EBA DMS Features

In todays worlds documents come from many sources, not just paper.

Beside paper documents we receive come by email, from other software applications in organization (e.g. ERP, CRM, Web browser, …).

To cover all possible situations EBA DMS supports various sources for document capture.

See this video for Documents capture – Scanning and electronic receiving:

• Capture with e-mail

EBA DMS can be connected with email accounts. This connection enables us to automatically capture documents into document management system for further processing.

• Capture with other software

When EBA DMS is connected with ERP system or any other it can automatically capture documents created in connected software.

• Capture with EBA Printer

EBA Printer is actually a virtual printer that users sees in its operating system. It can receive prints from any application.

EBA Printer transforms any document received to PDF and capture the document into EBA DMS.

This gives us the possibility to capture documents from sources that are not integrated with EBA DMS. Without the need to actually print the hardcopy of the document and then scan it just to capture it in DMS system.

See this video for Documents capture – EBA Printer:

Electronic document exchange today is getting more and more important. On one hand organization adopting B2B exchange help in making world a more green and eco-friendly place. On the other hand electronic document exchange reduces manual labor, eliminates errors and lowers operating costs.

EBA DMS does not support only EDI data-exchange. EBA DMS is new generation B2B Document Exchange software enabling customers to exchange legally valid digitally signed documents with visualization.

When sending e-inovices or any other type of documents EBA DMS digitally signs the PDF and the data.

When receiving digitally signed e-invoices EBA DMS checks the validity of digital signature. All of this functionality is provided out-of-the box.

When receiving documents EBA DMS supports the following built-in B2B protocols:

• IMAP – general standard for mail receiving
• MS Exchange – MS proprietary email standard for mail receiving
• AS2 – world-wide standard for B2B exchange

Beside above listed channels EBA DMS provides high-level infrastructure for developing custom B2B Exchange protocol plugins.

This way developers can provide support for other exchange protocols.

Here is list of additional B2B Exchange plugins we offer:

For Slovenia:

• BizBox
• UJP
• DBS protocol
• ZBS protocol

For Croatia:

• FINA
• Moj e-Račun
• EDITEL
• REDOK
• OPTIMIT

EBA DMS supports the following data standards/formats for data exchange:

• EDIFACT
• XML-EDIFACT
• Opentrans
• UBL 2.1
• Simple e-Slog
• e-Slog 2.0

Beside above listed data formats EBA DMS provides high-level infrastructure for developing custom B2B Exchange parser/generator plugins.

When designing EBA DMS we focused strongly on integration with other software systems.

We know that DMS greatest power comes when it can be easily integrated with other systems (e.g. ERP).

To support this claim we have developed powerful and easy to use connectivity module. A large number of integrated ERP and other systems proves we are on the right path.

We have integrated EBA DMS with many local ERP vendors and also with global ERP systems such as SAP, Navision and AX.

Integration with other systems eliminates the need for manual typing information again.

Let’s take for example received invoice liquidation process:

When document is captured into the EBA DMS system via scanning or B2B channel all the required data is already contained by the documents. The document is then sent into the process of liquidating it. Usually users responsible for invoice checking correctness of the invoice put down the cost centre and the amount for each cost centre.

When document is Okeyed all the data is transferred from EBA DMS into ERP system. Thus eliminating any manual typing for accounting personnel.

EBA Connectivity Module provides SDK Library for integrations based on Windows OLE technology. It provides rich and easy to use set of classes and functions for developers to build integrations.

Generic Web Servies – simple SOAP and REST based API for easy integration with web based ERP, CRM and other solutions.

WebAPI – comprehensive SOAP and REST based API for complex integration where finer-grained control is needed. PHP and Javascript client libraries are also privided for easier integration.

Sometimes connecting DMS with other systems is down right impossible due to the closed nature of the other software.

So EBA DMS connectivity module cannot be used. We anticipated the problem and leveraging it with our own development platform.

EBA Development environment enables software developers to start from EBA DMS and build integration toward other system.

Many organizations already have prepared templates created in one of the Office Suites (MS Office or LibreOffice).

Only in very organized companies these templates usually reside on shared folders and are always properly maintained.

But that is not usually the case. In reality templates are in many cases scattered throughout the network. Some users are making their own templates that which are mostly not in accordance with company guidelines.
Maintaining order without proper solution like DMS is tough.

Document templates support is therefore one of the very important features provided by EBA DMS.

All templates are central and are very easy to maintain. EBA DMS supports keeping track of template version and publishing. Only authorized personnel can access and edit templates.

EBA DMS provides natural and easy interface for using templates and working with them. It is especially easy to create new documents based on templates.

Many organizations already have templates prepared in one of the Office Suites. It was natural for EBA DMS to provide support and help clients easily migrate to EBA DMS without losing their previous work.

