Document Management System

EZOFIS ECM SUITE

Your organizations information in the most valuable asset by any means. Ezofis ECM Suite is an enterprise integrated solution that ensures your organizations information is well managed and effectively used. This facilitates impact over your business positively in many ways of collaboration. While providing quick return on investment it also facilitates regulatory compliance through cost effective long term archiving.

Summary of Key features

For Users:

  • Document Capture: Scanning & uploading any file formats.
  • Document Classification: Indexing & Structured saving
  • Content Indexing: Content Recognition (OCR)
  • Document Archiving: Saving documents in structured hierarchy

Ezofis ECM Suite: (Server based license, i.e unlimited web user license)

  • Document Upload: Upload any file formats with indexing
  • Structured Cabinets: Department wise folder hierarchy securely accessible.
  • Document Library: Multiple folder structures serves a perfect document library
  • Document View: Thumbnail viewing and standard viewing
  • Document Properties: Detailed document indexes
  • User Comments: User comments and Show comment history for every document
  • Document Links: Link multiple documents from various cabinets securely
  • Calendar: Synchronized calendar from outlook
  • Contacts: Dynamic contact details- Streaming based on the information viewed
  • User Tasks: Manage own tasks and assign tasks
  • Field search: Search documents using indexed fields
  • Content Search: Search documents by its contents
  • Document Management: Version control, check in and check out.
  • User Inbox: Receive and Forward documents inside the ECM with out use of outlook.
  • FAX inbox: Receive fax digitally and forward FAX to other users
  • Alerts: Set Alerts for any actions in the document and its indexed and receive alerts in emails
  • Dash Board: View important information in chart form and drill down to view details.
  • Document Distribution: Send retrieved documents via email, publish to folder and export to excel.

Summary of Key features

Ezofis Central Administration Control (CAC):

  • Management of Users and Groups with active director sync
  • Management of Databases with back up
  • Management of cabinets and templates per each departments
  • Apply security in Cabinet, Template, Folder, document and field levels.
  • Synchronize fields with multiple databases.
  • Implement the server in Public IP to make ECM accessible from anywhere around the globe.
  • Enterprise Repository Server (ERS) to manage capturing and document transfer from multiple locations (Branches)

Details of Key features

For Users

Ezofis capture module: (Desktop Based license, i.e. each license Per Desktop)

  • Document Capture: Scanning & uploading any file formats. Every Desktop installed with this capture module is capable of Scanning / importing the documents and renders the preview for the users to index with relevant field values configured for each template. Users can import any electronic documents directly in to this capture module for the indexing.
  • Document Classification: Indexing & Structured saving. Indexing a document make the properties for every document saved in the ECM repository. The folder structure is automatically created meaningfully to store the indexed file
  • Content Indexing: Content Recognition (OCR). Document contents will be indexed automatically for each and every word in the document using OCR, which will help users to retrieve documents, by its contents.
  • Document Archiving: Saving documents in structured hierarchy. Documents will be archived for long term as per the ISO standard (19005-1) which will be retrievable in future at any time.

Ezofis ECM Suite: (Server based license, i.e. unlimited web user license)

  • Document Upload: Upload any file formats with indexing. Apart from the scanning of documents all the users will be able to upload the electronic documents available in their computers.
  • Structured Cabinets: Department wise folder hierarchy securely accessible. Each department users can restrict access to their own cabinets and secure their documents. Sub Folders under the cabinets can also be secured based on the users.
  • Document Library: Multiple folder structures serves a perfect document library Structured library view eliminates the storage of physical records and organizing. Digital organizing helps organization to be productive
  • Document View: Thumbnail viewing and standard viewing. Viewing of documents made easy by rendering thumbnail before opening to ensure saving users time and network bandwidth.
  • Document Properties: Detailed document indexes. Indexed properties can be easily viewed while selecting any documents so that the users can understand the type and other information of the document easily
  • User Comments: User comments and Show comment history for every document. Users can share their comments regarding the selected documents for other users to act up on it. Comment history with User name, date and time will be saved for tracking
  • Document Links: Link multiple documents from various cabinets securely. Users can link their document to other related document in various cabinets. For eg, An LPO from Purchase cabinet can be linked with an Invoice in Accounts cabinet.
  • Calendar: Synchronized calendar from outlook. Users can maintain their own calendar with events which can be synchronized with outlook
  • Contacts: Dynamic contact details- Streaming based on the information viewed. Contacts from the outlook can be synced or contacts can be manually saved, which will stream the related contacts based on the users navigation from the cabinets. For e.g., If Users view a document of a particular supplier the contacts control will automatically stream the contact details of that supplier for easiness.
  • User Tasks: Manage own tasks and assign tasks. User can create and manage own tasks and assign tasks to others.
  • Field search: Search documents using indexed fields. Users can search and retrieve the documents instantly using the index values in the search criteria. Also users can filter down the search by applying combinations in the fields
  • Content Search: Search documents by its contents. Users can search and retrieve any documents by entering the words printed in the document. Works only with English. Accuracy is 63%
  • Document Management: Version control, check in and check out. Users can manage and maintain multiple versions and multiple people can work on the same document without affecting others.
  • User Inbox: Receive and Forward documents inside the ECM without use of outlook. Inbox control helps users to share and distribute the documents with others without affecting the digital space in the network
  • FAX inbox: Receive fax digitally and forward FAX to other users. FAX can be digitally received in the FAX inbox, which eliminates printing of fax. Such received FAX can be forwarded to other users and can be tracked.
  • Alerts: Set Alerts for any actions in the document and its indexed and receive alerts in emails. User can set alerts to be generated as emails to them and a set of users on various activities on the documents such and viewing, emailing, managing, etc.
  • Dash Board: View important information in chart form and drill down to view details. Different types of dashboards are available by default for easy view of important details
  • Document Distribution: Send retrieved documents via email; publish to folder and export to excel. Retrieved documents can be distributed easily in the form of email, excel, csv and HTML publish.