SER Doxis4 iECM

Doxis4 iECM is a service - the focused solution package from SER Group company – one of leaders of the world market of development of systems of corporate content management. The platform allows to consolidate diverse corporate information and the applied systems of the enterprise, to establish effective cooperation of employees and to automate business processes.

Doxis4 works in the concept of ECM (Enterprise Content Management), managing content of any scale, but unlike the majority of similar solutions, provides essential flexibility of project implementation at the level of documents, processes and functional tasks. Thanks to a set of services a system is scaled in any direction – at the function or corporate level, easily configured and provides effective adaptation of configurations of a product taking into account needs of the final customer.

Doxis4 platform participates in crucial processes of the company, providing a wide choice of necessary solutions: workflow automation, reliable and safe electronic archive, business process management on the basis of the innovation BPM tools, integration solutions, the standard and customized industry systems.

In a packet of Doxis4 iECM there are special configurations for:

• Industries
• Banks and financial institutions
• Business companies
• Health care and pharmaceutics
• Public institutions

Doxis4 platform is demanded in Russia and abroad, among users of a system there are such world brands as: DHL, Procter&Gamble, T-Mobile, LOEWE, Metro Group, OBI, NewYorker, Commerzbank, Societe Generale Group, BNP Paribas, Swatch and many others.

In Russia the official representative office of Ser Group works with own center of implementation and technical support. The big partner network which includes such companies as functions: Croc, Softline, Technoserv, ALPE Consulting, ZETech, Intact, SAPRUN Group and others.

Functionality of a system

Service of storage

Doxis4 provides reliable data storage of any formats: TIFF, JPEG, PDF, PDF/A, XML, DWG, Office, files of customized applications and multimedia objects. In a system the centralized storage and management of different document types is implemented: drawings, agreements, primary accounting documentation, organizational and administrative, technical, personnel, property and other documentation. For each document type a certain set of index information which is loaded into a document card is taken and stored. All information is stored in own format and is unavailable to unauthorized opening by any external systems and programs.

As objects of storage in a system separate files or groups of files, for example, documents can make applications or electronic documents with files of the electronic digital signature. Between files and documents of different types connection is established that gives the chance to obtain the complete information on a certain transaction, the client or process. For viewing the connected documents it is enough to find only one of documents then a system will show other related documents.

Doxis4 is closely integrated with external information systems using ready modules of integration into parts of synchronization of reference and documentary information.

For storage of different document types in a single system separate sections with own search cards, reference books and subject heading lists are created. Access to sections of documents is limited by security policies and setup of a role model.

In case of use of several versions of client applications Doxis4 for optimization of storage and document retrieval for each client own card with an individual set of index fields is created. For example, search indexes in mobile application can differ from structure of fields in a card of the "thin" or "fat" client.

Version control

For security, an exception of risk of loss of information and inadvertent change of data a system uses effective tools of version control. At each editing or document deletion its new version is created and the complete change history remains. If necessary viewing and recovery of any of the previous document revisions is possible. Functions of the mechanism of version control allow to save separately the necessary document revision for the subsequent postponed work or audit.

Versions in a system are separated into main ("major") and working ("minor") which allow to perform collective work on editing and change of documents based on the working version with the subsequent creation and preserving of the major major release of the document which the user or directly a system after completion of business process as a result can specify.

Business process automation (BPM)

Full-fledged tools ECM and BPM in one system give opportunities for automation business processes and information management, unlimited for users. Completely integrated intelligent BPM engine allows to create the structured or flexible processes with parallel and situational approval.

In the BPM solution from a packet of Doxis4 iECM functions are available to management of any kinds of processes of the company: business, working, transactional, external and internal. Technically a system supports all modern visualization tools and interactive formation of processes. Change routes, can adjust actions and add approving any users involved in process.

A BPM system builds state diagrams and diagrams of dependence, plans actions and amendments of tasks, notifies users on receipt or approval of documents, supports ad-hoc implementation of processes.

Ad-hoc allows to make, for example, flexibly changes to process after its start. Let's say when adding new approving already sent, but yet not negotiation documents will return and will pass along a new route.

In a system two campaigns – are combined normative (doing by design) when the model of processes forms in advance and adaptive (design by doing) when users have more freedom and they can independently define spontaneous steps of approval, involving new employees.

Scanning and recognition

In Doxis4 system the control of the scanning equipment and optimization of routine transactions for stream input of documents in a system is implemented. Existence of TWAIN of the driver provides connection of scanning devices of different producers. The built-in functions of recognition allow to distribute and classify documents, to take necessary attributes, to automatically select and create document packages of the general flow of the files received from different sources.

