Functional Overview. ELOoffice - ELOprofessional DOCUMENT MANAGEMENT ARCHIVING WORKFLOW. Brilliant ideas can be organised

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1 Product Group 32-bit bit Document Management and Archiving System Network Capability - File/Server-Architecture Work-places System Conditions: Hardware - From Pentium class upwards (or comparable processor performance) - RAM 64 MB - TWAIN Scanner (optional) System Conditions: Software - Microsoft Windows Microsoft Windows XP - Microsoft Windows 2003 Product Group Modular 32-bit Document Management and Archiving System Network Capability - Client/Server-Architecture - No limit upwards; performance limit is determined by the SQL databank used, respectively by the performance efficiency of the server. System Conditions: Hardware - From Pentium class upwards (or comparable processor performance) - RAM minimum 128 MB SERVER - RAM minimum 64 MB CLIENT - TWAIN Scanner (optional) System Conditions: Software SERVER: - Microsoft Windows Microsoft Windows XP - Microsoft Windows 2003 for INTERNET GATEWAY: - IIS - Apache CLIENT: - Microsoft Windows Microsoft Windows XP - Microsoft Windows 2003 INTERNET CLIENT: - Microsoft Internet Explorer - Mozilla Visual Archiving No! Databank SQL (Jet.Engine) Visual Archiving - Controlling and Archive integration from Jukeboxes (WORM,DVD,MO,CD-R,CD-RW) - EMC Centera Optional Databanks - Microsoft SQL from ORACLE from 8.x 1

2 Full-text databank Synchronic full-text indexing on the Client (integrated) Document Volumes per Archive Up to Documents Number of possible Archives 4 Archives Archive Levels (Filing structure hierarchy) - Up to 16 Archive levels Filing cabinets, Files, Levels, Registers - Documents can be filed on every level Supported Documents and File Formats All applications and their file formats which are registered on the OLE-server will be supported. The display is carried out via the OLE-Automation. This is valid for e.g. for MS Office (doc,xls,ppt) and others ELO can display the following formats directly: Multimedia: AIF,AU,AVI,MID,MPG,MP2,MP3,RMI,WAV Graphic: BMP,DCX (Multipage-PCX),DIB,ELO,EMF,G3/G4,ICO, JPEG2000 (J2C,JPC),JPG,JPG6,MME (ELO-COLD),MMF (ELO-COLD),PCX, PDS (NASA-Format),PGM,PNG,PNM,PPM,RAS,RLE,SGI/RGB (Silicon Graphics-Format),TIF (Compressions: G3,G4,RLE,Packbits,Thunderscan, JPEG6,JPEG 7),Vicar2 (NASA-Format),WMF,XBM,XWD,ZBR With additional programs CEL d),cmp d),dgn d),dxf c),dwf c),dwg c),gif a), SLB d),sld d),sldasm e),slddrw e),sldprt e),wks d),wk1 d),wk3 d),wk4 d) Text: HTML a),shtml a),pdf b),rtf,txt a) By installed MS Internet Explorer > 4.0 b) By installed Adobe Acrobat Viewer > 3.0 c) By installed AutoDesk VoloView d) By installed Cyco AMView e) By installed SolidWorks Viewer Full-text databank Optional, asynchronic full-text indexing on the Archive Server Document volumes per Archive More than 4.3 billion documents Number of possible Archives 20 per Archive server Archive Levels (Filing structure hierarchy) Independent of levels Supported Documents and File formats All applications and their file formats which are registered on the OLE-server will be supported. The display is carried out via the OLE-Automation. This is valid for e.g. MS Office (doc,xls,ppt) and others. ELO can display the following formats directly: Multimedia: AIF,AU,AVI,MID,MPG,MP2,MP3,RMI,WAV Graphic BMP,DCX (Multipage-PCX),DIB,ELO,EMF,G3/G4,ICO, JPEG2000 (J2C,JPC),JPG,JPG6,MME (ELO-COLD),MMF (ELO-COLD),PCX, PDS (NASA-Format),PGM,PNG,PNM,PPM,RAS,RLE,SGI/RGB (Silicon Graphics-Format),TIF (Compressions:G3,G4,RLE,Packbits,Thunderscan, JPEG6,JPEG 7),Vicar2 (NASA-Format),WMF,XBM,XWD,ZBR With additional programs CEL d),cmp d),dgn d),dxf c),dwf c),dwg c),gif a), SLB d),sld d),sldasm e),slddrw e),sldprt e),wks d),wk1 d),wk3 d),wk4 d) Text: HTML a),shtml a),pdf b),rtf,txt a) By installed MS Internet Explorer > 4.0 b) By installed Adobe Acrobat Viewer > 3.0 c) By installed AutoDesk VoloView d) By installed Cyco AMView e) By installed SolidWorks Viewer 2

3 Storing the Documents - Original (in the original format) - Optional in the standardised Tiff-File format Application Interfaces standard: - Microsoft Office/XP - Microsoft Outlook - Open Office optional: LINK for - CAD - DATEV-ZMSD - HP-MFP/DS-Connector - MBS Navision - RA-Micro - sage Software - Super Office - Tobit - WinOffice CLICK AND VIEW Choice of areas from Windows-Applications and display of the related papers and documents COLD for Windows Professional mass data import from print pools from any applications FULLTEXT Search for Document contents TIFF PRINTER ELO Tiff-Printer for Microsoft Terminal Server and Citrix Terminal Server Storing the Documents - Original (in the original format) - Optional in the standardised Tiff-File format - XML - COLD-ASCII Application Interfaces standard: - Microsoft Exchange - Microsoft Office/XP - Microsoft Outlook - Open Office optional: LINK for - BaaN - CAD - EMC-CENTERA - GroupWise - HP-MFP/DS-Connector - Lotus Notes-Mailanbindung - MBS Navision - PAISY I + II - RA-Micro - sage Software - SAP R/3 - SuperOffice - Tobit CLIENT Software for the individual user at the workplace SERVERBASE The Archive server and Databank platform for administration of larger document amounts on RAID or Jukeboxes BACKUP-Server Regular storage of documents on a jukebox BARCODE Module for automated filing of statements, stock and storage costs 3

