Efalia ECM SBE
Efalia ECM Small Business Edition (SBE) provides an affordable and easy-to-use Enterprise Content Management (ECM) solution designed specifically for small and medium-sized businesses. Manage contracts, invoices, orders, and business documents efficiently while improving productivity and maintaining complete control of your information.
Designed for Small Businesses
Built specifically for SMEs, Efalia ECM SBE delivers powerful document management capabilities without the complexity or cost of large enterprise systems.
Improve Efficiency
Digitise and organise business documents, streamline everyday processes, and reduce time spent searching for information.
Secure by Design
Protect sensitive business data with enterprise-grade security features and controlled access to documents and records.
Grow at Your Own Pace
As your organisation expands, Efalia ECM SBE can seamlessly scale into the Enterprise Edition without disrupting your existing processes.
Capture & Organisation
Capture information from any source and automatically organise documents for fast, accurate retrieval.
Efalia ECM SBE captures documents flexibly and quickly – regardless of the source or form of your documents. Electronic documents can be transmitted and categorized with a click of the mouse. It doesn’t matter which application your company uses. The software records information such as file names and dates as well as the sender or subject of e-mails.
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Scanners
Efalia ECM SBE is compatible with many scanners and input devices. In addition to the compatibility with High-speed scanner drivers and TWAIN, SBE offers a variety of integrated drivers for document scanners.
Efalia ECM SBE makes scanning and managing documents easier than ever: time data and counting fields are automatically recorded by Efalia ECM SBE. Optionally, certain zones in documents can be selected – during scanning they are recognised and evaluated by zone text recognition. All this also shortens the creation of an index considerably.
Windows-Client
The Windows-client of Efalia ECM SBE captures documents and enables searching in them. Scan profiles simplify importing and contain information on archiving certain document types. The WinClient enables documents to be created and expanded quickly and easily.
Microsoft-Office-Integration
Efalia ECM SBE can be seamlessly integrated into Microsoft’s Office products and Windows Explorer. All frequently used Windows functions can easily interact with Efalia ECM SBE.
The user sends any documents to Efalia ECM SBE with a click of the mouse. If the document is to be indexed, information such as the file name or the creation date of the file can be automatically adopted and field values added. If desired, it is possible to index the content of the document using full-text analysis.
Emails archived in Microsoft Outlook can be automatically indexed with the existing information.
MailStore
Efalia ECM SBE offers a MailStore option. This processes already sent and received e-mails and allows you to sort and index e-mails.
Import of documents and data, integration of MFP
Efalia ECM SBE enables documents from various information sources to be imported using scan profiles or scheduled importers . This is particularly advantageous for multifunctional devices (MFP) that are used by a shared network. Documents whose index data are saved in a separate index file can also be integrated without any problems.
ImagePrinter
With the help of the optional Efalia ECM SBE ImagePrinter it is possible to print from any Windows application. The driver converts the documents into either TIFF or JPG files, depending on the content of the printed file.
Virtual Network Printer (VNP)
Also Efalia ECM SBE offers a further advantage with the optionally available virtual network printer (VNP): It converts printed data into image files and then saves them in a predefined directory. The data is imported and archived in the background. It is thus possible to send print data as a normal print job and to the network printer at the same time. By setting up different VNPs, different data can be archived in different digital filing cabinets.
Forms with a consistent appearance, such as invoices or delivery notes, are automatically recognized thanks to the optional form recognition of the OCR function.
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
Indexing
Efalia ECM SBE makes file indexing straightforward.
You can manually define field properties which are then transferred to the next document.
In fields with word selection lists, you can specify entries and define what can be selected in another word list field. This process is made even easier by the fact that you can define abbreviations for words. Optionally, external data sources can also be connected via ODBC.
Form Recognition
With the optional form recognition, you can automatically classify and index documents using zone OCR and barcodes. Frequently occurring documents, such as invoices, can be indexed automatically.
Full-text Recognition
The optional full-text recognition makes it easy to find information in your documents. The complete OCR text of an archived document can be stored in the Efalia ECM SBE , regardless of the format of the text.
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 make Efalia ECM SBE the perfect partner for your company.
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Overview of funtions:
- 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:
- Max. 15 Users
- AutoCapture (Plus)
- FormDesigner / Digital Forms
- Full text OCR
- BusinessProzessManagement
- 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
With Efalia ECM SBE 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. Efalia ECM SBE can process multiple different document formats. Documents are displayed even if the application used to create the document is not installed on your compute
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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 SBE 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 SBE 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 SBE 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 SBE. You can find more details about the security functions in Security tab.
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Efalia ECM SBE Retention Control
The retention control of Efalia ECM SBE 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 SBE Log Details
Efalia ECM SBE 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 SBE can be easily linked to existing applications – this increases efficiency and brings your company noticeable benefits.
Our Electronic-Content-Management-System can be easily integrated into your existing application landscape. Regardless of which applications you use – we have the solution. Either via standardised link or the integrated Efalia ECM SBE WebServer.
The trick: If you link your existing applications to Efalia ECM SBE, 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 SBE WinClient. You only need a link between the index fields of the application and Efalia ECM SBE.
Efalia ECM Link
Existing applications are connected via link to the Efalia ECM SBE 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 SBE 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.
Efalia ECM SBE protects your documents comprehensively. Among other things, through the clear definition of user rights. Efalia ECM SBE picks all the necessary information from the Active Directory of a Windows domain. You can also use your own, built-in user account control and thus simply delegate administration.
Access to the managed documents in Efalia ECM SBE is secured by proven and standardized encryption techniques. This includes encryption according to the TLS standard as well as digital signatures and certificates. Furthermore, Windows operating system and Efalia ECM keep working “hand in hand”: Windows takes care of the authentication; Efalia ECM SBE controls to which documents users have access to.
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Access Permissions
In Efalia ECM SBE, 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 SBE 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 SBE 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 Efalia ECM can be recorded and tracked through a log.
Replication
Another performance factor is replication, for example by 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 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 Efalia ECM offers the possibility to map simple processes as ad-hoc processes – via the Efalia ECM WinClient.
As your company grows, so do the types of processes. Thanks to its modular structure, Efalia ECM grows with your company without any problems.
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The optional Efalia ECM BusinessProcessManagement is a reliable extension of your Efalia ECM SBE 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 Efalia ECM SBE 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.