Means of one platform in a complex process the scanned documents, documents received from operators e-document flow, e-mail, files of office applications. Documents are distributed by types and types, loaded into a system and automatically indexed.

A system allows to implement different automation models of processing of the entering and outgoing documents: from implementation of technology of barcoding before selection of significant entities and full text recognition.

The module of recognition Doxis4 iECM is configured for hands-off processing of the different types as structured, and unstructured documents: agreements, requests, accounting, technical, organizational and administrative and other documentation. All processes work under control of a single system – the geographically distributed and multithreaded technology of document handling is supported.

The solution package of Doxis4 iECM ensures functioning with unlimited information volumes and implementation of a full stroke of content management: the recognized documents automatically go along approval routes, an attributive part remains in archive and is transferred to the integrated accounting systems.

Audit

The mechanism of audit Doxis4 iECM allows to monitor any changes and actions made in a system. Use of documents, records, search, introduction and removal of information, setup of business processes, administration of a system, the user services and many other events are registered in the magazine of audit which keeps the detailed protocol of all perfect actions.

The module of audit allows to configure depth of recording of data, to define the necessary events after which approach a system writes the made actions. Users with the appropriate rights can address the magazine of audit and browse information on different categories, for a certain period and according to other data.

Electronic folders

Using setup of electronic folders users can organize the catalogued storage of any unstructured corporate information which is both in Doxis4 system and in the external software.

Electronic folders consolidate information on certain business processes: to clients, transactions, projects, personnel activity, etc. Folder structure is set for the most convenient obtaining comprehensive information on the selected task. The folder hierarchy consists of sections and subsections with a possibility of flexible access restriction to any level of the directory for different user groups.

It is possible to run for document retrieval both on a hierarchical structure, and using metadata. A system allows to create sections for storage of different information objects: scan copies, electronic documents, files of customized applications, data from external systems (ERP CRM HR EDMS). The built-in prosmotrovshchik supports about 280 formats that allows to display contents of any files own means of the platform.

Users can provide remote access to sections of electronic folders to other divisions, partners and partners. Create virtual folders for the premises there information which require the operational organization of shared access.

Doxis4 controls completeness of data, all information placed in folder structure from external systems automatically is updated in the course of synchronization.

Electronic Doxis4 folders the irreplaceable tool for consolidation of information, creation of uniform source of data on necessary processes.

In Doxis4 solution package the similar structure is used for formation of client files, personal records, information storage on construction objects, increases in efficiency of contractual relationship and many other tasks.

Search capabilities

The Doxis4 iECM platform locates the built-in intelligent system of search based on ElasticSearch. A system allows to run for full-text search, search in attributes and details of documents, in the subject heading list, to use uniform search string on all variety of the electronic resources loaded into a system.

Search and formation of necessary selections of documents happens for read seconds irrespective of the volume of content loaded into a system.

Search algorithms are flexibly configured for work with any information type, understand Russian morphology, sort a context and structure of metadata of documents, look for according to electronic documents, the scan images, to files, databases, e-mail, according to information from external applications and the systems of the enterprise.

Summaries

The built-in means of annotation of documents for drawing notes, selection of the text markers and putting down of stamps. Changes are imposed in the form of layers, thereby the original document remains invariable. It is possible to add several different layers to one document and to appoint access rights for display or concealment of certain comments.

Electronic signature

The Doxis4 iECM platform supports all necessary infrastructure for the organization of legally significant electronic document management and work with different types of the electronic signature.

Interaction with operators of e-document flow is configured. A system provides maintenance of paperless document flow, processes of signing and storage of the electronic signature, routing of the entering and outgoing electronic documents. The possibility of automatic distribution of documents along routes of approval and sending through certain operators of e-document flow on the basis of the analysis of an attributive part of the document and other data is provided.

Integration

The Doxis4 iECM platform has modules of integration and connectors to the systems of different level and classes. At implementing solution Doxis4 can interact with any external systems used at the customer – EDMS ERP HR CRM Office and others. The platform integrates systems and applications in a unified environment of content management.

SER Group as the certified partner of SAP, offers deep integration of SAP solutions and a packet of Doxis4 iECM. Doxis4 platform underwent certification of SAP S/4HANA for the archive ArchiveLink and ILM interfaces. Now the companies which implement the next generation of S/4HANA will be able safely to store documents and data from SAP in archive based on Doxis4.

Doxis4 platform has ability to integrate with all popular storage systems: NetApp SnapLock EMC VNX FLR, Centera and ISILON, IBM TSM, Hitachi HCP, HP ICAS, Doxis4 SafeLock, etc.

