Easy Documents – Turnkey solutions for midsize businesses

Overview

Easy Documents is a tool for modern, Web-based and workflow-controlled document management. This cross-platform solution opens up a variety of options, such as digital mail processing, invoice verification, contract management, or support handling.

EASY DOCUMENTS is used to create and process documents or business processes, and forward them specifically through the company. EASY DOCUMENTS summarises business transactions including their documents and data in a digital file generating a common document base for all users.

The Web client or iPhone (or other smartphones) enable employees to access all documents stored in the document management system. The innovative Mobile Client allows accessing internal processes via iPhone or other smartphones at any time, from anywhere. This ensures that employees are linked to company-internal workflows, allowing them to be part of the decision processes.

We save time.

Benefits
Easy Documents offers various options
  • Freely definable send scenarios
  • Specific document flow
  • Supporting different operating systems
  • Defined workflows make processes transparent
  • At the same time, processing times are dramatically reduced
  • Accelerated business processes
  • Ad hoc and rule-based process designs
Keeping track of your processes enterprise-wide
  • Shared document base for all users
  • Direct access also to archived documents
  • Full text search in current and archived processes
  • Highest security (SSL) during data transmission
  • Online access via the Internet, intranet or extranet
  • User-friendly Web interface
  • No client installation required
  • Internal viewer of scanned or Microsoft Office documents in the Web browser
  • Single Point of Access
Details

Documents or business processes are created, processed and specifically forwarded throughout your company via the EASY Documents web client. Using the established EASY File concept, EASY Documents combines business transactions including their documents and data into a digital file generating a common document base for all users

Document flow is controlled via freely defined or preset workflow scenarios that guarantee submission to the relevant group or user for meeting deadlines. Business processes are accelerated; missing deadlines are completely precluded. Each process remains transparent anytime.

Creating and visualising workflows

Workflow Engine II is an optional module that significantly simplifies creating and visualising automated workflows in the EASY DOCUMENTS module. In combination with Microsoft VISIO, these new workflows are graphically created; they are imported at the touch of a button. So, workflows can be created performing various actions depending on field contents.

Simplified Communication

The DOCUMENTS Factory is another add-on module. This can be linked to existing mail or database systems, and is capable of providing information for DOCUMENTS from these third-party systems. The database component facilitates access to DBC enabled databases. Data from tables and fields is read through timer-control and DOCUMENTS processes are then generated from this information, starting defined workflows where applicable.

Convenient archiving

Completed business transactions can simply be stored in EASY ENTERPRISE archives in a revision-proof manner at the touch of a button. And the archived files can be retrieved from and displayed via the DOCUMENTS client just as easily to reactivate the searched workflow process. The quick full text search engine will retrieve archived files in no time without the user having to quit the DOCUMENTS interface.

“The past ten years have seen some 12,000 folders with an accumulation of purchase and outgoing invoices. That’s a lot of paper requiring a lot of space in a separate storeroom. Monitoring the budget, i.e. matching “as is” states with budget targets was a particularly time-consuming process because we had to find individual invoices in case of doubt. It was not just our employees in the Accounting or Controlling departments, but also auditors who continued to demand quick access to individual records at the touch of a button. That’s why we wanted to convert to electronic capture and archival of all invoices.”

Nadine Dencker
Nadine DenckerControlling/ReportingBetty Barclay