Enterprise Content Management. Enterprise Content Management. ELOprofessional 10. Software for: Enterprise Content Management

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1 Enterprise Content Management ELOprofessional 10 Enterprise Content Management ELOprofessional 10 Software for: Enterprise Content Management

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3 Bringing efficiency to business processes Time is money and a crucial factor in the world of business. Companies operate according to this truth and know that speed is of the essence when it comes to success. Digitization and new information and communication technologies are especially effective tools for improving business processes. A key differentiator is the ability to have the right information available in the best and most rapid way. Enterprise content management (ECM) solutions deliver the foundation for businesses to meet such requirements. ELOprofessional 10 is a solution portfolio that lets you get the most out of your information and processes for efficiency and transparency company-wide and system-wide. We have been one of the leading ECM manufacturers in the German, and other European markets for over twenty years. Based on our experience in the market and the close ties with our customers, we know that every company has different requirements when it comes to ECM solutions. ELOprofessional 10 is an ECM solution that can be tailored to suit your needs. Karl Heinz Mosbach CEO, ELO Digital Office GmbH 3

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5 Workflow Information where and when you need it Companies need to be able to act quickly to get ahead in today's business environment. A fast response, fast results, and fast decisions speed is a key advantage that is ultimately dependent on the availability of the right information. Having access to the data you need at any time is essential for keeping information flowing and ensuring that your processes are efficient and effective. Automating business processes means that documents get to where they are needed in the company, quicker. This allows employees to work smarter and get things approved faster. At the same time, employees are able to view and track every step of every process. The ELO workflow speeds up your processes. The ELO workflow automates business processes and lets the system handle certain tasks for you. The tool includes an integrated form designer, server-based processing rules, and options for creating custom scripts, giving you the power to configure automated workflows. You have complete control over who gets what information and when, increasing the efficiency in the completion of the task. In addition, you can create subworkflows to let you define background and secondary activities. You can also alter workflows if there are any unforeseen events. The ad hoc workflow functions let you streamline decision-making processes, set up auto-generated notifications, and keep track of who has approved what and when. For example, you can call workflows, select users or user groups, and set escalation deadlines if need be. Thanks to the graphical overview and reporting options, you can monitor the status of a task at any time and receive a notification if a workflow has been escalated. The benefits: Optimum control over your processes Workflow automation for faster processes Complete tasks quickly and transparently Decisions are transparent Less time doing repetitive manual tasks Ensure regulatory compliance with process documentation standards 5

6 Document processing Automated right from the start Companies receive a high number of paper and electronic documents on a daily basis. The speed and accuracy in which mail is sorted and routed impacts overall business efficiency and, ultimately, customer satisfaction. With ELOprofessional 10, you can digitize and classify incoming documents of any format and from any input channel, and forward them to a downstream business process. Employees can then start tasks such as approving invoices, creating offers, processing orders or claims, and complete them with the range of functions available in ELOprofessional 10. ELO makes for fast processing in the mailroom. There are various options available to you. You determine exactly how much you want to automate depending on your requirements. Incoming invoices and receipts are captured and classified automatically with ELO DocXtractor and passed on to the correct employee. All relevant document data, such as invoice and customer number, is recognized correctly and undergoes plausibility checks. Invoices with an existing purchase order reference in the ERP system can be processed automatically. This minimizes the risk for manual errors and ensures that documents are processed quickly. The ELO Barcode module is another way to automate and speed up processing of your incoming documents, such as sending out auto-replies to customers. The reply mail is pre-coded with a barcode, which means that when mail is returned to you, it is automatically recognized and assigned to the corresponding transaction or case. It is also possible to identify documents based on their file reference and assign them to the correct transaction. The benefits: Significantly reduces idle time and processing time Considerably less manual intervention End-to-end automation for greater transparency Classification and distribution in the mailroom Multichannel processing in one central application No need to constantly switch media as all information is bundled Easily integrated into processes across your entire system 6