The Ser Group company is a golden Microsoft partner (Microsoft Gold Partner) therefore intellectual integration with a packet of Microsoft Office (Word, Excel, PowerPoint is provided in a system. Outlook) which provides consolidation of functions of office applications and Doxis4 platform. Thanks to integration via interfaces of office applications it is possible to look for and edit, the documents which are stored in Doxis4 and also to quickly save new documents and e-mail directly in electronic archive Doxis4.

Statistics and reporting

The solution package of Doxis4 iECM includes the reporting module by different parameters of functioning of a system, events and actions. For each solution preparation of own set of statistic reports is possible: KPI of employees, receipt of documents, analyst of business processes, quantitative and qualitative indexes of activity and many others.

Reports are displayed in the form of convenient schemes and charts, diagrams and tables, can be at any time unloaded from a system, are sent to the executive in charge or the partner.

Service of archive storage

The possibility of automation of functions of long-term document storage according to the legislation and internal regulations of the company is provided in a system. The documents intended for archiving reliably are stored in electronic archive with a possibility of the address and providing access to them on requests of the interested divisions.

For optimization of activity of archive service of the company functions of control of receipt and accounting of paper documents are implemented into a system. The topography of placement of archivings is conducted, inventories form and storage lives are traced.

I-Room (service of joint work)

Means of Doxis4 platform will organize the specialized protected space for joint work over projects and remote access to information and documents. For joint work and acquaintance with documents partners, the staff of geographically distributed divisions and subsidiaries, partners, project teams, auditors and regulatory authorities can be attracted.

Involvement of external participants can be performed by e-mail. All actions of the working groups, processes and approvals, transactions of the addressing documents and editing documents are traced and recorded. For users both the complete, and limited rights of access, for example, with time limit are appointed. In a system the role model is used - the multistage concept of the rights flexibly defines what documents, registers or affairs can be browsed.

Users can subscribe for notifications and mailings for the automatic notification about approach of this or that event: change of documents, passable process steps, terms, etc.

Using integration tools data from ERP or CRM systems can be loaded into I-Room directly.

The Doxis4 iRoom service provides convenient remote access to the protected space for joint work and exchange of documents from any place in the world, from any device and without the need for installation of the additional software.

Management of document templates

Doxis4 platform has function of intellectual management of templates which means creation of templates of the different entering and outgoing documents.

Directly when forming the document in a system a part of data on the new document will be already filled. Depending on document purpose and business process the main attributes, headings, details of the organization, relevant date are automatically entered, the document number and other values is assigned.

Access isolation

Doxis4 system supports all range of security aids and protection of access. The role model of any complexity, inheritance of an organization structure of the company and reference books from external systems is supported. End-to-end (LDAP) authorization on the "fat" client, through web access or mobile application is configured. Doxis4 maintains the principle of single registration of SingleSign-On (SSO) that allows users to be registered in network only once without the need for password entry in all other services.

Access to documents and data can be limited with any possible extent of detailing, for example, to the level of the separate document or index record, at the level of registers and directories. Also a set of possible actions in a system over all or certain document types is limited: sending for printing, viewing, search or unloading.

Architecture

Doxis4 platform is built on modern service - the high-performance architecture focused (SOA) giving to an ability to manage the unlimited volume of content and flexible creation of solutions of different function and level.

A system is based on three-level architecture where each level supports a certain set of services between which all functions of work of the platform and business applications are distributed. Such set of services gives an opportunity of consecutive expansion of functionality of a system due to adding and binding of new applications.

The main control link the platform are so-called basic or technical services: the service bus (CSB) which is responsible for coordination of the used services of the top level and service of storage which performs storage of metadata and files. The service bus and service of storage are developed on Java. The top level is subject services which implement the ECM functions of a solution package Doxis4 iECM, they are turned to users, manage processes and information. Interaction between applications is made automatically, a system independently defines what services will be involved in specific timepoint that allows to provide significant performance improvement and high autonomy of work for the appropriation account of loading and independence of the general platform of operability of each specific application.

Doxis4 platform is a cross-platform and scalable product. A system works with different DBMS: PostgreSQL, Oracle, MS SQL is also scaled in any direction due to adding of new services and applications. Thanks to what expenses and time of implementation are cut down, processes of adaptation of the solution and costs for its maintenance are optimized.

The architecture of Doxis4 allows to administer a system and to expand the available functionality without programming. A system has the special administration console and a possibility of independent installation of different rules and business logic. Doxis4 platform implements the concept of technical design of applications and processes. For users the opportunity of easy and simple "drawing" of forms, fields of cards of documents, applications interfaces, business logic and processes is given. Therefore time for adaptation and setup of the solution takes few hours and does not require skills of programming.

