elo enterprise brochure engl 06

8/6/2019 Elo Enterprise Brochure Engl 06

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Document Management ArchivingWorkflow

ELOenterprise


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ELO

Enterprise Content Management


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Dear Sir or MadamI would like to take this opportunity to express my pleasure that you have shown an interest in our ELO

Enterprise Content Management system. We strive to produce ECM software, based on the newest technologies,which helps people in the streamlining of business processes both at their own personal desk and throughout theentire company. The modern business environment provides many challenges. Businesses are required to reactquicker, drive costs down whilst improving quality and to remain competitive in an ever-tougher marketplace, bothon a national level and on the increasingly important international level. These challenges can be tackled head onby utilising new and intelligent business technology, such as the ELOenterprise ECM system.

ELOenterprise combines specialised individual solutions, for example ERP, CAD and office systems, andbinds these together so that even the smallest applications can be integrated into the system. This ensures thatall information sources are gathered together and are then available at the required time and place. In order toachieve this ELOenterprise combines individual function modules together. The strength of this method lies in themodules and the inherent flexibility, the ability to integrate with all types of system, the ability to analyse and thenutilise information content directly and that the information is instantly available for users. The entire life cycle ofthe data or information is covered, from creation to the removal of the information from the system. InformationLifecycle Management (ILM) is one of the important basis requirements that an ECM system such as ELOenterprisemust fulfil. There are currently numerous legal regulations (keyword: compliance) for information management inthe business environment, all of which have to be satisfied. The wide-ranging capabilities of ELOenterprise takeaway these worries through the fully regulation compliant storage and handling of business documents combinedwith the creation of all required protocol data.

The collecting of data and the evaluation of the content is the starting point of every business process,regardless of whether the documents or information are paper based, emails, electronic office documents, ERP orone of various other types of data. The increasing flow of paper in the modern business means that the value ofan intelligent and automated data capture device is ever increasing. This allows daily office tasks to be automatedand reduces errors whilst increasing the speed at which the tasks are completed. The secure control of subse-quent business processes is carried out through workflow components. These workflows guide the appropriatedata and documents through the next process steps; regardless of whether the procedure is a specialisedbusiness process or a simple manual task for a predetermined caseworker. A far-reaching view of all businessprocesses is crucial for the efficient and competitive development of a business. With the help of web portals andInternet applications business partners and customers can be seamlessly integrated into business processes (key-word: collaboration). The efficient development of business processes, on a company level and also internationallevel will prove to be even more important in the future, and for this a high performance ECM system, such asELOenterprise, will be required.

We are always available to offer support with individual solutions or provide know-how and businessexpertise, as are our specialist ELO Business-Partners. Many satisfied customers can speak for the quality andperformance provided by our products.

Yours faithfully

Karl Heinz MosbachELO Digital Office GmbH

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E L O E N T E R P R I S E C O N T E N T M A N A G E M E N T


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Wide ranging system integration functions alreadyexist for numerous business critical applications, such asSAP, Baan, Navision, Sage Software, etc. This broad band ofavailable functions provides the power of the ELOenterpriseECM Suite. The flexible modular component structureallows virtually all functions to be ably provided for byELOenterprise. High performance components, such as theELO DocXtractor, provide the automatic, intelligent classifi-cation of large volumes of unstructured information such asemails and invoices etc. The super efficient ELO Workflowmodule controls the complete business process, withoutpause or downtime, whilst the ELO Archive Server takescare of the legal requirements for signature and the long-

time archiving of documents and data.In whichever direction you choose to travel, theELOenterprise Suite provides security for your investment.

The outstanding characteristic ofELO

enterprise isthe complete central repository based system architecture,which is provided by the Enterprise Content Managementservices. These services have been completely developedin Java and can therefore be implemented on virtually allplatforms including Windows, Linux, UNIX, Solaris, etc. Ahigh degree of scalability is achieved by utilising servercluster capabilities together with modular application serverfunctionality. Naturally this enables the use of sizeableserver farms for larger companies. ELOenterprise`s serviceoriented architecture (SOA) allows the simple integration ofcontent, process and repository services with existing SOAcapable applications. Web services provide ELOenterprise

with the capabilities to integrate existing processes, with allthe relevant data and documents, together with other appli-cations in a fast and cost efficient manner.

ELOenterprise - The ECM architecture for the future

H I G H P E R F O R M A N C E A R C H I T E C T U R E


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He who wants to build towers,

needs solid foundations...

The same goes for businesses

and their business processes


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TheELO

enterprise Workflow-server controls theautomated and rule-based flow of information depen-ding upon the business methods. In addition the reposi-tory's powerful search capability ensures the availabilityof the data and knowledge. All of this is carried out withthe inbuilt intelligence of the ELOenterprise Archive andContent server. Depending upon the life cycle of theinformation and the requirement for rapid access to thedata, the ELOenterprise ECM system allows economicdata management using various storage technologies.This includes the automatic storage of information andthe controlled final deletion of the information, in accor-dance with the appropriate legal requirements. The

ELOenterprise ILM strategy ensures that the businessinformation for the user is readily available and at thelowest possible cost for the business.