7 System-wide processes Optimum integration The quantity of information that companies have to deal with is growing at a fast pace. This information, which is required for completing daily tasks, often resides in multiple systems and filing structures. Not only does this make it harder for employees to stay on track, but it also increases the risk of overlooking information that may be relevant for a particular decision because it is stored in a separate data silo. The use of a company-wide information management system ensures that all the data required for processes and transactions is complete and available. ELOprofessional 10 also integrates seamlessly with other systems, such as ERP systems. The documents and data sets you require are extracted from the separate ECM and ERP systems. The information is then available in a unified form without you having to switch to other media formats. ELO ERP integration unifies information. ELOprofessional 10 extracts information from different sources and feeds it into a central information system. Thanks to the integration of all common ERP systems, e.g. SAP, Sage, Microsoft Dynamics NAV, your ERP documents are merged into a comprehensive document inventory. This enables you to fully map your business processes across all systems and without having to switch to other media formats. For instance, you can automatically create files with all the required data for customers, suppliers, or orders. Besides the ability to create ELO workflows for automatically processing tasks such as approvals, notifications, or checks, ELOprofessional 10 provides integrated ERP systems with a full system for capturing and archiving documents in accordance with legal retention periods. The benefits: Fast, system-wide, and transparent processes Integration of different software systems/ components Automated information flow ensures faster completion of tasks Centralized access to digital files Information is available on all systems without having to switch media Defined interfaces for ensuring that information is exchanged quickly and accurately Information is complete and available, enabling users to make sound decisions 7

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9 ELO for Mobile Devices Anytime, anywhere access Thanks to smart devices and digital networks, being able to work from anywhere is the new normal. Customers expect to have their requests responded to quickly and professionally. There is constant pressure on companies to be better than their competitors and deliver projects faster. The ability to work remotely without losing valuable time is a critical success factor for businesses.

10 ELO Repository ELO Feed ELO Search Document view This means that employees require unrestricted access to documents, no matter whether they are working from home, on the train, or on their way to a meeting. Files, contacts, and relevant information need to be available on any type of mobile device so that employees can conduct business even when they are not in the office. Mobile solutions from ELO for smartphones and tablet PCs give you the freedom to do so. ELO ECM apps give you more flexibility. The ELO 10 for Mobile Devices app provides convenient access to business information in the ELO repository and lets you use basic ECM functions from your smartphone or tablet. You can also remotely trigger workflows to control processes. The app interacts with third-party applications, giving you even more flexibility when you are on the go. For instance, you can create a Word document on your tablet with Office 365 and file it straight to the ELO repository. You can even scan paper documents instantly. The ELO QuickScan app allows you to snap superior quality photos of your documents using your phone or tablet camera and transfer them straight to the ELO repository. You can also use the ELO ECM apps for Android and ios offline so you don't even require an Internet connection. Connect with your colleagues. My ELO lets you view relevant information at a glance. The integrated ELO feed means you can collaborate with your colleagues and share documents on the go. For more information on ELO for Mobile Devices, go to: 10

11 Capture documents Edit documents Workflow ELO for Mobile Devices File documents Repository overview Collaboration The benefits: Perform business processes without delays Reduce idle time Relevant information at a glance Access information while on the go Respond to work requests faster Work wherever you are

12 Collaboration Use collaboration tools for maximum success The key to success will always rest on the communication, cooperation, and coordination of your team, especially when you are dealing with complex projects or you have employees at different locations working on a joint project. ELO collaboration tools support a collaborative environment and communication within teams and increase productivity. Collaboration tools make it easy to share information and harness knowledge across an organization. Sharing knowledge for everyone's benefit, solving problems as a team, and communicating with others directly in a digital environment all this has a positive effect on your business. 12

13 Post a reply... Today July 2016 Nadine Bauer Should we place another order? September 11, 2016, 2:41 p.m. Enter a comment... Anton Maier I've filed the invoice. Please check it. July 2, 2016, 10:23 a.m. Enter a comment... Nadine Bauer Invoice approved! July 2, 2016, 11:47 a.m. Anton Maier Goods shipped! July 2, 2016, 1:19 p.m. Kay Schilling Delivery is fine! July 3, 2016, 3:24 p.m. ELO collaboration tools keep you on track. The ELO feed provides you with a platform for exchanging information and documents. You can create posts that are directly related to a document, mention colleagues using symbol, and link other documents. Your colleagues can post replies in the feed this means you can always trace the communication back to the document. All posts and comments as well as metainformation about the document are saved, ensuring greater transparency. New comments show up in your personal My ELO workspace and you can also view the latest activities in any workflows that you are involved in. You can customize your My ELO thanks to various filtering options and functions such as subscribing to documents and folders or marking them as important. This way, you can see at a glance information that is especially relevant to you, making sure that you are constantly in the loop about any changes. The benefits: Optimizes communication and coordination between teams Easier sharing of information helps teams work better together View information about the status of a project in real time Full traceability of changes Fast, open communication increases employee motivation Interface can be customized to display relevant information prominently 13

14 Relevant information at a glance Navigation and search Relevant information at a glance In today's digital age, employees are flooded with information at work. The sources of information are just as diverse as the types of documents that you deal with on a daily basis. The biggest challenge lies in the ability to extract the information that is needed from all the different sources, such as s, digital or paper documents, posts in social media, and transform it into utilizable knowledge. Companies need to be able to depend on powerful, flexible search tools and mechanisms that provide employees with immediate access to important or frequently used documents. ELOprofessional 10 lets you keep an eye on what's going on and gives you access to the information you need right away.

