Enterprise Content Management

Enterprise Content Management Document Management Archiving Workflow Collaboration Management Life Cycle Management Knowledge Management E-Mail Management Web Content Management ELOprofessional Software for: Document Management Archiving Workflow

Foreword Dear Ladies and Gentlemen, Your interest in an ELO DMS/ECM solution shows that you are keen to improve your business processes and help your company continue to make progress. In good times, but above all in difficult times, it is essential from a competitive perspective to ensure procedures and therefore the company itself run smoothly and are up to the challenges of today s requirements. With ELO Digital Office s DMS/ECM systems, you are laying the cornerstone for a sustainable infrastructure with potential. In accordance with our motto by professionals for professionals, we have developed outstanding and technologically innovative building blocks since the start of our business to optimize our customers business processes. The results speak for themselves: companies throughout the world are currently working successfully with our software, which has repeatedly demonstrated that it is one of the best and most innovative solutions. We have only one objective in this regard: to make our customers business faster, better, more efficient, more secure and more cost effective. This is what ELO is all about with its three product lines as well as its efficient network of certified business partners. As specialist DMS/ECM solutions partners, they have the know-how to guarantee successful ELO implementation. The right time to improve your business processes and operating strategies is now. Talk to us we are here for you. Kind regards Karl Heinz Mosbach ELO Digital Office GmbH ELOprofessional

With ELO, create a better infrastructure for secure, fast, efficient and cost effective business processes. Powerful optimisation of business processes ELO enterprise content management (ECM) has all the functionalities needed for the effective management, fast use and secure control of information over the data s entire life cycle. This includes the latest technologies for the speedy capture, management, storage, preservation and supply of information and documents. All with a view to optimising your business processes. ELO, the right solution for your business Depending on your company s requirements, ELO offers a multitude of solutions for increasing your commercial success. Ranging from the simple, legally compliant archiving of documents to information management applied company-wide to support all existing business applications. Our competent and experienced ELO business partners will be at your side during the implementation process. With ELO, conduct your business in security even in difficult times and increase your commercial success through improved and more efficient business processes. High performance IT provides speed, quality and cost effectiveness. Page 3

Working faster ELO workflow gives your business processes wings Fast and efficient business processes are prerequisites for ensuring success in the market over the long term. Even the basic version of ELOprofessional includes a powerful workflow server. With the help of the integrated graphic designer, even the most complex company sequences and matrix organizations can be easily reproduced and controlled. The workflow engine integrates assigned personnel into the procedure and controls the business event in a result orientated manner. Using the ELO workflow system, all existing business applications (such as ERP, CRM, e-mail, etc.) including their data can be included, controlled and regulated. Customised (re)actions with Adhoc Workflow ELO s Adhoc workflow offers even greater flexibility and dynamics. With this, the user can react spontaneously to every challenge arising during the course of business. For example, the user can specify a new operating procedure for event management with a click of the mouse. ELO then automatically generates the desired workflow. Always a step ahead in business means optimising processes. There is considerable potential for savings in the processing of invoices. The ELO workflow system optimises the process for approving invoices, for example, as it automatically allocates the invoice including all documents relating to the invoice to the person responsible for the relevant cost centre. Priority is given to monitoring and adhering to deadlines during the process. Should, for example, a processing delay occur due to the designated employee becoming ill, a substitute employee is automatically contacted and involved. After appropriate checking and approval, the invoice data are automatically transferred for entry into the appropriate ERP system. Whether concluding contracts, terminations, approving invoices, dealing with customer queries or claims, whatever work processes are involved, ELO workflow ensures that the right information is at the right place at the right time. ELOprofessional

Start out in pole position Better monitoring of your business processes Work processes are often too complex to track. ELO workflow monitoring is the remedy for this. This tool provides a comprehensive overview in graphic form of not only the current status of processing but also the process steps taken previously. Thanks to customisable filter and sorting functions, the user no longer loses track if a multitude of competing business processes are being handled at the same time. Companies benefit with high process quality and speed as well as greater customer and employee satisfaction in the long term. Figure shows: ELOprofessional Workflow Monitor Page 5