In the modern business environment it isparticularly important that the appropriate information isdelivered at the correct time to the correct location. Witholder traditional methods this can often no longer beguaranteed. The efficient and economical managementof the information flow and life cycle requires a powerfulECM system, a role that ELOenterprise comfortably fills.ELOenterprise offers intelligent data capture and the sub-sequent complete data administration, all within onecommunal repository. Whether the information is supp-lied by email, post, from internal employees or fromspecialist software and applications, ELOenterprise notonly archives but also analyses the content of the infor-

mation and then, either automatically or when required,makes the information available for use by the subse-quent business processes.

Availability of Information is the Key to Success

E L O L I F E C Y C L E M A N A G E M E N T


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To lead the race it is not only

necessary to run quickly, ...

...but also to start at the right time


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ELOenterprise supports the entire range of regulative andlegal requirements, such as non-editable (frozen) docu-

ments, electronic signature and protocol creation etc.ELOenterprise provides modules for the efficient savingof emails as well as the archiving of ERP and invoicedata. The spectrum of available modules provides a com-plete functional overview from the display of informationto the creation of all necessary data and the saving of theinformation. Numerous customers have also had indivi-dual solutions tested and have received certification withrespect to tax regulation and compliance. Without ELOthe application of the legal requirements would haveproven to be much more difficult and time intensive.

With ELO customers are on the safe side!

The security and availability of business informa-tion is an under valued aspect of data storage. If anunclear storage concept exists or internal company rulesare not sufficient then often-important documents canbe saved or distributed in or between various locationsand can even be unintentionally deleted. It often happensthat an overview is no longer available and it is notknown where the information is stored or if it actually stillexists. It can also happen that versions of the sameinformation exist in multiple locations, which providesproblems during the administration of the informationand also leads to problems when trying to retrieve thecorrect information. In addition to the time and cost

factor this can lead to serious legal risks. Companies arerequired by law to ensure that business information suchas documents, emails, attachments or protocols aresecurely handled, safely stored and that suitable protocoldata is created. ECM systems such as ELOenterprise, pro-vide all of the required mechanisms to achieve completelegal 'compliance'.

Legal Integrity - An Important Aspect ofELOenterprise

RO B U S T A N D S E C U R E


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"We spend too much time working

to think about our processes"

"The art is to win time

by introducing new technology"


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Standard interfaces and the availability of pre-defined Portlets enable the effortless integration of theWorkflow functionality in an individual company portal. Inaddition to the standard functions ELO Workflow providesJava-script capability for simple customisation to indivi-dually fulfil any further customer requirements. The stan-dard version ELO Workflow offers a wide range of capa-bilities, which allow orders to be created and delivereddirectly into an ERP system via a Portal. Individualcompany documents can be automatically forwarded tocustomers or partners, for example, because processsteps can be carried out and released directly fromwithin Microsoft Outlook.

Due to the automated business processes errorsand document inconsistencies can be avoided. Fast androbust processes are the result, with all of the associatedadvantages.

The success of a company can often be measuredby the speed and integrity of the business processes. Thequality and the performance, with which orders can be cre-ated, processed and delivered provides information as tothe capabilities of a company. Properly organised and auto-mated processes are the foundations for success andgrowth within a company. Developing these is no easy taskwhen one views the complexity behind the majority ofbusiness processes. As an ECM solution ELOenterpriseoffers an ideal basis for the combination of systems, theautomation of information and document flow and to accu-rately control the business requirements of a company. Thekey component here is ELO's own Workflow Server, which

enables business processes to be controlled and targetedto match the company's requirements, both internally andexternally. A highly practical graphical user interfacesupports the creation of such business processes.

Rapid Process Administration with ELOenterpriseWorkflow

A C H I E V E YO U R T A R G E T S


11/2011

"The success of a company lies in the

individual success of the employees"

"It is the art of combining the individual successes

that takes a company forward"


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This begins with the automatic filing of all types of docu-ments in task related levels and standard filing structures.Another string to the ECM bow is the improvement inteamwork provided by various mechanisms such asautomatic version control, change protocols, Check-Inand Check-Out functions during processing of docu-ments and the replication of data for portability with thelaptop. ELOenterprise ensures that when sending docu-ments the data is sent or transmitted in its entirety. Thesystem uses Reminder Items to provide users withpunctual reminders for important task steps and createsprotocols for the each of the individual processing stepsto ensure traceability later in the process chain. The high-

ly efficient search mechanism finds content andinformation, even when the current location is notknown, and makes the retrieved information instantlyavailable. Introducing the appropriate tools allows significantincreases in the effectiveness and competitiveness of theorganisation.