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16 Search Save valuable time We spend a considerable portion of our time at work looking for information. This time could be spent on more useful tasks. The search for information is one of the main cost drivers that organizations are up against. However, this doesn't have to be the case. ELOprofessional 10 provides an efficient solution for accessing and retrieving the information you need fast. Sometimes you don't even need to search for the information yourself as it is automatically found for you, such as important data relating to specific transactions or customers in the context you need it. ELO isearch frees up time for other tasks. ELO isearch, the powerful ELO search tool, allows you to find information and documents quickly and effortlessly. Various search functions ensure that you can access the information you need in the ELO repository as well as data from any integrated third-party applications such as ERP, CRM, or systems. ELO isearch helps you find information faster, by automatically completing the search term while you type, correcting typing errors, and searching for similar terms. For instance, when you search for "contract", ELO isearch will also suggest "agreement". Even if the search does not return a unique search term, ELO isearch gets you the results you want, suggesting terms that are related to the original query. The benefits: Find the information you need fast Full text and metadata search Intelligent functions (e.g. correction of mistakes) makes searching easier Searches the entire repository and third-party applications Flexible and scalable 16

17 Tile navigation Personalize and tidy up your workspace You are often required to adapt to new software and change the way you are used to working. Thanks to ELOprofessional 10, you no longer need to do so. The tile navigation integrated in ELOprofessional 10 lets you personalize your interface according to your own requirements so that you can easily perform your daily tasks. Keep your computer organized. You can place tiles for fast access to information and functions that you use frequently, either creating your own tiles or choosing from a set of predefined tiles. ELOprofessional 10 offers a full range of customization options for colors, icons, etc. This lets you create an interface that is exactly tailored to your specific usage patterns. You can add tiles to the quick launch toolbar so that you can access them from any work area. Clicking the tiles takes you straight to the desired folder without having to navigate the entire repository tree. In addition, you can drag and drop files to tiles in an instant. You can use tiles to represent folders, or tasks such as editing checked out documents, frequent search queries, view filters, and much more it all depends on what you need. For example, if you have created a tile for your tasks view filter, the number of tasks that you need to complete is shown on the tile. A diagram on the tile also tells you how urgent the task is. If you want to move documents in the repository view filter, the tiles that you can file the documents to are shown as an overlay. For instance, you can drop a document onto the "Tasks" tile to create a reminder. ELOprofessional 10 provides various convenient options for moving documents. The benefits: Clean and easy-to-use interface Simple and intuitive tile navigation See relevant information at a glance Manage your tasks effectively and save time Customization options 17

18 01 OS X Client 02 Web Client 03 Java Client 04 ipad Client 05 iphone Client 06 Android Tablet Client 07 Android Phone Client We also offer clients for different integration scenarios as well as for various application systems, such as Microsoft Outlook, Microsoft Office, and IBM Notes. We are happy to provide you with more information about this. Multi-client and multi-platform strategy Flexibility for your business ELOprofessional 10 puts the focus on your needs and adapts to the challenges of a rapidly changing business environment. Mobile working and flexible home office arrangements are becoming standard practice in business. The ELO client products give you the freedom to work whenever, wherever, and on any device. You can access your company's knowledge base as well as the corresponding documents and processes using the ELO ECM apps or the ELO Web Client. The ELO client products are developed with a primary focus on ease of use and transparency. Their outstanding characteristic is that both filing structures and navigation are geared strongly towards familiar principles of organization. You can choose the layout and navigation that is most suitable for you, such as tile navigation, or how you want search results, menu bars, or view filters to be displayed. The optimum client environment also depends on the task, role or the available infrastructure. 18

19 All functions and components are offered for all clients. The interface is intuitive to use, no matter whether you are working with workflows, the feed, repository view filters, or navigating the menu and repository structure. Client-wide. The benefits: System-independent, client-wide access to documents and workflows Easy to use thanks to a standardized user interface Flexibility to work independently of the available infrastructure Supports standard browsers and mobile platforms Supports standard operating systems 19