4 SignCubes -DIGITALE ARCHIVIERUNG Complete transfer of the requirements of the signature rules integrated as a qualified signature in the ELO-Client CLICK AND VIEW Choice of areas from Windows-Applications and display of the related papers and documents COLD Professional mass data import from print pools from any applications DocIxtractor Module for intelligent classifying of documents DocLink-SERVER dispatch of references to ELO-documents to any mail recipient TRANSMITTER Automated transfer of s which are on the mail-server into an ELO-Archive FULLTEXT Search for Document contents INTERNET GATEWAY Global access to the Archive via Internet browser (active and passive) MOBIL Mobile version for Notebooks and Laptops REPLICATION Exchange of documents and data between a number of archive servers SAP VIEWER Display of archived tes to a sole SAP-workplace SAP INDEX EXPORTER Index take-over from an existing SAP-System and transfer to ELOprofessional SignCubes -DIGITAL ARCHIVING Complete transfer of the requirements of the signature rules integrated as a qualified signature in the ELO-Client 4

5 see above TIFF PRINTER ELO Tiff-Printer for Microsoft Terminal Server and Citrix Terminal Server XML-IMPORTER Allows mass data import of XML-Data flows Integrated Workflow No! Integrated Workflow Incl. decision des, distribution and collecting points, personal des and deputizing rules. Types: - Standard-Workflow - Ad-hoc Workflow Integrated Programming Interface ELOscript (Visual Basic Script) for the individual match up to process orientated requirements. Connection of any data sources and foreign applications. Integrated OCR For manual indexing of any document areas Possible Document Status - Revision safe Archiving - Version administrated Archiving - Free workable Archiving Index Catalogs (list of headwords) - Global list of headwords - Index field related list of headwords - Version numbers - Version comment Integrated Programming Interface ELOscript (Visual Basic Script) for the individual match up to process orientated requirements. Connection of any data sources and foreign applications. Integrated OCR For manual indexing of any document areas (only with full-text option) Possible Document Status - Revision safe Archiving - Version administrated Archiving - Free workable Archiving Index Catalogs (list of headwords) - Global list of headwords - Index field related list of headwords - Version numbers - Version comment 5

6 User Administration (ELO Security) - Assignment of Archive Rights - Assignment of Archive Codes - Assignment of User Rights - Assignment of Document Rights - Detailed assignment of object entitlements via access control lists - Sixteen independent 128-bit coding circles for coding - Access entitlements for index fields Self-supporting Archives Function integrated in the standard ELOviewer Document forms General document forms Scan profiles - Up to 8 possible Scan Profiles for digitizing of documents - Adjustment possibilities of resolution (DPI), colour depth, document format, lightness, file format etc. - Safe archiving of the documents in the future in the global standard format TIFF G4 via the ELO Printer. - Improvement of picture and straightening out File Management No! User administration (ELO Security) - Detailed assignment of object entitlements via access control lists - Take-over of user groups from NT/2000 (inheritance of Archive Rights and archive codes on imported users) - Usage of NT-Security via the ELO -Archive server - Import option of NT-user groups (combined ELO -Account with NT or Outlook Account for the access entitlements) - Sixteen independent 128-bit coding circles for coding and authentification of documents - Assignment of Archive Rights - Assignment of Archive Codes - Assignment of User Rights - Assignment of Document Rights - Access entitlements for index fields - LDAP-Interfacing Self-supporting Archives Function integrated in the standard ELOviewer Document forms - General document forms - User-related document forms Scan profiles - Up to 8 possible Scan Profiles for digitizing of documents - Adjustment possibilities of resolution (DPI), - colour depth, document format, lightness, - file format etc. - Safe archiving of the documents in the future in the global standard format TIFF G4 via the ELO Printer - Improvement of picture and straightening out File Management - Integrated file administration - File reference generator - Controlling of drafts 6

7 Further DMS Functions Usage of NT Security Access control lists for the limitation of access entitlements on files and documents Export and Import mechanisms of documents and filing structures ELO-Printer (Tiffprinter) Duplication of Filing Structures Logical References Check IN/OUT of Documents (POP3,MAPI) and Fax connection Deputizing rules and deputizing post boxes Re-organisation mechanisms for Databank and Documents Life duration and expiry date of documents 128-bit Document coding Coding circles Report functions Setting of dates for repeated viewing of documents with priority management Document import using Drag & Drop Import of complete index structures Checking of duplicates Zoom and rotation functions Display filter Mobile exchange of documents Free index mask generation with up to 50 possible index fields Retrieve deleted entries (Paper basket) Search overlapping two or more masks 7

8 Further DMS Functions Configured target list Configurable tool kit list Key administration Management of old documents Print out of Archive Overview Confirmation of Checksums Direct Outlook connection (Mails and Tasks) Self-stick te functions Combinable full-text and index field search Temporary clip-board filing Automatic archive filing of documents after indication Send documents to other users Free document sorting in the archive Count entries in the Archive Backup path Set up of separating sheets (automatic stapling together of multiple documents) File connection to documents (Attachments) Mask assistant Scan profile assistant Checking plausibility during the indication Automatic straightening out during scanning Improvement of picture during scanning Dia-Mode Direct head-wording line TreeView Display (optional) July