Académique Documents
Professionnel Documents
Culture Documents
Document Management for Business Applications
From the order to the debt collections, the documents lead and
activate innumerable Business Processes vital for the company,
processes that an ERP can manage only in part. For example, think
about the vendors invoice process registration and about the
innumerable interactions between the paper archive and the
terminal. It is not only a question of efficiency but also of the Quality
and Competitiveness recovery that the company obtains by
implementing paperless processes.
Synergy can directly integrate with the ERP system user interface,
being it a terminal emulator, SAP‐Gui or other; therefore, Synergy
offers the user the possibility to recalling documents directly from his
applications without changing operational modality.
DOCUMENT ENABLING FOR BUSINESS APPLICATION
The ERP system contains data that are often extracted from documents and that are adequate to describe the process
numeric part; nevertheless, it is useful to accede the original document in order to have a full information display.
Nonetheless, the documents are either archived as paper format and their access is difficult, or they are stored in
electronic archiving systems, different from the ERP; in both cases, the access to the entire information implies delays,
inefficiency and risk of errors.
Synergy allows accessing the document directly from the ERP procedure form, simply pressing a button.
Thanks to the DocsAssistant, Synergy keeps trace of all the operations executed on the terminal and is able to link the
transaction to the document, through the information displayed on the screen.
The DocsAssistant modular structure allows the document enabling, without modifying the original program.
DOCUMENTS ARCHIVING AND SEARCH
All the administrative documents, both received and executed, need to be archived for long term, both to face up to
fiscal regulations and to answer requests from the market‐place at any
time.
Synergy substitutes the obsolete paper archives, microfilms and tapes,
with an always‐accessible system to the information on the documents
available.
It automatically creates links between documents belonging to
the same account transaction: the order with the invoice, the
contract with the order.
It offers punctual search functionalities on the indexes and full‐
text on the content.
It consents a tree‐navigation based on the document data
archiving.
FUNCTIONAL COMPONENTS
PRINTING SPOOLS MANAGEMENT scanned and has been assigned the related typology of
With DocFlow Synergy it ‘s possible to archive in the administrative document, DocFlow Synergy actives its
Document Management Repository any document
generated by the Host system and transmitted as Workflow process: it will notify the authorized user/s
printing spool. that a document has been received and needs to be
Synergy DocsCold module, through proper processed. When the users accede to the document,
configurations, is able to interpret the printing spool, DocFlow Synergy automatically recalls the Host
to convert it into PDF documents and to archive it in working form, related to the document typology. Once
the document management system utilizing, as the transaction done (e.g.: invoice entering), the
indices, fields drawn from the spool itself. system automatically assigns it the archived
DocsCold consists in three parametrical modules, document. An optional “free form OCR” module is
where each one of them carries out a specific action available to recognize the fields in the paper
on the input spool file. document (invoices, delivery notes).
INCOMING DOCUMENTS MANAGEMENT
Whereas for the printing spools it is necessary to
proceed to their archiving at the moment of their
execution, for the incoming documents we have to
consider various acquisition processes.
• Early Archiving
• Late Archiving
• Simultaneous Archiving LATE ARCHIVING
In the late archiving, the working process begins in the
EARLY ARCHIVING central mailroom where a designated person opens
In the early archiving scenario, paper documents are up, organizes, sticks a Bar‐Code label and distributes
first archived in the Document Management system to the users the documents to be recorded.
and then processed by the Host. Once the operator has physically received the
In the early archiving, the working process begins in a document, he records it in the Host system and enters
central mailroom where a designated person opens, (or reads with an optical pen) the Barcode assigned to
organizes, sticks a Barcode label and scans the the document. Later on, all the recorded documents
incoming mail. Once the incoming document has been will be scanned with the Document Management
system: it will automatically read and recognize the
Barcode and link it to the related Host document.
SIMULTANEUS ARCHIVING
TECHNICAL ARCHITECTURE
1) Incoming documents acquisition and protocol. BarCodes with progressive codes are applied to the documents that
are then acquired via scanner, thanks to systems adjusted on the requested volumes. It is possible to acquire the
documents via Fax/mail server
2) Document management system archiving and web user interface, composed by two modules:
a. Document Management server: the server deals with the physical document archiving into the electronic
format in the Document Server, (RAID or Jukebox discs) and manages the search indexes in the Data
Repository (DB server SQLServer or Oracle). DocsFusion is a NT service.
b. Documents Management Webtop: it is the web user interface dedicated to the archived documents
navigation/search/display and distribution. It is realized in ASP technology for web server Microsoft IIS. DM
Webtop is customisable for any requirements
3) The module DocsAssistant deals with the integration between the document management system archiving and
the host.
4) Host/Mainframe: no modification is foreseen for the server side system but the file‐transfer activation with the
document management system for the printing spools and indexes sending.
5) Terminal Emulator: The Host users utilize exclusively the native user interface to accessing the documents.
6) Web Client: Document management system users utilize the web browser to accessing the documents.
DOCS ASSISTANT
DocsAssistant is the Synergy system key component, and has in charge all the interfacing between the terminal
emulator and the document management system. DocsAssistant acts at the client level and activates the following
functions:
DocFlow Italia Spa - Centro Direzionale Milanofiori strada 4 Palazzo Q8 20089 Rozzano MI
Tel 02 57503366 Fax 02 57503369 marketing@docflow.it www.docflow.com
FUNCTIONAL ARCHITECTURE
OPTIONAL MODULES
Electronic signature
Electronic document legal validation
AUTOSCAN
Off‐line archive management (MASS MOVER)
Automatic distribution via fax or e‐mail
Off‐line archive creation (XMLDOCS)
SYNERGY is available on the major platform utilized by ERP system