Solution: Using enaio® for document management

The Office of the Future Needs No Paper

Digitally manage documents with enaio®

The document management functions of enaio® streamline the creation of documents and information of various types and control how they are processed, accessed and exchanged between various persons. This solution thus helps you to efficiently control and organize the flow of information in your company. You and your employees gain full transparency over who made changes to which documents and when.

  • Manage all data, information, and documents on a single platform.
  • Context-related storage and archiving using intelligent objects and electronic records
  • Comprehensive search options, version control, and collaboration functions
  • Supports deep integration with business applications and mobile working
  • High security standards as regards access and authorizations

Electronic documents, paper-based records, and letters
A central filing system helps to keep things neat and structured

Holistic
management

Manage documents professionally using a digital platform.

Needs-based implementation

Tailored to the requirements and needs of your organization.

Seamless integration and connection

Unique variety of interfaces to Office, ERP, specialist applications, and many more.

Keeping track of things

Digital records, comprehensive search components, preview, and note functions – all in a single DMS.

Consistent transparency

The document history provides information on editors and changes, and all relevant data remains visible at all times.

Stay informed

The subscription and follow-up functions ensure perfect workflows across the entire business.

Centrally Manage Documents and Information

From data searches to archiving

enaio® manages all information and hierarchical filing structures on a central information management platform. ‘Intelligent objects’ are created from different document and file types, which in turn are combined into electronic records.

The e-records are used to manage existing information in a context-related manner, filter it regardless of its source, recombine data, exchange it with other systems, and make it available to all authorized employees anywhere and at any time.

  • A central platform for information and documents
  • Bundling information in electronic records
  • Easily manage metadata as well as document and file types in the appropriate context
  • Integrated content preview for document display
  • Eliminate media discontinuities
  • Integrated BPM, groupware, and collaboration functions
  • Visualization of various organizational structures

Create and Edit Digital Documents

  • Create and edit Office documents directly in enaio®
  • Call enaio® functions directly from within Office
  • Comprehensive version management
  • Integrated template administration incl. automatic data import
  • Check-out/check-in prevents redundant processing
  • Easy creation of notes and virtual slides
  • Optional feature: scanning & classifying incoming documents & receipts

Find and Share Information

Managing documents with enaio® ensures efficient information processes. In addition to intelligent data search functions, this also includes the targeted forwarding and distribution of information. Both simple and complex search functions are available, ranging from one-click full-text searches to combined or expert search requests across multiple object types or hierarchy levels. The search results are provided in transparent hit lists and can be further refined in a subsequent step.


You can then conveniently distribute your information via digital workflows, internal links to the documents in the ECM system, or externally as e-mail attachments to collaborate with other enaio® users, employees, or even partners. Useful tools such as follow-up reminders and subscriptions further ease the workload of your employees.

  • Find information quickly via targeted index, full-text, and filing structure searches and thanks to clearly structured hit lists
  • Targeted document distribution via digital workflows for release and processing
  • Internal sending of document links
  • External sending of documents by e-mail (native, as PDF or ZIP)
  • Automatic follow-up reminder function
  • Subscription of automatic reminders about work items, new creation or changes to objects

enaio® Interfaces – Certified Variety

You can then conveniently distribute your information via digital workflows, internal links to the documents in the ECM system, or externally as e-mail attachments to collaborate with other enaio® users, employees, or even partners. Useful tools such as follow-up reminders and subscriptions further ease the workload of your employees.

  • Simple or audit-proof archiving of information and documents
  • Unambiguous proof of origin and authenticity by integrating an electronic signature
  • Clear control of access & authorizations in the network
  • Comprehensive logging of editing histories and processes

Archive and Protect Documents

The storage of information and documents in enaio® already fulfills the requirements of simple archiving. If information needs to be stored over the long term, audit-proof archiving provides best results. It guarantees compliance with all relevant laws and guidelines with regard to evidential and audit-proof archiving, authenticity of documentation, and compliance with retention periods.

enaio® empowers you to reliably comply with existing requirements regarding IT compliance and the GoBD accounting provisions.

  • Numerous interfaces to ERP, groupware, e-mail, CRM, and other specialist systems
  • Incoming mail is directly mapped to enaio®.
  • Direct storage and management of e-mails in enaio® from the e-mail application (e.g., Outlook)
  • The load on external systems is significantly reduced by outsourcing data and documents.
  • Display of context-based information from the leading system
  • Numerous import and export functions
  • REST and Web service interfaces

  • “We use the DMS to prevent the same document from being stored in different formats and at different locations in the system or even printed out several times and passed on as a hardcopy.”

    Peter Kühne
    Managing Director
    Lecos GmbH
  • “We chose OPTIMAL SYSTEMS because it integrates document management, archiving, and workflows into a single product.”

    Stefan Antholzer
    Head of IT
    Flottweg GmbH