The platform supports different program interfaces and services: COM API, Java API, Web services, CMIS 1.1 and others.

The technology of replication of data which supports replication of documents, asynchronous/synchronous and external replication is applied to security and non-failure operation of work in Doxis4. A system makes backup of information, compression and data recovery.

Doxis4 platform uses the built-in service of "agents" for automatic start of certain actions on the basis of monitoring of events. Service of agents manages triggers of the set agents which start actions according to the schedule or an event. Service can interact with third-party information systems and make monitoring of events in external ERP/CRM systems.

Solutions on the Doxis4 iECM platform

The packet of Doxis4 iECM is a flexibility in each solution: a system is implemented at the corporate or line level, gives extensive opportunities to customization, scaling and integration, considers specifics of the Russian industry processes and documents.

Important factor is simplicity and speed of implementation – fast deployment of standard configurations with the preset functionality in the shortest possible time provides customers with a demanded and operable system which in an effect easily extends using implementation of add-on modules from the offered Doxis4 iECM solution package.

Banking sector

Storage and managements of client files, financial and contractual documentation. Process automation of input, processing and approval of documents. Support of electronic document management and integration with the automated banking systems (ABS). Implementation of document storage in electronic form in compliance with indication of Bank of Russia No. 2346-U.

Management of technical documentation

Storage and management of project and estimate, operational, design and repair documentation. Creation of the consolidated systems for increase in efficiency of production processes and reducing costs for documentary ensuring activity of industrial enterprises. Integration with information systems of different classes (EDMS CRM ERP, MDM, CAD/ CAM, PLM/PDM) at the level of processes of developments, documents, business challenges and the reference information. Automation of accounting of paper archives, formation of the centralized infrastructure of management of technical documentation for effective work of all interested services and divisions of the enterprise, contractors and partners.

Managements of financial documentation

Automation of the general service centers (GSC) regarding scanning, processings, storages and managements of financial documentation on all structure of the geographically distributed companies. Integration with ERP systems (SAP, 1C), the electronic document management systems (EDMS) and operators of e-document flow. Routing of the entering and outgoing documents, work with several parallel flows: automation of processing of paper documents and implementation of legally significant electronic document management. The solution considerably increases efficiency of the centralized accounting, accelerates processing of flows of financial documentation of large holdings, optimizes costs and labor costs of the involved personnel.

If as the customer the isolated company a packet of Doxis4 iECM acts assumes implementation of standard corporate solution for acceptance and document storage of primary accounting at the level of division or the organization. The solution automates necessary quantity of jobs of accountant officers. A system is integrated with the used ERP solutions at the level of documents and the reference information, interacts with operators of e-document flow, stores files of legally significant documents and the scan copy of paper originals, ensures functioning with the electronic digital signature. The current filling, reliable storage and convenient search of accounting documents – formation of necessary selections and unloadings for providing to regulatory authorities is executed.

The presented solutions based on Doxis4 iECM regardless of the level of implementation are a reliable storage and operational use of accounting documentation in electronic form and full automation of business processes of financial accounting.

Automation of electronic document management

Management of documents at all stages of lifecycle: registration, processing, approval, execution, search and use. The built-in instruments of scanning and recognition allow to automate procedures of classification and indexing of the arriving documents. A system reliably stores documents of any formats and types, works with different data sources: scanners, e-mail, network folders, services of interdepartmental interaction and others.

Based on the platform business processes with any extent of branching are automated, routes of the entering and outgoing approval are implemented. Using own BPM technologies flexible configuration of the processes supporting as the regulated models, and formation of spontaneous actions and tasks is made.

The solution ensures version control and joint work with documents, creation of new documents using templates, integration with Microsoft Office, quick search and archiving of documents. Doxis4 iECM is a high-performance document flow and safe electronic archive for automation of office-work, a contract and management activity. The solution is equally effective for the companies of any level – large holding, public institution, the commercial organization. A system contains full-fledged tool kit for rapid and high-quality implementation, easy setup and maintenance.

Electronic archive

The system of electronic archive on the Doxis4 iECM platform can be delivered as a part of any solution package or be used as independent implementation. The electronic archive is a high-performance platform for reliable long-term storage and operational use of unlimited volume of documents and data. The electronic storage manages any existing corporate content: reference information, data and statuses, scan copies, electronic documents, images, applications files, multimedia objects and metadata.

