Efalia ECM Enterprise
Efalia ECM Enterprise is a powerful Enterprise Content Management (ECM) solution designed to help organisations capture, manage, retrieve, and secure their business critical documents. By streamlining document processes and automating workflows, Efalia ECM Enterprise improves productivity, reduces operating costs, and ensures information is always accessible when needed.
Save Time & Increase Efficiency
Digitise paper documents, automate data capture, and simplify document management through intelligent indexing and retrieval tools.
Secure Document Storage
Protect sensitive business information with advanced security controls, user permissions, and audit capabilities designed for modern organisations.
Fast & Accurate Retrieval
Locate documents instantly using metadata, full-text search, barcodes, OCR technology, or automated indexing features.
Scalable for Enterprise Growth
Built on Microsoft SQL and Oracle databases, Efalia ECM Enterprise can manage millions of records and documents while supporting multi-server deployments.
Capture & Organisation
Capture information from any source and automatically organise documents for fast, accurate retrieval.
Efalia ECM captures electronic and physical documents in a flexible and quick way, independent of format and data source.
No matter which applications your company uses, you can very quickly create interfaces on Efalia ECM. Our ECM solution provides an integration into Microsoft Office and the Windows Explorer. Thus, electronic documents can be submitted and catalogued easily. Efalia ECM offers the same comfort for the processing of paper documents. A single application allows you to capture documents and assess digital data - a huge gain in convenience for users.
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Scanning
Efalia ECM is compatible with industry standards for high-speed scanner interfaces (Image and Scanner Interface Specification) and TWAIN. As a result, the solution can be used with most scanners and input devices. In addition, a wide range of Canon, Epson, Panasonic, Plustek and Samsung document scanner drivers are already integrated.
Document Indexing
Optionally, Efalia ECM identifies predefined areas on documents automatically during a scan and analyses the content via zonal text recognition. This saves time when indexing documents.
The Efalia ECM Windows client kills two birds with one stone:
Documents can be captured straightforwardly and the information is accessible right away. Individual scan profiles simplify document capturing and archiving.
Documents can be created and edited via the WinClient.
Microsoft-Office-Integration
Efalia ECM is compatible with the most common Microsoft products as Outlook, Word, Excel and Explorer. E-mails, stored in Microsoft Outlook can be automatically indexed with all essential information. In doing so, body and attachments can be used for full-text indexed. Here, all essential information and elements of the e-mail are available for indexing.
E-Mail Storage
When e-mails a managed via either are Microsoft Exchange or SMTP-Server, Efalia ECM MailStore stores it automatically in Efalia ECM. Via MailArchiver (Efalia ECM 3.6 or later) also content of Office 365 or IMAP mailboxes can be automatically archived.
Import of Documents and Data, Integration of MFP
Efalia ECM imports easily from all available information sources: Out of the Windows client, importer and scan profiles can be used for document import from various data sources. This is quite helpful for shared network scanners, which are storing scanned documents into a dedicated folder. The Windows client can also import documents with the corresponding index data stored in separate file.
Miscellaneous server-sided functionalities control the import of files and index data. In addition, existing spool data in text or xml file format can be imported, the index data can be extracted and merged with an image or an XML template.
ImagePrinter
The Efalia ECM ImagePrinter is a local Windows-printer driver, which can be used for printing documents out of any Windows application.
Virtual Network Printer (VNP)
Using a VNP, printed data is converted into image files, which are stored into pre-defined folders. These files can be automatically imported and stored in the background, any time. This allows, for example, an accounting software to send its print jobs to a physical printer and send the data to a VNP, automatically, without any additional user action. The setup of multiple VNPs allows it to archive information from different sources into corresponding document types of different, virtual Efalia ECM cabinets.
In the case of forms with a consistent layout, such as invoices or delivery notes, the optional form recognition of the OCR function automatically captures the index data.
Tailor-made Capture Process
Efalia ECM offers a variety of useful development- and integration-tools. Software developers can thus individually incorporate various capture options into applications. Regardless of whether these are in-house solutions or third-party applications.
With AutoCapture you can process your invoices quickly and effectively. This saves time and money.
Clever and efficient
Efalia ECM AutoCapture is an intelligent capture software. From the very first step, the program supports you in processing invoices – and learns with every step. AutoCapture applies the learning to similar documents.
With every document, AutoCapture learns and supports you more and more in capturing new, unknown documents.
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AutoCapture and MailArchiver
- Environmentally friendly: no printing of invoices
- Easy to implement
Do you receive your invoices digitally? No problem: PDFs can also be captured effortlessly.
For this purpose, AutoCapture offers you an optimal solution with its integration into the Efalia ECM MailArchiver*. The invoices no longer have to be printed out – this saves paper and is good for the environment.
The MailArchiver automatically imports all relevant e-mails.
AutoCapture now ensures that all PDF attachments are processed by the intelligent routines.
*Part of the optional module Efalia ECM MailStore
Capturing
Efalia ECM Indexing
You can use Efalia ECM to index content in a variety of ways. You can define field properties and transfer the content to other documents.