20 ELO DMS Desktop Accomplish daily tasks more efficiently Do you usually work with Microsoft Office? Then we have the right solution for you. We can make your Microsoft Office environment even more productive. ELO DMS Desktop provides a powerful connection between ELO ECM software and Microsoft Office, helping you to process information and documents more easily. ELO DMS Desktop simplifies your work life. ELO DMS Desktop adds powerful document management and archiving functions to your familiar Microsoft Office (Excel, Outlook, PowerPoint, Word, and Windows Explorer) environment. This means you can continue using the programs you are accustomed to and simultaneously reap the benefits of document management and archiving functions. Transfer Microsoft Office documents straight to the ELO repository and file them to the designated files or folders. These documents can also be accessed by colleagues with the corresponding permissions. You can check in and check out files for editing and see if another user is currently editing a document. The software provides full traceability thanks to the ability to view a history of document versions and changes made to a document. Extensive search options and tools makes it easy to find documents in the ELO repository from within Microsoft Office. For more information on ELO DMS Desktop, go to: elo-dms-desktop 20

21 The benefits: Full integration of ELO in Microsoft Office lets you continue working in your usual programs Use document management and archiving functions in Microsoft Office Edit archived documents and file new documents straight to ELO Access and search the ELO repository from within Microsoft Office

22 management Utilize information s carry important, sensitive business information and data that needs to be stored securely. Besides ensuring compliance with legal requirements for longterm archiving, efficient management also needs to be automated. Thanks to ELO, important content is incorporated transparently into the specific business processes. ELOxc for Microsoft EWS, the ELO management solution for Microsoft Outlook, and ELO for IBM Notes designed for IBM systems allow automated storage of s in line with compliance requirements. s that relate to a specific business transaction or process can be automatically moved to the correct folder in the ELO repository. Archived s can be accessed directly from the trusted client using powerful search tools. ELO offers two approaches for archiving strategies: manual client-based archiving and automated server-based archiving. Depending on your company's requirements, ELO management can be implemented with various components, such as for mobile working and collaboration. 22

23 The benefits: s are classified according to transactions for faster processes Powerful search ensures information is available fast Legally compliant filing and maintaining IT compliance Less redundant storage and reduced load on systems For more information on management with ELO, go to: Rule-based archiving Add components according to your needs 23

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25 Compliance Maximum security Confidentiality, availability, and integrity are the three main objectives of information security. Given that we are becoming increasingly dependent on information and communication technologies as well as numerous business models which are largely information-based, security is of paramount importance. As a company-wide information platform, ELOprofessional 10 stores a lot of sensitive data, e.g. confidential data about employees, customers, or company figures. Various permissions concepts protect confidential information from access by unauthorized persons, logging verifies that data has not been falsified, and documents are stored long-term in their original state. This enables companies to meet legal retention periods and internal compliance requirements. Your information is safe with ELOprofessional 10.

26 Compliance Meet regulations Due to the fact that companies rely more and more on IT-supported processes, the methods we use to handle documents, data, and general information are also increasingly subject to legal requirements. Besides voluntary internal rules, there are a number of mandatory legal requirements that businesses need to base decisions and actions on. These specifications, laws, and guidelines can be summarized using the term "compliance". With the functionality of ELOprofessional 10, these legal conditions can be easily and reliably satisfied. Compliant with ELOprofessional 10. Version and access control, logging, permissions structures, or even encryption algorithms these standard functions are an integral part of ELOprofessional 10. Adapted to the current legal requirements and specifications, they are the basis for legal compliance. The document version history is an essential component as it enables you to trace the entire document lifecycle. You can see who has accessed documents just as easily as it is to retrieve information about a document or view communication within the ELO feed. Relevant events and decisions, such as those relating to a process, are completely and chronologically linked to a document via the workflow history and the posts in the ELO feed. Changes remain traceable throughout the entire document retention period. Approval processes that are required by law or company-specific regulations, such as applying the four-eyes principle, can be realized quickly, transparently, and safely with the ELOprofessional 10 workflow modules. ELOprofessional 10 ensures that you are in compliance with: Legal requirements for document storage Principles relating to electronic storage, immutability, legibility, traceability, reproducibility, and data access, as well as the provision of digital documents Lets you meet company and industry-specific specifications: Annulment of documents that are only valid for a limited period Regulatory compliance Compliance with FDA standards 26