See this video for Documents capture – Office integration and templates:

Sometimes organizational demands for templates are higher than just predefined look and starting text.

Sometimes we need more structured templates with fields like dates, numerical, combo boxes, database lookups, multi-column tables, auto-fill fields and automatic sums.

All these is provided with EBA DMS E-Forms. E-Forms are easy to create, test and deploy.

Easy and reliable document searching is one of the paramount features of EBA DMS. When document is captured into EBA DMS all words contained within document are used for full text search.

Users can use tabs to perform more than one search at the same time and operate on these different search results.

EBA DMS supports three ways of searching for documents presented bellow.

Criteria based searching allows us to search documents by their traits.

This for example allows us to search only invoices received between 1st of May and 13th of October sent by vendor Acme Ltd and invoice amount is greater than 1000.00 USD.

Full Text searching allows us to search document by their contents (words contained in document) and words contained in post-it notes.

Many times we do not remember the whole or exact words therefore EBA DMS allows users to perform search by entering only parts of the words.

The most advanced search feature EBA DMS Full Text searching is providing users with Fuzzy searching. Fuzzy searching allows users to get results even if words contained in documents do not exactly match the words we are searching for.

This is especially useful when user misspelled the words or even more useful when words read by OCR are not correctly recognized (OCR can sometimes mis-correctly reads the words from scanned document).

Combined searching allows us to search for documents by criteria and by words contained in documents.

Many of the organization ongoing processes are defined by rules. For such processes rules very exactly defines who signs or confirms what and at what stage.

EBA DMS gives us the power to enter the existing rules of the organization into document management system. These rules allows us to automate the whole process or just stages of the process.

By using the sophisticated workflow support EBA DMS allows you to speed-up the process. Manual labor is greatly reduced since we do not need couriers to transfer documents form department to department.

When one stage of process is completed document is automatically transferred to the next stage.

The larger the organization the more control is needed over documents. To bring control over documents EBA DMS introduces Business Process Administrator.

BPA is a person that is supervising one or more business processes supported within document management system.

Using EBA DMS BPA can track progress on all documents for processes he or she supervises.

Tracking means BPA get information about whereabouts of the document (who is current document holder), elapsed time and current stage of the document within process.

Time Rules are mechanism for automated tracking of the elapsed time for stages of business processes.

We as users want that system takes care of notifying us if we are running out of time for completing some task or we have some documents waiting in our office to process them.

EBA DMS is process oriented document management system. Therefore documentation structure in EBA DMS is based on document direction (incoming, outgoing, internal) and document type (invoices, orders, letters, contracts, …).

But sometimes more hierarchical approach is needed where documents are classified by means other than direction and type.

For customized documentation classification EBA DMS provides Classification module.

EBA DMS allows for several custom classifications to exist at the same time. Different departments can have specific needs how to classify documentation. Also, a document can have multiple classification tags, meaning it can be classified in more classifications at the same time.

An example for such customized documentation structure would be classification of documents by Projects. Projects hierarchy have a map for each project.

A project map contains all documentation related to that project but documentation itself can be of different documents types (contracts, letters, annexes, invoices, orders, …).

All this different documents types are gathered under in one place.

Providing complete process coverage in terms of documents means covering all of its subprocesses and documents that are part of this processes. That means usually more than one document cover one business transaction.

Let us take procurement process for example. Ordering goods in the end results in the following documents: order, delivery note and an invoice are bound together to leave a documentation trail of a purchase.

EBA DMS provides all functionalities needed to make binding documentation as easy as possible.

Someone said: “Design is not just how it works, it’s how it works!”. Meaning elegant and easy to understand application systems works better than complicated ones.

We put special attention to EBA DMS in terms of design, usability and best practices.

This enables users to quickly learn and adapt to application, thus lower costs of implementation.

It also enables organizations to significantly lower the employees resistance when introducing new software system.

No product can provide out-of-the-box functionality to satisfy any need customer has. Nor does it make sense to build every potential feature into the product. Such product cannot be easy to use and it is even harder to maintain.

Therefore EBA DMS is designed as a framework. Software developers can develop their own custom module, plugins and extensions that are tailored to needs of the clients.

EBA DMS provides Javascript based framework and development environment.

EBA Developer tool is fully featured IDE with code-completion, debugger, syntax highlighting and deployment tool. EBA Javascript Framework provides rich set of classes and functions for developing custom solutions.

EBA Development Environment enable users to develop complete solutions as a modules within EBA DMS.

Document Exchange Infrastructure enables developers to quickly create and deploy custom protocols, parsers or generator plugins for document exchange.

Only a few standardized function calls needs to be implemented to get the fully functional solution.

Store your photos and images in EBA DMS. Index them by any meta-data you want and assign user groups access to your assets.