A system is unrolled as local storage or as the consolidated corporate system integrated into IT infrastructure of the company. The electronic archive has the built-in searching tools and differentiations of access rights, control functions by versions and well-tried remedies of data protection. Depending on document types in a system the index card with a certain list of fields is got and the necessary structure of information storage forms: using subject heading lists, at the level of affairs, archives of divisions, departments and branches, on document types or tasks. Search is performed on the basis of the entered details, in the text of documents or structure of storage. A system allows to create quickly and conveniently any selections of documents, to unload and send information, to provide access to electronic archive for all interested employees or external contractors and partners.

The electronic archive locates the built-in means of replication and system recovery.

The electronic archive is intended for centralization of storage and management of corporate information. A system allows to carry out collecting and processing of separate data: loading, documents, data migration from external information systems, file storages, folders and directories. Thanks to ready modules of integration creation of complete solutions on providing and information storage from SAP, MS SharePoint, MS Exchange and many other external information systems is made.

Single system of corporate content management

The solution package of Doxis4 iECM allows to create a single corporate system for management of all variety of content and processes of large holdings and the companies of any level. A system provides implementation of a full stroke of processing and information storage, automation of any linear and end-to-end business processes, creation of corporate services of joint work and intercorporate interaction, use of intellectual search mechanisms and information representations, instruments of scanning and recognition, interaction of Doxis4 iECM distributed information systems in a unified environment.

Flexibility of implementation

Doxis4 platform is unrolled at server capacities of the company or is provided as a cloud solution. Implementation of a basic configuration is made in the shortest possible time then a system extends due to adding of necessary services and applications.

Licenses are separated into server and client which are delivered in 2 types: competitive and referred to as. A system works with any browsers and is delivered in the form of the client application, full-function "thin" (web) of the client and mobile application for all popular platforms.

Advantages

• The innovation service - the focused high-performance architecture provides flexible and rapid implementation and high reliability of work of solutions on Doxis4 platform
• Ample functional and integration opportunities of Doxis4 ECM platform and the big list of modules allow to organize the consolidated working space, having connected corporate information systems and business processes in a single system
• Existence of various configurations and scaling options are given by effective solutions for any applied and industry tasks
• Intellectual BPM provides users with the adaptive tool for automation of any structured and unstructured business processes and optimization of electronic document management
• The flexible license policy and the big list of solutions allow to select an optimal method of implementation and to optimize expenses on project implementation
• The possibility of support, administration and setup of decisions without programming provides significant cost reduction on maintenance and adaptation of a product

History

2017

Certificate of compatibility with S/4HANA

Doxis4 platform of SER company in October, 2017 underwent certification of SAP S/4HANA for the archive ArchiveLink and ILM interfaces. Now the companies which implement the next generation of S/4HANA will be able safely to store documents and data from SAP in archive based on Doxis4.

Users of Doxis4 ECM platform will be able to continue to work with existing solutions and after transition to the product S/4HANA from SAP. The clients of SER company using the certified Doxis4 HTTP ContentServer component (HCS) for archiving given using the ArchiveLink and Doxis4 WebDAV Connector interfaces for ILM (Information Lifecycle Management), can safely store documents and data of SAP: lists for printing, orders (PO), or the entering accounts — including the method protected from unauthorized access. In addition, users can manage a retention period of documents, in compliance with requirements of the legislation.

SER as the certified partner of SAP, offers deep integration of SAP solutions and a packet of Doxis4 iECM. More than 50% of clients of SER use the solution based on Doxis4 together with SAP products for a wide range of tasks — archiving of data and documents, electronic files, hands-off processing of the entering accounts and other accounting documents. The last solution is integrated using the certified InvoiceMaster 8.3 interface which enters Doxis4 iECM packet. The SER company also has own namespace in SAP (/SER/IM4S).

Certificate on the state accreditation of FSTEC

In October SER Group which specializes in development of systems of corporate content management (ECM) received the certificate of the Federal Service for Technical and Export Control (FSTEC) of Russia on Doxis4 solution package.

To receive certification of FSTEC, the foreign companies need to undergo testing regarding compliance to requirements of providing the necessary security level. As a result of audit experts confirmed that at Doxis4 solution package the reliable mechanism of management of user rights, and it properly identifies employees at login. Besides, Doxis4 allows to control and cast strictly internal and external users of the company including administrators. Also the solution package from SER is capable to prevent not authorized input as from a workplace, and far off.

"Solutions which enter Doxis4 packet represent unified and service - the focused platform. Doxis4 collects data, creates electronic archive, manages all documentation, tasks and business processes — Mervitsky Dmitry, the director of business development of SER Solutions company in Russia and the CIS notes. — And as security issues are raised today by all segments of the public, consumer and commercial sector, the main task of each business — to protect the data from swindlers and from cyberthreats. The FSTEC certificate confirms that the solution package of Doxis4 conforms to necessary security requirements at corporate content management".