Document Management & Archiving Simply. Better. Organized. 1

2 ScanConnector Print&Archive Click&Find Microsoft Office integration Dropzone MobileConnector Document Management & Archiving

3 ELOoffice 10 Simply. Better. Organized. Filing digital and paper documents consumes a considerable amount of the time at the office. Searching for s, invoicing or other documents is also often cumbersome. And this time can be used much more efficiently. ELOoffice 10 is a document management system (DMS) that makes your daily work easier. Business documents are stored and organized in such a way that they are available in an instant when you need them. To do so, you work in your familiar structures analogous to a physical filing cabinet. On the following pages, we will give you an overview of how ELOoffice shapes your work day in a way that you can concentrate on what really is important. 3

4 Document Management & Archiving

5 New times are coming about with ELOoffice 10: Where heaps of paper and folders upon folders were the norm, digital data now makes work life easier. ELOoffice's wide range of features make it ideally suited for integrated document management. Users enjoy fast and direct access to functions. 5

6 A focus on fast finding Searching for receipts, information, s, etc. consumes valuable time. If a customer calls you and asks you about a detail of your offer that you sent him, you must be in a position to react immediately. For this, the fast availability of information is a major factor for your business success and your work. Time is money this applies for you and your customers. Therefore, you need a tool that shows you the offer in an instance with a click. Regardless of whether you are currently at the office or on your way to a client. ELOoffice 10 provides you major support for your work here. You can manage your documents structured, client- and transaction-based in classic digital folders of process files. To find these securely filed documents, there are powerful search mechanisms that give you the required information in just a few clicks. A very helpful tool is also the content-based search that gives you a very quick overview of comparable offers or documents that were created in the past. All of this saves valuable time that you can use for other work instead. Become an information guru We are inundated with information every day. A piece of new or a request for change arrives, changing your calculations. ELOoffice helps you with this. No matter whether it is s, notes, sketches, invoices or offers ELOoffice simplifies filing and organizing your documents. ELOoffice lets you take care of many tasks automatically that earlier had to be completed tediously by hand. From filing s to processing printed offers, ELOoffice saves you time. Document Management & Archiving

7 ELOoffice 10 offers you an abundance of features that allow you to pass through all steps quickly and optimally from the receipt of the invoice to its repeated use. Figure shows: ELOoffice 10 user interface 7

8 Scan Read information and pass it on ELOoffice ScanConnector Ideally process incoming invoices Recurring invoices can be recognized and filed simply and automatically. Do you have suppliers with whom you place regular orders or service providers with whom you cooperate regularly? Then there will automatically be recurring receipts such as invoices, delivery slips, time sheets, etc. To process these receipts quickly and logically, ELOoffice offers a special feature in the ScanConnector. ScanConnector makes sure that recurring receipts are recognized directly during scanning and that relevant information is read. The advantage for you: time-consuming manual data entry and the typos or incorrect entries resulting from this are a thing of the past. After scanning the receipts, you can look for the following information like invoice, process or client number, date, address, etc. Document Management & Archiving

9 ELOoffice Archive Filing You define the rules for this. Should ELOoffice file the document directly to the archive or would you like to check it first? Should a new folder be set up automatically at the end of each month? You can define these options yourself. Organize incoming invoices faster Automated reading of relevant information Define rules for automated filing yourself ELO ScanConnector organizes all of your incoming invoices so that they are available quickly. Even files such as PDF or TIFF documents that are already available in electronic form can be processed this way. 9

10 Print Archive Send ELO Print & Archive Print, archive, send In addition to the receipts and information that you receive on a daily basis from customers, suppliers, service providers and other business partners, you also create your own documents. Additionally, for example, you will need to retain tenders and invoices after you have sent them to business partners or customers. Often, many individual little work steps are necessary for this. ELOoffice 10 enables you to print an invoice, archive it, and send it via in a single step directly from other software applications, such as from ERP software. You define which receipt types you use, which filing rules they follow and if you, for example, only want to archive or also send them by . ELO offers standard presets for popular ERP software and lets you choose your ERP system. Processing outbound documents even faster Printing, archiving, sending in just one workstep Possible from within popular a plications Document Management & Archiving

11 ELOoffice Archive ELO Click & Find The intuitive search One of your customers sends you an order number or other information that you believe corresponds to documents in your archive. Instead of writing down the search term in order to search for it in the archive at a later point in time, simply highlight it with the mouse and start ELO Click&Find. Highlight text and start a search in the ELO archive Search from within popular applications Define a custom keyboard shortcut for the search You will then see the search results directly on the screen. It makes no difference whether you are working on the Internet, in an program, or another application. Highlighting the search terms suffices to run a lightning-fast search in ELOoffice. 11