Working faster Super fast data access Modern sophisticated database technologies allow split-second data retrieval. ELOprofessional s excellent search mechanisms ensure that any information you need is only a mouse click away. This saves valuable working time. Amongst others, ELOprofessional supports the leading SQL databases of IBM, Microsoft and Oracle. You search ELO finds In addition to searching through index fields, ELOprofessional also excels at full text searches for terms which are to be found in document content. The customisable retrieval templates and keyword lists are very useful in this respect. The user can, for example, have an overview of all documents relating to a customer, task or project on display in no time at all. You can store predefined search queries as well and call them up at the touch of a button. The ELO search function provides support for complex specialist terminology with the help of an integrated thesaurus or an automatic translation into a foreign language, so that you can find the necessary information every time. An elementary basis for comprehensive knowledge management within your company. means finding information super fast. ELOprofessional

Reach your goal quickly Automation instead of manual processing Repetitive work processes and/or routine activities are tailor-made for improving efficiency through automation. With the help of ELOprofessional scripting, you can automate and speed up processes such as indexing or filing in the archive structure. Where indexing is concerned, the user defines, for example, the fields which contain the invoice numbers. The ELO OCR function then automatically reads this field on the invoice, transfers the values into the index template and allocates it. In this way, you reap the benefits from prompt and accurate document storage. Figure shows: ELOprofessional OCR Indexing Page 7

Working in an integrated manner Seamless integration increased productivity Optimisation of business processes is one of the keys to improving competitiveness. An important starting point for achieving this is harmonising ERP business applications with the ECM system. ELO provides the platform you need to seamlessly harmonise the most diverse business applications. The result is a consistent IT infrastructure capable of reproducing the business processes in their entirety without changes in media. ELO BLP Technology with a high benefit factor With the Business Logic Provider (BLP), we offer an integration approach, unique on the market, for the efficient linking of business critical applications such as CAD, CRM and/or ERP systems. Based on the separation of application and business logic, ELO is pursuing innovative technological pathways which are fundamentally different from the traditional fixed interface designs. High flexibility with a guaranteed future Business processes by design The technological approach of configuring business logic via intelligent middleware in practice facilitates the smooth and straightforward conversion of ECM projects. With the help of the integrated graphic designer, you can easily illustrate, simulate and/ or automate your business processes. This saves incalculable costs and dependencies which are often unavoidable with fixed programmed interfaces. means working more efficiently. ELOprofessional

Teamwork and integration at the highest level Use ELOprofessional with the client of your choice With ELO s multi-client design, as a user you have access to all the ECM functionalities through the application you prefer. This can be Microsoft Explorer, Microsoft Office, Microsoft Outlook or the Microsoft Office SharePoint Server (MOSS). You can however also use the ELO technology with any kind of CRM and/or ERP application, business and/or web applications or via the web portals of your choice. You decide which client you would like to use to manage your documents. This has the great advantage of making important ELO functions available to you direct from your normal work environment and giving you access to your documents at any time. Work more efficiently with ELO document management Effective teamwork needs standards and shared document and information management. The ELO document management system provides you with the functions you need for this. ELO guarantees customisable project structures, competitive processing of important planning documents as well as an understanding of who has made what changes in which application and when. Figure shows: ELO Business Logic Provider Page 9

Discover new horizons Using new technologies Web content management: The gateway to the outside world It is impossible to imagine today s life without the internet / intranet as a communication platform for business related data. We acted accordingly! This is why even the standard version of ELOprofessional offers its users a high performance WCM (Web Content Management) environment. ELO s WCM facilitates quick and easy construction of information and communications portals, with the content generally coming from the ELO archive. ELO WCM web content management for everyone The remarkable feature within the ELO WCM is the separation of graphical, navigational and structural elements from the text content. This is designed to make it incredibly easy to input new content and text information. Interacting with the ELO product family, the WCM provides a host of crucial benefits. This means you can manage all relevant data in a central archive in a comprehensive and activity based manner. In contrast to an isolated web solution, this exponentially reduces the time spent on administration. Manage multilingual websites with ease means working more efficiently. International marketing of goods and services is pretty much standard in our globalised world. The ELO WCM supports this through the direct parallel management of several languages using a one tree strategy. This means one structure tree is generated for all languages instead of one structure tree for each individual language every time. The system also directly controls the publication and translation process in the different languages. The parallel management considerably reduces the amount of maintenance required and increases transparency at the same time. A function currently offered by only a few systems on the market. The workflow engine integrated in ELO WCM also ensures approval processes and new web content are securely controlled. Elementary ECM functions such as archiving, user administration, authorisation programs, collaboration, check-in/check-out, signatures, versioning as well as workflow can be combined as desired with ELO WCM. ELOprofessional