In whichever area of the company, whethermanagement, sales, financial or accounts, marketing oradministration, the day-to-day work involves a range ofpaper and digital documents of varying styles. When thisis compared with what is possible with the tools that areavailable for handling documents, the loss in efficiencycan be quickly identified. Significant costs in time areencountered when administering documents in variousdifferent locations, such as the email system, the paperarchives and the electronic document filing system. Inaddition to this comes the relatively high manual effortrequired for the administration of the physical docu-ments. Enterprise Content Management systems,

ELOenterprise included, can provide significant improve-ments in the administration of documents. The informationand documents are stored in a central repository andtogether with the appropriate document managementsystem (DMS) functionality, a significant increase inquality and efficiency in the workplace can be achieved.

Enterprise Content Management for Effective Teamwork

B U I L D I N G T E A M S A N D N E T W O R K S


13/2013

"With the appropriate tools

much can be set in motion"


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The module is based on a database with artificialintelligence that enables the processing of even un-structured information. The system is self-learning and,when possible, constantly improves the results andefficiency of its work. Rule based algorithms are not usedwhich leads to greater flexibility. The usage spectrum ofthe ELO DocXtractor is extremely wide. For example allincoming invoices can be automatically processed alongwith the appropriate orders. The DocXtractor can extractimportant information such as invoice number, article orcustomer number directly from the invoice. This resultsin significant savings in time and cost. Whether in thePersonal Department, Quality Control, Sales or

Accounting the ELO DocXtractor is the appropriate toolfor the automatic processing, classifyclassification andextracting of data during day-to-day business processes.

To control the increasing flood of information inthe modern office and to help with the entering of thisdata mountain into the system, a highly capable dataentry tool is required. With conventional working metho-dology and tools, such as the manual sorting of incomingpost or the filing of papers in physical archives, a signifi-cant improvement in business efficiency cannot be obtai-ned. The pressure to reduce costs whilst simultaneouslyincreasing efficiency means companies require help fromintelligent modules such as ELOenterprise. Previouslyeffort intensive manual tasks can be carried out automa-tically and reduce the workload within the office. The ELODocXtractor module is designed to automatically process

paper documents, especially in large volumes. It analysesdocuments and emails before automatically extractingthe content of the document that is required for thearchiving process.

Intelligent Information Processing and Knowledge Management with ELOenterprise

P R O F I T M A X I M I Z A T I O N I S T H E T A R G E T


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Many people work hard ...

... the succesful ones

are the ones who work intelligently

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The complete business process is built around arepository and a standard data basis. This doubles theamount of data that can be stored and simultaneouslyreduces interface problems, naturally reducing costs inthe process. ELOenterprise can handle multi-format data,which ensures that the information can be found in theappropriate format whenever it is required, allowing datafrom the Internet to be easily integrated into businessprocesses. The result is the development of new busi-ness procedures and expanded opportunities for workingtogether with customers and business partners. Thesebenefits can be seamlessly integrated into business pro-cesses for rapid results. The data security and integrity

are provided via special encryption and authenticationmechanisms, naturally provided by ELOenterprise.

The Internet as a communications platform hasrevolutionised many things in both our business andprivate lives. It offers a highly capable tool for widespreadcommunication and endless possibilities for developinghighly flexible business tools and processes. It allowsbusiness transactions to be carried out throughout theworld, completely free of hindrance from company orinternational borders. ELOenterprise has been producedto maximise these opportunities. The ECM suite hasbeen developed according to international technologystandards and protocols, such as JSR 168, HTML, XMLand others, which allow a seamless integration into theInternet world. Developed throughout using Java techno-

logy, the ECM suite runs on virtually all platforms and canbe effortlessly integrated into portals and individualInternet sites. This enables internal information to bemade available for external applications and data fromexternal sources can be transferred into the internalsystem, yet another advantage of the ECM suite.

Internet and Portal Technology Open up New Possibilities

KE E P T H E F U T U R E I N VI E W


17/2017

"He who wants to see new shores

must first leave the old ones

"Shaping the future

means using new technology"


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Enterprise Content Management systems arethe modern basis for the merging of specialised appli-

cations as well as the transferring of documents andimportant information into a central repository. Theyspecialise in the administration of different contentformats and in ensuring that legal requirements arefulfilled. Another strength is the ability to support busi-ness processes throughout the complete life cycleand to make the appropriate data available at therequired point in time. Where longwinded manualtasks were previously required the advantages ofautomated processes can now be realised, savingtime, effort and money.

Nowadays the question is no longer whetheran ECM system is required, but when an ECM systemwill be introduced. The advantages are becomingharder to ignore. Whether dealing with the urgentlyneeded email archiving, the automatic managementof incoming bills and invoices, the central projectadministration or the creation of digital customer ororder files the advantages can be clearly identified. Allof this offers such an optimisation potential that actionis needed. The greatest saving through this optimisa-tion is gained when the solution is specially designedfor individual business processes. The specialisedteam ofELO Business Partners is always available to

help with any questions and to offer suggestions,independent advice or recommendations.

ELO Digital Office


19/2019


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ELO Digital Office

www.elo.com

info@elo com

Your ELO-Partner:

LO solutions improve business processes

elo enterprise brochure engl 06

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