Dates can be set automatically or selected from the calendar field. In fields providing keyword lists, you can specify permitted entries and define what can be selected in another, dependent keyword lists. Optionally, external data sources can connected via ODBC for fast indexing.
Efalia ECM Form Recognition
With the optional form recognition, documents can be automatically classified and indexed, using zonal OCR and barcodes. For frequently used documents such as invoices, standard forms can be setup for automatic indexing.
Efalia ECM Full-text OCR
The optional full text recognition of Efalia ECM offers a real advantage. Along with the standard search function, it facilitates the search for essential information considerably.
Form Designer
With the Efalia ECM FormDesigner you can create single or multi-page forms in no time at all.
All you need is a link and your customers can conveniently participate in a survey, for example. Efalia ECM then saves the completed form for further processing.
Support your sales representatives by recording customer requests on site and transmitting them directly to the Efalia ECM system for further processing.
Access & Productivity
Access, view, and manage information from anywhere with powerful search, reporting, and productivity tools.
Efalia ECM impresses with a wealth of functions. Ease of use, scalability and practical, optional functions such as BusinessProcessManagement and SAP integration make Efalia ECM the perfect partner for your company.
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Overview of functions:
- Comprehensive Audit Trail
- User and Rights Management
- AD LDAP based security
- Document Revisions
- Retention Control
- Microsoft Office Integration
- Document Scanner Drivers
- TWAIN Scanner Driver Support
- Powerful Document Viewer
- Annotations on documents, including hyperlinks
- Dashboard
- WebServer
Optional:
- Unlimited number of users possible
- AutoCapture (Plus)
- FormDesigner / Digital Forms
- Full text OCR
- BusinessProcessManagement
- Barcode / Client Zone OCR
- CodelessConnector
- Virtual Windows Printer
- Virtual Network Printer (VNP)
- Server-based ODBC Connections
- High-speed Scanner Driver Support
- Scripts
- COLD (Computer Output on Laser Disk)
- SDK
- Mailstore MX Exchange
- Mailbox-Archiving
- SAP Integration
- SharePoint Connection
With Efalia ECM you find information quickly and in a simple way. Using the setup index fields to search for information within a document or an entire Efalia ECM cabinet, or using the handy full text search. The documents found are clearly displayed in a list. It can process multiple different document formats. Documents are displayed even if the application used to create the document is not installed on your computer.
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WinClient Search History
The search history of WinClient faciliates recurring queries. These can be saved by users, which saves a lot of time.
Search of Index Data
The search is done via a user-friendly control box. Users can – depending on provided user rights – search within a specified document type or across all document types of a selected cabinet. Various search options define how the search is performed.
Really useful: Efalia ECM keeps the searches temporarily within a session.
Full-text Search
If documents are full-text indexed, the entire content of the file is searched. The full-text search can be combined with the index search, which increases the accuracy. The search result of a full-text search shows the most relevant results on top in the list.
Search Results
The search results list can be adapted to your own needs. Documents can be processed directly from the search list.
Document Viewer
All documents can be displayed in a thumbnail view and / or in their original size. If needed, both views can also be combined. From the thumbnails, you can print pages, send them to colleagues, save or copy them. Earlier revisions of a document are available in a separate tab.
Coming Soon
Our mobile apps are currently in development. Stay tuned for their release and enjoy convenient access on the go.
Efficiency and overview are important reasons for an ECM system.
That’s why the Efalia ECM Dashboard is also part of your Enterprise System, fully integrated into the Efalia ECM WebServer.
Keep track of important key figures by means of automatically updated diagrams based on Efalia ECM index values.
In connection with the Efalia ECM BusinessProcessManagement, the Dashboard offers you addtionally a wide range of options for tracking the progress of processes.
Efalia ECM Dashboard is fully integrated into the Efalia ECM rights system and is thereby also centrally controlled via the administrative user interface.
Automation & Governance
Automate workflows, connect business systems, and maintain compliance with enterprise-grade security controls.
There are many legal provisions to be observed where data is processed. Efalia ECM brings out-of-the-box a number of features that make working with documents smarter.
A proven security concept protects all documents managed by Efalia ECM. You can find more details about the security functions in the security tab.
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Efalia ECM Retention Control
The retention control of Efalia ECM automatically controls the period of time a document must remain available and what happens to it after a pre-determined blocking period. You can determine the factors and blocking periods yourself and define them individually.
Efalia ECM Log Details
Efalia ECM logs all activities in a digital audit trail. Of course, the GDPR was also taken into consideration.
BusinessProcessManagement
With the convenient BusinessProcessManagment, you always have your documents firmly in view: absence and timeout functions prevent processes from stalling. Overviews show the status of documents. Individually designed messages guide users through the daily flood of information and emails indicate when documents can be processed.
Efalia ECM can be easily linked to existing applications – this increases efficiency and brings your company noticeable benefits.