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13 Work faster and more efficiently with ELOoffice. The fast and direct filing of documents via the DropZone is a particularly useful feature. This makes your work much easier. 13

14 ELOoffice Integration in Microsoft Office Make teamwork enjoyable for everyone A document usually has multiple versions. You have certainly experienced that already. You have created a template, for example, for a contract draft. Usually, you save multiple intermediate statuses during creation. The template is adjusted many times by different users during the course of the document life cycle and this results in new document versions that typically are saved in different places on the network or locally on the user's computer. It is often hard to determine when which change was made. In addition, an already deleted intermdiate version can no longer be accessed ELOoffice,with its Microsoft Office integration, offers the option to directly save a document to the ELO archive during its creation from within the application. The ELO button is fully integrated into the Microsoft Office suite and offers the user the convenience of saving the document directly to the ELO archive. Your advantage: changes are documented and tracked. The access and rights management allows you to define who can edit each document or who may only view it.. In addition, you can compare old versions and make them the current version, if so desired. Document Management & Archiving

15 Delivery notes Images Contracts New customers Files Data DropZone Direct filing ELO DropZone For fast filing ELO DropZone allows you to file documents and information faster and more conveniently to the ELO archive and makes your daily work easier. With this, you can add different tiles for your document, such as for delivery slips, advertisement, images, contracts, new customer registrations, etc. New incoming documents and files can therefore be quickly assigned to a category and keywording form and archived directly via drag-and-drop. ELO DropZone will start in an easy-to-use separate window and therefore is available to you to file e- mails, files or documents in a flash. Fast filing via drag-and-drop Create your own filing tiles Faster access to recently filed documents 15

16 Images Folder Documents s ELO MobileConnector Efficient document access while on the road Do you need access to important documents when you're outside the company? ELOoffice offers you a variety of options for mobile access to your documents from the getgo. ELO MobileConnector is new for ELOoffice 10: Use the ELO MobileConnector to transfer selected folders and documents from ELO to a tablet PC, where they are kept available on the go and without an Internet connection. In addition to synchronizing with a tablet computer, you can also transfer documents and folders to your server or an online backup service of your choice. Therefore, you can choose where your data is located and who has access to it. Document Management & Archiving

17 Newly created documents such as pictures taken with your tablet or files you created can be easily transferred from your mobile device to the ELO archive with the ELO MobileConnector. This makes ELOoffice a convenient tool while out on business. Mobile access to selected documents/folders Synchronization with mobile end devices Simply and conveniently take data wherever you go 17

18 ELOoffice 10 will help jumpstart your business. In times past, rigid processes abounded at companies that had to be managed with paper-based documents. Today, thanks to ELOoffice, users enjoy a new simplicity. With proper document management, entrepreneurs have more time for what matters most and jumpstart their business in doing so. Document Management & Archiving

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20 Simply. Better. Organized. ELO is available from: ELO Digital Office GmbH, Heilbronner Straße 150, D Stuttgart, Starting 7/1/2014 / Tübinger Strasse 43, D Stuttgart ELO Digital Office AT GmbH, Leonfeldner Straße 2-4, A-4040 Linz, info@elo.at ELO Digital Office CH AG, Industriestr. 50b, CH-8304 Wallisellen, info@elo.ch Article no.: A100-PO-EN ELO Digital Office, the ELO Logo, elo.com, ELOoffice, ELOprofessional and ELOenterprise are trademarks of ELO Digital Office GmbH in Germany and/or other countries. Microsoft, MS, Windows, Word and Excel, PowerPoint, SharePoint, Navision are registered trademarks of Microsoft Corporation in the USA and/or other countries. Other company, product, or service names may be trademarks of other companies. This publication serves only as non-binding general information and is not a substitute for a detailed, individual consultation. The information contained in this publication can be changed at any time without prior notification. Technical characteristics and functions may vary, particularly from country to country. You can obtain the latest information on ELO products, contract conditions, and prices from the ELO companies and the ELO business partners, and/or from the ELO channel partners. The product information shows the present status. Subject and extent of the services are exclusively defined in the respective contracts. ELO does not guarantee that its products or other services ensure compliance of specific laws or regulations. The customer is responsible for adherence to security regulations and other regulations defined by national and international law. The right to make changes, errors, and misprints is reserved. Reproduction and distribution, in part or in whole, is only allowed with written consent from ELO Digital Office GmbH. Copyright ELO Digital Office GmbH All rights reserved.