Mobility guarantee ELO minimizes costs through intelligent e-mail management E-mails are now the No. 1 means of communication. ELOprofessional offers a multitude of intelligent archiving strategies in this respect in the context of a comprehensive e-mail lifecycle management (ELM) system. Ranging from straightforward e-mail archiving to targeted email management related to business critical processes. Numerous statutory regulations prescribe the secure storage of business related emails. ELOprofessional facilitates reliable and tamper proof storage of your emails for the prescribed period of retention and beyond with server and client based e-mail archiving strategies. ELO guarantees seamless interaction with almost all popular e-mail systems such as Microsoft Exchange, Lotus Notes, GroupWise, Tobit, etc. Access and management are carried out as usual through your favourite email client. Powerful indexing and search mechanisms ensure that the user can also find the desired item within a split second among millions of archived e-mails. To guarantee legibility of e-mails even after years, ELO also provides the option of converting data automatically into long term TIF or PDF/A format. The secure and legally compliant archiving of e-mails is an important issue. The business related classification of e-mails is even more important however for increasing a company s efficiency. Only when business critical information and documents, sent by e-mail, are purposefully directed to the appropriate business process, can the company s efficiency and effectiveness be increased overall. Central and rule based e-mail management is therefore an important building block for increasing data flow transparency as well as saving valuable resources. Hit the bullseye Customisable ELO strategies for comprehensive e-mail lifecycle management (ELM) provide transparency, security, speed, legal compliance and maximum efficiency in business processes. Page 11

Automating processes Process documents automatically and save both time and money The level of automation in a company is a crucial factor in terms of its impact on efficiency. Automation offers you enormous potential for increasing productivity especially where large numbers of documents are involved. The ELO DocXtractor provides an intelligent solution which allows you to automatically capture, classify and process incoming documents of all kinds in their entirety. In the process, the system autonomously practises and learns not only structural but also identification characteristics. A small number of sample documents are used as learning tools. The application is subsequently capable of independently analysing the content of new documents, assessing them and allocating them to the correct business process with a very high degree of accuracy in terms of classification. The manual and error-prone entry of data into operating systems becomes a thing of the past. The architecture of the DocXtractor can be customised and the software can therefore be installed as an accounting, incoming mail or form identification solution. Fully customisable. In conjunction with the ELO BLP, you can reproduce a multitude of efficient and cost reducing business processes. Invoice processing with potential means reducing costs. A very successful application for ELO DocXtractor is, for example, the intelligent processing of incoming invoices in the ERP environment. Directly after scanning, the documents and their data content are fully incorporated into the corresponding processing operations. All the relevant data for the ERP entry such as the order and invoice numbers, bank account details and payment terms are extracted completely automatically from the documents. The ELO DocXtractor then compares the recognised data with the existing creditor master data in the ERP system, checks them against the agreement and ordering systems and prepares the invoices for approval and payment. Errors are avoided thanks to the system driven plausibility checks; duplicate transmissions are recognised and sorted out by the system. ELOprofessional

