ECM in combination with ERP & friends:
Keeping documents and data together
Companies use an assortment of business applications, such as ERP, accounting software, HR, CRM and CAD, to help them process and manage their structured data in areas such as inventory management, accounting, human resources, sales, and customer service. Every single transaction carried out by these business applications is linked to at least one document (unstructured data) that also has to be captured, processed and managed. These documents could be things like orders, purchase orders, invoices, correspondence, contracts, quality reports, plans, etc. To enable all content and processes to be managed efficiently and effectively, companies must be able to link transaction data from business applications to the appropriate documents and records along with their context. Both of these systems must be merged to such an extent that users do not even notice the overlap.
As a result, users will be able to access the documents and records stored in the Doxis4 Content Repository from their business applications like ERP, CRM, HR and SCM, etc. In turn, they will also be able to access data from their business applications in Doxis4. Depending on the level of integration, Doxis4 can be so closely linked to other systems that users are able to work as normal in their favourite applications and simply see Doxis4 functions as an extension to their business applications' standard functions. Thanks to Doxis4, having to switch between systems, using various different media formats, receiving poor process support, maintaining redundant data pools and dealing with integration problems are now a thing of the past.
From SAP, Sage, Microsoft Dynamics AX and NAV, to Microsoft Office and Outlook, all the way up to CRM systems like Salesforce and Microsoft Dynamics CRM, and HR systems like ADP (PAISY), the central Doxis4 platform for integrated Enterprise Content Management (iECM) is able to cover a diverse range of document management requirements at all levels.
What it has to offer
- Universal interfaces for all standard business applications (ERP, CRM, HR etc.)
- Special functions fully integrated into applications from vendors like SAP, Microsoft, IBM
- Standardised access to full records and up-to-date documents from the business application in question
- Universal and company-wide ECM
Features & strengths
Doxis4 is an ECM platform that covers a wide range of applications and can be used across your entire company, collating all relevant documents, process instances and records in a complete content repository. No matter which business application created the content in question, which format it is available in and which application is used to access it: thanks to Doxis4, all content is always available in the relevant business context, is always complete and is always displayed in a standard media format.
Thanks to its service-oriented architecture, the Doxis4 iECM Suite can be designed to suit your company's requirements and integrated into all business applications used across the entire company. Both generic and specific interfaces, services and add-ins enable you to set up a range of different integration scenarios, starting from a general link all the way up to complete seamless integration. Doxis4 is scalable and can be adjusted to meet your organisation's own business processes. Doxis4 is therefore able to adapt to the ever-changing requirements related to lean and change management.
Documents, data, emails, images, multimedia objects, etc. from a range of different business applications can be securely stored and retained in an audit-proof manner in the Doxis4 Content Repository. Depending on the level of integration, users are able to manage these processes in standard user interfaces, for example using the save functions in Microsoft Office, or leave them to run automatically in the background, for example when archiving SAP data. During these processes, Doxis4 is able to extract key information from the document in question or adopt the filing context as metadata.
Filing documents and data from business applications into Doxis4 is both quick and easy and it is just as quick and easy to find it again. Intelligent search functions, record structures and links to transactions and process instances help users to find and open the data they are looking for. Users are then able to choose whether the data is displayed in an integrated, multimedia viewer, the Doxis4 client in question, or the application used to create the document in the first place. This means that users are also able to research and display documents that have been created using other business applications.
Doxis4 Task & Process Management provides ideal support for business processes that involve a lot of documentation, for example when checking and approving invoices or confirming purchase orders. From ad-hoc workflows to standardised processes, it enables companies to design, perform and manage all business processes from all of their various divisions. The Task Management function helps companies to manage process instances and work items and distribute them to workbaskets. For example, a single process instance can be used to create/plan ad-hoc work items, allocate these separately to personal workbaskets or a group workbasket, and then complete the item. Work items can be broken down into sub work items, suspended and displayed using the search function. Work items can be planned in full on an ad-hoc basis, i.e. without using a specific process model, but are still documented in full so they can be traced at all times. In addition to the Doxis4 Task Management Service, the Doxis4 Process Management Service enables companies to define and implement process models. They are also able to combine process-driven and ad-hoc work items that can then expanded by breaking items down into sub work items.
A single ECM platform for a number of different systems
Whether for strategic reasons or as a result of corporate development, many companies have diverse business software landscapes made up of a number of different systems made by various different vendors. Every single one of these software solutions produces its own type of data and documents. Companies then also receive additional data and documents from their business partners. As these data and documents are often related to one another no matter which application or process they originate from, it does not seem to make much sense to retain data from each application for such a large number of systems (ERP, accounting systems, CRM, HR, CAD, etc.). Doxis4 is a universal ECM platform that supports all types of business application, from a standard content repository, eRecords, task and business process Management (BPM), to knowledge management.
- Connectors for ERP, CRM etc.
- Open universal standards
- Web services
- Industry-specific applications
Business applications & Doxis4
Doxis4 supports open interface standards for a wide range of business applications, such as ERP & accounting applications, CRM, email, groupware & industry-specific applications, regardless of whether they are manufactured by ADP (Paisy), Agresso, Diamant, IFS, Infor, Oracle, proAlpha, SAGE, Salesforce or otherwise.
The advantage of using universal connectors for ERP, CRM, etc., is that you are able to customise them to meet the requirements of the interface in question and can carry on using them even if you replace one of your business applications. All you have to do is modify them to meet the new system requirements.
SAP & Doxis4
Doxis4 extends SAP by adding important archive, document and workflow functions via certified interfaces: Users are now able to process incoming invoices, use electronic records, archive documents and also archive SAP data, making business processes in SAP smoother than ever.
Microsoft & Doxis4
Doxis4 seamlessly integrates a range of ECM functions into popular Microsoft user interfaces: Thanks to intelligent add-ins for Microsoft Office and Microsoft Outlook plus connectors for Microsoft SharePoint and Microsoft Dynamics NAV/AX, there is no end to the ECM opportunities available for Microsoft users.
Standards help to keep the price of a diverse software landscape to a minimum
Maintaining a diverse software landscape can be expensive: To be able to manage and administrate their software, companies must make sure that the individual solutions communicate with one another in an organised manner. Companies with a heterogeneous software landscape made up of a number of archives or ECM components made by different vendors will find themselves paying a high price.
However, the Doxis4 platform provides a universal ECM solution and, when combined with standard connectors, can be used in many different ways, helping to keep this price to a minimum. By standardising communication between applications, Doxis4 connectors reduce the amount of time and effort needed to organise and manage the software landscape. Furthermore, many companies already have experience working with standard connectors like Kerberos, LDAP, etc.
Certain, highly-specific business processes may require highly-specific clients that can operate the Doxis4 iECM Suite's ECM server components using nothing more than standard web services, COM-API and Java-API interfaces.
Doxis4 connectors, such as
- Universal ERP Connector
- WebDAV, CMIS Connector
- File Import
- COM-API, Java-API