ECM product from IT SOLUTIONS. Documents and procedures at a glance

Transcription

1 ECM product from IT SOLUTIONS Documents and procedures at a glance

2 Capturing Usually all incoming mail, fax and s first are read, then captured and assigned before the responsible person continues to work on. Using scanview saves time to capture documents and stores all files at central position in a structured way. The storing procedure of digital and digitalized documents is combined with manual or automatic indexing and classification. The integrated barcode recognition and optional automated free form recognition enable to read out automatically document information and to use it for classifying the documents. Saving time while capturing the documents efficient text recognition with integrated OCR, ICR solution automatic and manual classification of documents optional free form recognition integrated full text data base archiving More and more contracts are closed via and important data is transmitted via . Along the legal regulations for document storage and compliance guidelines scanview archives all s compliant and auditable. You can choose between automatic storage on the server or manual archiving with your client. With the server-based archiving an automatic indexing of all incoming s is done along the sender/recipient and reference details. Furthermore a modern encryption technology and a digital signature protect all your incoming and outgoing s including verification of the sender. Archived s protected, compliant and auditable auditable archiving security by encryption authenticated by digital signature automatic indexing Integrated Office Almost everyone uses Microsoft Office these days. Therefore scanview integrates Office enabling the user to archive and search directly from his Office app. The documents will be archived auditable at central location. At any time each authorized user can access to it. Each modified document will be stored with a new version ID so that the user easily can see the current version number when searching for a document. Searching with scanview moreover performs better and more accurate results as with conventional search for file names since the documents can be classified. Convenient searching and archiving from Office search and archive while using your Office central and auditable archiving of all your Office documents no more local data storage quick finding of files with via indexing

3 Enterprise Content Management Long-time archiving Long-time archiving of important documents requires more and more digital archives. Digital storage of documents saves physical space and avoids piles of out-dated documents. With digital archiving you can store digital and digitalized documents as auditable versions along the different regulations for financial auditors. Furthermore long-time archiving by scanview includes enhanced functions for storing and optimizing your storage capacity like combining small files to a container and storing as Single Instance Storage (SIS). This way identic data will be stored just one time, eliminating data duplication. Saving physical space and structured storing of documents saves costs for storage auditable long-time archiving no multiple archiving by revision control reduces misplaced archiving optimizes your storage capacity Document management scanview finds by seconds each document stored at central position on the server. You can search by full text or by index search. Especially the index search brings you a very precise hit list using predefined parameters. You also can search along a static or dynamic tree structure (file plan, client order file, and board/folder/register). scanview controls the simultaneous document access of multiple users and avoids redundant operations. You also can define different access rights. Quick searching & finding, reliable archiving shorter search periods by full text and index search structured storage with tree structure simultaneous document access control Avoiding redundant operations user rights management Workflow (Metasonic inside) scanview has an outstanding innovative, subject oriented document workflow. The subject is hereby the protagonist coming to the fore enabling the operating departments to contribute continuously to the development of their workflows. The digital workflow makes the operation and cycle laps vitally shorter. All necessary clearance and approval procedures will be run through in a reliable manner. You can easily connect the workflow to present third party systems. For instance the processing of incoming invoices can immediately be linked to the financial accounting. Flexible and user-friendly workflow subject-oriented document workflow along natural speech simple integration of different departments even without any IT background easy to use with graphic workflow designer web interface for quick participation in the workflow, e.g. with the client communication with third party systems

4 Integration of ERP / CRM In the commercial workflow different departments for buying, sales, invoicing, accounting, payroll accounting, and customer relationship management often use ERP and CRM systems. For optimizing the flow of information scanview consists of an open and highly scalable architecture enabling the communication with all concerned systems. Long-term and intensive partnerships with other IT companies like Microsoft ensure total and high quality integration into further applications. Microsoft as well as SAP have tested and certified scanview successfully. Integrated processes and consistent information integration of DMS features into ERP and CRM systems certified interfaces independent access to all documents and master data combinable with any workflow embedding into Microsoft SharePoint Integration of CAD / CAB / PDM With the integration into CAD, CAM and PDM systems scanview became a sophisticated ECM system for commercial as well as technical documents. Thus scanview is able to display technical documents for instance with the use of the built-in viewer, no further installation of corresponding software is necessary. Furthermore you can comment your technical documents or embed into your workflow or even bundle with commercial documents to one folder. Merging commercial and technical documents Integration of central DMS features into CAD / CAM systems S ophisticated viewer enabling document view without further software Combination of commercial and technical documents in one folder I ntegration of technical documents into your workflow Mobile access With our mobile solution you can use wherever you are at any time all features and functions of the ECM system scanview. No matter if you are working at home, at your supplier or customer, the mobile connector enables to access to all documents in order to search or to archive as usual. For blocking a document while editing you can use check-in and check-out features. Defined user access permissions control all access to your documents, even when you are away on business. In addition to standard web access scanview mobile offers you convenient and fast access to your data via mobile devices like smartphones and tablets. Working via internet, extranet, and intranet enterprise documents available worldwide scanning and archiving via web defining user access rights flexible layout of the user interface check-in / check-out features mobile access via web app

5 scanview 6 the new generation Deep integration, high security level, more convenience User-friendly and reliable more user-friendliness with improved and individually adjustable user interface deep integration into Microsoft Vista and Office extended features for assigning user rights by the customer safe business correspondence via with digital signature, encryption and auditable archiving Clear layout and individually adjustable fast overview with new viewer technology using previews for better orientation suitable design of index dialogues by optimised mask designer reduced search intervals due to high sophisticated hit list for search results in a schedular or hierarchic view with filter options and arrangement in groups Integrated standards intelligent freeform search and detection for optimized invoice management totally integrated full text feature with combined index search SQL based shortlist for data transfer intelligent freeform search and detection for better invoice management can be integrated optional total integration of the 3D CAD viewer extended scan functions integration of Office Lotus Notes and LDAP meets the criteria for GoBS, GDPdU and PK-DML SOA available with Web Services user interface new viewer technology

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