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The past twelve months have been both exciting and successful at the same time for ecoDMS GmbH. During this period, the manufacturer of high-performance document management, mail archiving and workflow solutions released a new product, increased its customer base and was able to engage new resellers in 2019. Autumn also saw some commotion, when ecoDMS GmbH moved to new and larger premises in the company location of Aachen.

Michael Schmitz, managing director of ecoDMS GmbH, sums up 2019 as follows:„For us, 2019 was a very breath-taking and exciting year. This was mainly due to the release of ecoWorkflow, a new product. Companies can use this software to optimise document-related processes and thus dramatically lower their administration costs. Moreover, we were able to grow our customer base by 25 percent in 2019 and have been able to win over more than 750 IT systems providers and retailers as resellers. In line with this growth, we were able to increase our employee base by a quarter. Therefore, and this was the final highlight of the past twelve months, we recently moved into new and larger premises in Aachen. We assume that in 2020, companies will be focusing even more on the topic of “automated processing of document-related processes”. To address this market, we are well-equipped with ecoWorkflow and are looking forward to new challenges.“

The automatic email archive “ecoMAILZ” from ecoDMS GmbH enables quick, secure and legally compliant archiving for all incoming and outgoing emails. At a license price of 49 Euro, the software is a true bargain. The license fee includes updates for a period of 24 months. The browser-based interface is easy to operate and allows access to the archived messages from anywhere. All emails are securely stored in data containers. These are located directly on site at the customer and not on third party servers.

ecoMAILZ retrieves incoming emails immediately from the server when they arrive and stores them in the mail archive. The web client enables authorised users to view the emails for which they are responsible after they have logged on. Retrieving emails is child’s play with full-text search and filtering functions.

ecoMAILZ also fulfils the legal requirements for compliant email archiving. Here, the software works with a two-step archiving concept. Each message receives a status. In combination with a configurable examination period, users can manage the current archiving status in the Status dialogue box. For example, you can tag private emails that have a certain deadline/within a certain deadline. ecoMAILZ recognises these tags and does not transfer these emails to the archive.

ecoMAILZ also conforms with the general data protection regulation (GDPR). Users can irrevocably erase messages from the archive for important reasons using the “Two-Man Rule”.

Apart from the web client, ecoMAILZ has its own plugins for MS Outlook and Thunderbird. They connect ecoMAILZ with the respective email interface. This allows users to monitor the archiving status and make various archiving settings directly in the email client.

The team from Aachen has created an interface for their document archive “ecoDMS”. The dedicated plugin establishes a connection between the ecoMAILZ email archive and the ecoDMS document archive. Moreover, the archived emails from ecoMAILZ can also be archived and retrieved in ecoDMS.

For these and more information about software from ecoDMS GmbH, visit www.ecodms.de. The website contains a lot of product information and the latest versions for download. Licenses for the full product versions and support packages are available in the online shop.

ecoDMS GmbH from Aachen is launching an entirely new, state-of-the-art workflow solution. ecoWorkflow enables you to automate all processes quickly and easily without requiring programming knowledge. The modern workflow system opens new opportunities for customers and resellers of ecoDMS in the areas of “digitalisation, archiving, administration and automation”.

The implementation of a workflow solution requires a lot of knowledge about how to optimise and accurately implement internal processes. Sound advice is at the heart of this process. This is why the company from Aachen is offering IT system integrators and resellers interesting and educational training to become certified business partners. The courses are designed to get future CBPs up to speed with ecoWorkflow, enabling them to professionally implement the software for their customers. In a two-day workshop they acquire the necessary knowledge at the site of their future business partner. The certified workflow partner is then able to recognize the measures required by their customer, implement processes and model the workflow system according to the customer’s requests.

Feedback has been very positive since the beginning. More and more system integrators are looking for affordable and easy to operate workflow solutions for their customers. This is why we are experiencing a high number of enquiries about certification. By August 2019, 6 partners will already have completed the training program and there are more scheduled courses in the pipe.

With the certification as ecoWorkflow specialist, certified business partners include a perfect software for automating and optimising business processes in their existing portfolio. ecoWorkflow fits into the processes and structures of a company like a tailored suit. The user-friendly implementation of the full solution allows the mapping of the required processes without any programming knowledge. An intelligent role and user concept assigns the respective tasks to the department concerned.

The state-of-the-art technology of ecoWorkflow enables quick installation and particularly easy configuration of the entire workflow environment. Users can log in directly through their web browser and start working. Using the web client, you can initiate processes, set up shares or delegate tasks.

For this and more information visit www.ecodms.de.

Mit dem Archivsystem ecoDMS vom gleichnamigen Hersteller, der ecoDMS GmbH, können Unternehmen ihre Unterlagen auf Papier durch eine digitale Lösung weitgehend ablösen. Das reduziert das tägliche Papieraufkommen deutlich und optimiert die Arbeitsprozesse enorm. Durch die revisionskonforme Aufbewahrung aller Unterlagen, Belege und Dateien in einem zentralen Dokumentenarchiv erhält jeder Mitarbeiter in Sekundenschnelle Zugriff auf die benötigten Dokumente.