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29 Legally compliant archiving Safe and secure with ELO Every company has sensitive information and tax-relevant data floating around the office. These documents need to be kept safe from manipulation or protected from access by unauthorized persons. Beyond extensive permissions and access concepts, ELOprofessional 10 allows legally compliant long-term archiving of all data and documents according to principles for properly maintaining and storing records and documents in electronic form and for accessing data. ELOprofessional 10 provides security. In ELOprofessional 10, all documents, s as well as ERP and document data are archived efficiently and in a legally compliant manner. Long-term storage media can be integrated easily. The ability to distribute server processes across multiple hardware platforms provides additional security. Various backup technologies are also supported. ELOprofessional 10 includes a range of features to protect your data and documents. The archiving and data protection functions can be configured to suit your needs. The benefits: Protection against data loss Changes are fully traceable/unmodifiable version history Compliance with and monitoring of retention obligation and deadlines Permanently accessible documents Secure long-term archiving 29

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31 ELO Business Solutions Standardized solutions for rapid deployment Seamlessly extend ELOprofessional 10 to an individual solution with the ELO Business Solutions modules. The result: readyto-use solutions for specific scenarios based on the experience gathered in numerous, successful customer projects. The solutions offer best practice approaches to processes that are largely standardized in most companies, such as invoice processing. However, you can easily customize the solutions to suit your own requirements.

32 ELO Business Solutions ELO Business Solution Visitor Visitor management Do you have a lot of visitors to your company? Boost your front desk with a visitor management solution for signing visitors in and out digitally. Make a strong first impression with a customized welcome screen and quickly create visitor ID badges, including the visitor s photo. With ELO Business Solution Visitor, you have a constant overview of who is currently on company premises, enabling you to respond quickly and account for everyone in the event of an emergency. The digital visitor log includes an integrated calendar and lets you generate statistics. 32

33 Accelerate your invoice processing with ELO Business Solution Invoice: Streamline your invoice workflows from start to finish, and you have the option to export your data to your ERP system. ELO Business Solution Invoice Invoice management You can monitor the status of all invoices in circulation on the invoice dashboard. Different evaluation and reporting functions ensure transparency and efficient invoice management. ELO Business Solution Contract Contract management ELO Business Solution Contract lets you take charge of all types of contracts across their entire lifecycle. The solution offers a standardized, best practice procedure for each phase of a contract, from requesting a contract and creating a first draft through to the final version and archiving. A contract dashboard provides an overview of all contracts so that you can immediately see the current contract status or the terms that have been agreed upon. And, integrated reminder and calendar functions enable you to track deadlines, payments, and processing. 33

34 Customized ECM Tailored to your requirements Is your company as individual as your software requirements? With ELOprofessional 10, all options are open to you: Instead of having to adapt your system to a given solution, our solution adapts to your system. Designed for your needs ELOprofessional 10 adapts to your business requirements thanks to various integrated components, which you can select and configure individually as required. The right partner for you Our worldwide network of more than 850 partners caters to your needs. Our partners give individual advice, implement ELO solutions according to your wishes, and provide long-term support. Build an ideal system ELO Business Solutions are based on ELO standard functions and components. You can customize the solutions to your own requirements in just a few steps using various optional components. 34

35 Customized information Learn more about ELO Get to know us, our products and solutions, and our customers: Success stories Experience ELO live Different industries face different challenges. ELO is the ECM solution that fits all companies. This is because we have integrated industry-specific expertise compiled from thousands of successful projects into our products. ELO and its partners attend various national and international events and conferences. Or, contact us to schedule your one-on-one ELO demo. 35

36 Digital innovation made for you ELO is available from: USA ELO Digital Office Corporation, 214 Lincoln Street, Suite 304, Boston, MA 02134, USA; Europe ELO Digital Office GmbH, Tübinger Strasse 43, Stuttgart, Germany; Asia ELO Digital Office Indonesia, Graha Kencana Building, 2nd Floor, Raya Perjuangan 88 Kebon Jeruk, Jakarta, Indonesia; Asia Pacific ELO Digital Office AU/NZ Pty Ltd,Level 7, 146 Arthur St, North Sydney NSW 2060, Australia; Item no. A010-PP-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. ELO reserves the right to change information in this publication 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 reflects the present status. The subject and extent of the services are exclusively defined in the corresponding contracts. ELO does not guarantee, warrant, or assure as specific properties that its products or other services provide compliance with specific laws or regulations. The customer is responsible for the adherence to security regulations and other standards of national and international law. We reserve the right to make changes and assume no liability for errors and misprints. Reproduction and/or 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. I