Give progress the green light When classification is uncertain, the user receives notification from the system that the document in question requires manual verification. The result: a faster and more accurate processing of invoices as well as potential early payment discounts which represent considerable savings for the company. Save on costs with electronic signatures Information on paper generally means inefficient processing operations. This is especially true when a signature is required. Usually, this requirement has a number of drawbacks. The document has to be printed, put in an envelope and franked. The remedy for this is the electronic signature. It puts a stop to changing media, minimises administrative activities and avoids unnecessary costs in relation to postage and paper. This is why we have included an electronic signature component in ELOprofessional. This means that all types of documents can simply be signed electronically, archived and sent direct by email to the appropriate recipient. This saves both time and money. Conversely, ELOprofessional can check whether an electronic signature is correct and legally compliant, or still valid, when electronically signed invoices are received by your company. Only someone who keeps a close eye on costs is efficient. More space and room for new ideas A welcome side effect of the increasing tendency to move away from paper documents into electronic archives is that it s freeing up space previously used for archiving purposes. This results in more space for new offices and/or savings on lease costs. Page 13

Working purposefully Your data is important to us With ELOprofessional, you can control the life cycle of your data in accordance with statutory and company specific requirements. ELO s range goes from automatic indexing to an ingenious system of access rights management. Over and above this, the ELOprofessional archive server protects your documents from being manipulated or accessed by unauthorised personel. For sensitive data, ELO provides the option of securing selected archive areas with 128 bit encryption. This procedure protects against unauthorised access storage media included. ELOprofessional can convert data intended for long-term archiving into legible long-term formats such as TIFF, PDF or PDF/A. This ensures that the documents remain legible over the years. ELOprofessional supports you with diverse backup designs. There is also the option of linking long-term storage devices such as juke boxes, automated tape libraries or long-term storage systems based on magnetic disks such as EMC, IBM or NetApp, for example. You can also distribute server processes over several hardware platforms. means working more securely. ELOprofessional

Security and mobility all along the line The right archiving strategy with ELO everything is under control The control and management of access rights is a thorny issue regulated by legislative bodies at both national and international level. ELO complies with all the relevant regulations. Administrators are therefore in a position to manage data structures and access rights based on regulations as well as comprehensive reporting and audit functions. With ELO, you can achieve transparency despite increasing data flows from diverse sources and also archive your data for the long term in a secure and legally compliant manner. Future proof with clear standards Data held in ELO archives are kept in data formats which are standardised worldwide, such as for example, TIFF and PDF/A. The advantage of this is that you can still read documents years later or incorporate them into external systems. For the simple transfer of existing external or old archives into the ELO system, we also have a multitude of import filters at our disposal. Prevent catastrophes with the right ECM strategy. Page 15

>> Work better and more flexibly with ELO DMS Working better More order and structure with ELO DMS Time is money. Companies still lose a lot of time through inefficient document management. You file paper documents in conventional folders, collect electronic documents in e-mail boxes and then you have confusing file server structures on top. The powerful ELOprofessional provides the necessary order and structure. Focus on central document management A core competency of ELOprofessional is the way it brings the most diverse types of documents together in a uniform management structure. To this end, the ELO system can be harmonised with almost all leading business applications. It makes no odds whether it is handling MS Office documents, e-mails, paper documents, technical drawings or ERP documents. At the touch of a button or automatically depending on the setting - all relevant documents and data arrive in the central ELO DMS. With ELO, you can automate your company s processes in a compliant manner, supply data across locations and ensure transparent business processes. Ranging from simple data acquisition to complex processing through automatic classification. The ELO ECM Suite supplies the tailor-made solution for your company so you can work even better and more flexibly in the future. means digital DMS without media break. ELOprofessional

Problem free document management With a multitude of powerful DMS functions, ELO supports you in your daily work. If you modify a document, ELO automatically takes care of the version history. Thanks to the double-view comparison function, you can clearly see and understand the changes at any time. The automatic resubmission function (reminder function) reminds you of important dates such as expiry dates. If the user creates case file copies for its own records, a reference is always made to this on the original as a rule. If the original is modified, then the references and/or copies always indicate the current status as well. The ELO subscription function can also actively advise, on request, when important documents or data have been changed. If several people are working on a document at the same time, the ELO check-in/check-out function ensures that no amendment conflicts occur. These are just a few examples of how the ELO DMS functions optimise your everyday work and/or make it more effective. Confidential work The archive structure in ELO is oriented towards tried and trusted classification mechanisms (archives, filing cabinets, folders and registers). Our motto from the start has been: tried and trusted operations without steep learning curves. This is why we are constantly conducting usability tests to ensure you find the software as user-friendly as possible. This is also why ELO can be accessed in a number of ways over a web browser, laptop mobile client, smartphone or a Linux, Mac or Windows client. Our flexibility knows virtually no boundaries. Innovations have only arrived once the user can work with them. Page 17