Via Mausklick stehen die benötigten Arbeitsunterlagen innerhalb weniger Sekunden zur Weiterbearbeitung bereit. Wird ein bestimmter Beleg benötigt, braucht der zuständige Mitarbeiter lediglich die erforderlichen Suchbegriffe eingeben und schon werden die passenden Ergebnisse übersichtlich in einer Tabelle angezeigt. Möglich macht dies die integrierte Volltextsuche des Dokumenten-Management-Systems. Die Dokumentensuche ist damit so einfach wie googeln.

Das System kann flexibel konfiguriert werden. Als Dokumentenarchiv erfüllt ecoDMS jegliche Anforderungen an eine professionelle Dokumenten-Management-Lösung. Angefangen von der digitalen Posteingangsbearbeitung, über die Archivierung beliebiger Dateien inklusive der individuellen Klassifizierung und Zuordnung dieser, bis hin zu zahlreichen Such- und Filterfunktionen, einer praktischen Versionsverwaltung, einer aussagekräftigen Dokumentenhistorie, professionellen Einstellungs- und Berechtigungsmöglichkeiten und einem revisionskonformen Löschsystem, lässt ecoDMS keine Wünsche offen. Dies ist nur ein kleiner Auszug der vielen Funktionen von ecoDMS.

Papierdokumente können mit dem hauseigenen Scanner digitalisiert und an die Inbox vom ecoDMS-System übergeben werden. Dateien, die bereits in elektronischer Form vorliegen können einfach per Drag und Drop in die Software gezogen werden. Speziell für E-Mails gibt es zudem ein Addon für Thunderbird und Outlook. Office-Dokumente können aus LibreOffice und MS Office ebenfalls über ein Plugin archiviert werden. So befinden sich alle Unternehmensdaten sicher in einer Datenbank.

Als plattformunabhängiges Client-Server-System kann ecoDMS nahezu in allen IT-Infrastrukturen eingesetzt werden. Die Server-Komponente läuft unter Ubuntu, Debian, Windows, Synology-NAS, QNAP-NAS, Raspberry Pi. Die Desktop-Oberfläche, welche den Zugriff auf den ecoDMS Server ermöglicht, gibt es für MacOS, Windows, Ubuntu und Debian. Darüber hinaus sorgt der Web Client für einen externen Zugriff von beliebigen Endgeräten aus mittels Internetbrowser. Dazu zählen selbstverständlich auch das Smartphone und Tablet.

Der Nutzerkreis von ecoDMS wächst stetig. Seit Jahren gilt die Software als das Top-Archivsystem für kleine- und mittelständische Unternehmen. Der günstige Preis von 89 Euro (inkl. 19% Mwst) pro Benutzer macht die Lösung außerdem für Privatleute sehr interessant. Der Preisunterschied zu anderen DMS-Lösungen fällt sofort auf. Mit ecoDMS erhalten die Kunden eine große Software für kleines Geld. Hinzu kommen die schnelle Installation und die einfache Bedienung. Die Einarbeitungszeit in das Archivsystem ist nicht hoch. Die API-Schnittstelle von ecoDMS erlaubt zudem eine individuelle Anbindung an beliebige Drittsysteme.

Eine kostenlose Demoversion, den Kauf der Vollversion und viele weitere Informationen gibt es im Internet unter www.ecodms.de.

With the release of ecoWorkflow, the manufacturer ecoDMS GmbH has added a new certification programme to its partner programme. Resellers and system providers can become certified business partners of ecoDMS in order to include ecoWorkflow in their portfolio. This web-based software allows certified partners to optimise the document-related processes of their customers and prospects and thus lower their administration costs. Fantastic Solutions AG from Switzerland is the first systems provider to successfully complete the certification programme.

“Our certified business partner programme enables companies to successfully implement and maintain ecoWorkflow for their customers”, says Adruni Ishan, authorised signatory at ecoDMS GmbH and responsible for partner certification. “We hold a two-day on-site workshop at the partner’s premises to transfer the necessary skills and information for creating and modelling processes.”

A kick-off meeting with decision-makers takes place at the beginning of the workshop, where all participants agree on a common perception of projects and their structure. Once this is clear, the workshop is hands-on. The ecoDMS staff then work together with the individual departments on the current handling of typical processes, for example, incoming invoice processing. Based on these findings, ecoDMS then presents a theoretical optimised process flow, which takes into account the existing IT infrastructure. On the second day of the workshop, resellers and system providers then map this solution with ecoWorkflow. The web-based solution from ecoDMS includes the Modeller, in which users define the processes. The integrated Designer is used to create the user interface for process execution.

“This learning-by-doing approach immediately gives participants a feeling for how to successfully apply our ecoWorkflow for their customers”, says Adruni Ishan. “The software also includes templates for mapping frequently used processes. These templates can also be modified to suit individual requirements. In our workshop, the prospective certified business partners also learn how to assign subtasks to departments using the roles and user concept, and how to integrate third-party software with ecoWorkflow.” Following the successful participation in this workshop, partners receive a certificate and a free ecoWorkflow license for sales purposes. Moreover, ecoDMS forwards enquiries about ecoWorkflow directly to their business partners.

Request more information about the programme at cbp@ecodms.de.