Our Electronic-Content-Management can be easily integrated into your existing application landscape. Regardless of which applications you use – we have the solution. Either via standardised link, the integrated Efalia ECM WebServer or the link to your SAP system.
The trick: If you link your existing applications to Efalia ECM, individual coding does not necessarily have to be done. It couldn’t be smarter, faster or cheaper!
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CodelessConnector
Connect existing applications in your company, without any coding, with the Efalia ECM WinClient. You only need a link between the index fields of the application and Efalia ECM.
Efalia ECM Link
Existing applications are connected via link to the Efalia ECM WebServer and the WinClient. Specially defined URL templates contain the data that are to be used for search or scan processes.
Web-Integration
The Efalia ECM WebServer can be easily integrated into the company intranet or website. It provides visitors to the website or customers access to documents. You can, of course, setup the security settings individually.
SAP-Integration
Efalia ECM can be seamlessly integrated into your SAP system infrastructure.
Via ArchiveLink and the SAP Content Server HTTP interface, Efalia ECM is available in any SAP application as much more than a pure, external filing system.
For example, if you simply open the SAP Business Document in the SAP user interface, select a document type and attach the required document and store it in the Efalia ECM Content Repository, the SAP system will store the document in the Content Repository of the ECM system and link it to the SAP Business Document, completely automatically.
In the same way, information from SAP Business Documents that is linked to SAP Document Info Records and stored in the Efalia ECM Content Repository can be made available to your employees without additional effort or storage space.
Of course, the ECM system also supports you further with the topic of SAP print lists, which are created by report jobs in the SAP system. These can be cumulative audit trails, batch where-used lists, object service specifications, balance sheet valuations and cost centre reports.
Create the possibility to access this information from several workstations simultaneously. Either via the SAP interface or via Efalia ECM WinClient and WebServer. The information relevant for the search can be conveniently stored in Efalia ECM index fields.
This way you can reduce high print volumes with limited information availability and at the same time improve the environmental balance for your company. The print data stream generated by SAP can be converted into a PDF file.
Efalia ECM provides comprehensive protection for your documents. Among other things, through the clear definition of user rights. Efalia ECM pulls all the necessary information from the Active Directory of a Windows domain. Its own integrated user account control can also be used, making it easy to delegate administration.
Access to documents managed in Efalia ECM is secured using proven and standardized encryption techniques. This includes encryption in accordance with the TLS standard, as well as digital signatures and certificates. Furthermore, the Windows operating system and Efalia ECM work “hand in hand”: Windows takes care of authentication; Efalia ECM decides which documents the user is allowed to access.
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Access Permissions
In Efalia ECM, access permissions are successively defined. The general access permission is defined. In addition, more specific user rights are defined.
Furthermore, index field values can be filtered, that depending on their content, only the corresponding documents can be accessed. However, the control of access rights does not end with the documents. The Efalia ECM BusinessProcessManagement allows it to define rights for individual processes, and scan profiles and forms are naturally also integrated into the comprehensive rights management.
User access
All access to index data and documents is controlled by the Efalia ECM server. No user has access to the file, so documents and data cannot be modified or deleted from outside the ECM. Another advantage of this multi-layered structure is that the machine is stable and requires little maintenance.
All activities within the ECM can be recorded and tracked through a log.
Replication
Another performance factor is the replication option, for example distributing to branch offices: Each Efalia ECM server can optionally exchange documents with other Efalia ECM servers, secured by http(s)/TLS. The Efalia ECM SiteReplication module thus minimises access times through additional availability on other servers, for example in branch offices.
The central Efalia ECM server can distribute a large amount of data to branch offices overnight, thus relieving the load on less powerful data lines.
Similarly, documents can be transmitted from branch offices to the head office overnight, where they can be processed quickly and efficiently.
If the focus is on the direct availability of documents in or from branch offices, replication can also help here – through control via the Efalia ECM Scheduler.
In every company, defined processes run based on documents. Be it that certain documents have to be viewed by the department management or that they have to be approved.
Since these processes belong to every company, every Efalai ECM offers the possibility to map simple processes as ad-hoc processes – via the Efalai ECM WinClient.
As your company grows, so do the types of processes. Thanks to its modular structure, Efalai ECM grows with your company without any problems.
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The optional Efalia ECM BusinessProcessManagement is a reliable extension of your Enterprise ECM system. Administration is convenient and centralised in the Efalia ECM administration interface. A clearly structured graphical user interface supports you in designing even complex processes and making them available to employees in no time at all, and the comprehensive rights management ensures security here.
The BusinessProcessManagement provides you with a wide range of automation options within your Enterprise ECM system. These start with simple approval or resubmission processes to users or groups and extend optionally to automatic import via ODBC.
Do you need to export documents from your Efalia ECM system at a specific time for further use? No problem. Should this be accompanied by an automatically generated e-mail or should an e-mail directly contain the relevant documents? Simply select your way within the BusinessProcessManagement.
As you can see, our process management supports you right from the start and reliably ensures a smooth process through definable escalation levels and absence settings with corresponding representatives.