Working better Powerful importing and processing As a central business platform, ELO integrates with the most diverse business applications. The content of information and documents from ERP systems, an AS/400 mainframe computer or other sources is acquired, captured and automatically imported, indexed and archived on request. A business process without a change in media is guaranteed. Barcodes play an important role in the automated processing of paper documents. Usually, the barcode is produced by a leading business application such as an ERP systemand applied to the documents. Once the barcoded documents are scanned, ELO autonomously recognises their barcodes and automatically allocates the document to the correct file and corresponding workflow process. ELO OCR handles optical character recognition. The engine is used during scanning and automatic indexing manual processing becomes redundant. ELO OCR also subsequently enables fast and targeted full text searches in the scanned documents. means working dynamically with mobility. Dynamic and flexible with ELO Mobil ELO Mobil facilitates the central management of information on laptops and smart-phones, such as the Apple iphone 3G. Complete ELO ECM functionality is available to you even when you are away. With ELO, you can also make connections to and replications of several locations. Intelligent replication mechanisms facilitate automated document and data comparisons between several archive servers in accordance with the definition of replication loops. This procedure ensures that team members at all other locations can also have immediate access to all documents created or modified on any portable devices. ELOprofessional

No more media breaks Summary With ELO, your company s processes become comprehensible and transparent. The high level of automation based on workflows, intelligent document classification and client based access rights strategies simplify and speed up the development of business processes. Errors occur less frequently. This all results in your data being of higher quality and relevance combined with risk minimisation when making changes to the processing sequence. With ELO, companies know who is allowed to access what information on the company s network and when. Your employees are also able to provide information at the touch of a button when required. Customer and employee satisfaction increases and costs are reduced. Working with ELO means working faster, more efficiently, better and more cost effectively. So trust in ELO in your company as well. Working successfully means, safeguarding the future. Page 19

Overview Standard functions at a glance 1. Multi-client strategy - Windows client: Standard client for the Windows environment - Java client: Platform independent client for Windows, Linux, Mac OS - Internet Gateway: Browser based HTML access to ELO archive - Outlook client: Document management with Microsoft Outlook - Explorer client: ELO access through Windows Explorer - Mobile client for Notebook: Mobile processes and automated synchronisation of documents - Smart-phone client: Mobile processes with all popular smart-phones such as the Apple iphone 3G All clients are a feature of an intuitive and user friendly interface. 2. Archive - Tamper proof archiving of data for the prescribed life cycle - Secure storage of documents with hash values and certificates and on all commercially available storage media - Certified long-term storage support of all leading suppliers such as NetApp, IBM, EMC, Hewlett-Packard, Hitachi, Plasmon - Back up module for managing additional long-term storage such as WORM, UDO, DVD-Jukebox - Duplicate check to avoid multiple filing of documents - Parallel management of several archives and storage pathsn - Full reporting and auditing functions for all archive functions - Multiple client capability for different company areas - Replication of archive contents for geographically divided locations - High availability and load stability 3. Document management - All classification structures are customisable - Fast scrolling within documents - Application of post-it notes and stamps directly onto image documents - Document display using logical copies in different folders - Connection of related documents with a hyperlink - Colour coding of different documents and folders - Customisable definition of index screens for documents and structural elements such as folders and files - Check-in and check-out for clear management of different versions of a document - Dynamic folder for user defined views - Customisable definition of your own standard registers - Adaptive filing wizard - Drag & drop from e-mails and attachments directly from Microsoft Outlook - Automated management of version history when changing documents - Comparison of different versions of a document - Conversion of documents into long-term formats such as TIFF and PDF/A - Automatic filing folder creation ELOprofessional

Intelligence and functionality for a powerful organization - Multilingual capability of index fields and keyword lists - Structuring according to different types of documents - Task management and task reminder dates - Reproduction of deleted documents - Simplified processing of different documents and folders for transaction processing on clipboard - Keyword list filter - Versioning of index data 4. Document displays - Display of all leading document formats in the original format - Diverse views such as zoom, full screen and extract displays - TIFF preview for multi-paged documents - Slide preview for graphic documents, images and PDF data files - Linear function for better readability of lists 5. Web Content Management - Support of multilingual websites - Create, change and translate content directly on the website - Integration of all document management functions such as check-in, check-out, versioning, workflow and tamper proof archiving - Integrated search in ELO archive - Fast installation - Very user friendly 6. Search functionality - General searches of all documents - Tagging of search hits in the document - Expanded search with logical operators - Storage of standard search queries - Additional search functionality to refine hit lists - Full text search for keywords in the whole document - Combined searches in full text and index data - Direct searches of all index fields - Fault-tolerant searches - Sorting and exporting hit lists - Use of thesaurus for multilingual capability and specialist terms - Optional associative and context based searches 7. Workflow functionality - Your own workflow server - Ad-hoc workflow of spontaneous business processes - Graphic designer for defined standard workflows - Management of different workflow models and version levels - Delegation of tasks within a standard workflow - Visual monitoring of workflow processes - Management of ongoing and finalised workflows - Transparent logging of the whole workflow process - Multi-stage escalation management for failures to meet deadlines Page 21

Overview - Substitution rule in the event of illness or holidays - User and group specific nodes - Any number of distribution and collection nodes - Index field supported comparison and decision nodes - Monitoring of a workflow node s maximum resting time - Integration of script expansions at the start and end of a workflow node 8. Electronic Signatures - Integrated individual signatures for workflow processes - Batch signatures for mass produced documents such as invoices - Automatic signature verification for incoming documents - Automatic signature renewal when signature s validity expires 9. Scanning of paper documents - Integrated scanning functionality - Support of all commercially available document and network scanners as well as multifunction devices (MFD) - Support of standard interfaces (TWAIN) - Scanning of single and multi-page documents - Turning, sorting and filtering of scanned pages - Direct management of different scanning profiles - Automatic recognition of separator pages - Image optimization with black and white scans - Automatic page straightening - Automatic stapling of and removal of staples from scanned pages 10. Integrated text recognition (OCR) - Automatic preprocessing for fast indexing of documents - Text recognition for sections of documents - Integration into the full text database 11. Importing documents - Direct document storage from Microsoft Office and Outlook - Transfer of documents from Windows Explorer by means of drag & drop - Automatic data import in XML format - Direct printing into ELO archive in TIFF or PDF/A format - Direct storage from all applications via the Explorer client - Automatic synchronisation of archive folders with Microsoft Outlook - Standard import and export functions for ELO archive - Import filter for many external archive systems ELOprofessional

Functions in brief 12. Automatic mass data collection - ELO DocXtractor for the intelligent classification and indexing of scanned documents and e-mails - ELO Business Logic Provider for process related document archiving - ELO COLD for importing print spool data - ELO XC for the server based e-mail archiving of e-mail boxes - ELO Barcode for additional automated processing of scanned documents 13. Regulation of user and access rights - Allocation of access rights for index fields and screens, documents, folders, users and groups - Definition of sub-administrators possible - Integration into all conventional directory infrastructures - Single sign on (SSO) possible for users - Suppression of structural elements if access rights not present - Secure 128 bit encryption for sensitive archive areas - Detailed reports 14. Expansion possibilities - Client based scripting environment for automation and program expansion - Comprehensive interface for integration of complete ELO functionality into other applications - Integrated testing environment for newly created scripts - Integration of event driven script calls through symbols and menu commands - Comprehensive regulation of access rights for scripts - Application server s direct programming options using standardised protocols such as HTTP and SOAP - Support of conventional SAP-Netweaver and Microsoft Officer SharePoint Server platforms Page 23

ELOprofessional 2009 ELO Digital Office GmbH, Stuttgart/Germany. Reprinting, even of extracts, only with the written approval of ELO Digital Office GmbH. Subject to technical changes. Item No. A070-PP-EN ELO is available through: ELO Digital Office GmbH Stuttgart (Germany) www.elo.com info@elo.com