DMS - Document Management System
What is document management?
Today, document management is generally understood as the archiving and management of document
that are hardcopy in an electronic system. Based on the motto of "don't search, find!", employees can
access any document that has been archived by abas Business Software. This is a substantial advanta
over paper archives. Frequently, employees have to pursue a convoluted path and look through several
folders when they require filed documents. Double filing is necessary if employees are to find their
information quickly, but it still would not always be certain that the documents would be found. A
conventional archive therefore costs many companies valuable resources such as labor, space and
money that could be productively employed elsewhere. abas Business Software DMS secures,
administers and organizes all information from various company documents in accordance with an
automated, digital process. Customers can therefore save important company resources such as labor
and the space required by conventional archives.
Quick and comprehensive document research options save employees a considerable amount of time,
and enable them to make fast and flexible decisions. abas Business Software DMS enables all docume
to be sorted, compared or organized depending on the requirements. Each employee has a complete a
especially reliable database of information. No telephone call, offer, or order needs to be postponed
because the information needs to be gathered. This new organizational flexibility increases a company’
competitive edge.
Archiving
• Secure and structured filing of all documents
• Automatic transfer of documents from ERP software etc.
• Scanning of paper documents
• Archiving office documents
• Archiving e-mails by the user, or automatically
Searching
• Index search, full text search or a combination of both
• Notation, mark-up and stamp functions
• Mapping of entire processes
• Clear and simple user interface
• Comprehensive rights management
Workflow
• Distribution of documents (automatically or through ad hoc workflows)
• Simultaneous editing by user and/or groups
• Clear and transparent
• Deadline monitoring and record of editing
• Complex release, account assignment and posting options
Document interpretation
• Reading out document information by template or free-form
• Transfer of recognized data for archiving
• Automatic check against external data
• Automation of entire business processes
• Extensive check/inspect and learning functions
Document management saves and archives the entire company’s information and optimizes the
company’s entire operational structure, representing a logical extension to abas Business Software. Ou
customers cite the following in answer to the question: What have you achieved by the introduction of
HABEL?
Advantages for sales
Clear and transparent:
All archived documents on a transaction are displayed through the “Sales order No.” or “Project No
From the customer inquiry to the invoice – regardless of which program was used to create the
document.
Shortcuts:
With fast access to documents using internal or external requests at the workstation, employees ar
spared the annoying trek to the paper archive.
Fast access to information – higher satisfaction:
Customer satisfaction is increased as sales employees can give customers the desired information
over the phone, thanks to efficient document retrieval.
Increased active sales time:
The clear reduction in filing and search times increases the time available for actively pursuing sale
Employees can focus more intensively on customer care and new acquisitions.
Reduction in costs:
Double filing, copying and delays in the flow of information are all a thing of the past, as every
employee has access to the same document from the time it’s archived.
Advantages for purchasing
Clear and transparent:
All documents on a transaction are displayed through the “Purchasing order No.” From the supplier
inquiry to the invoice – regardless of which program was used to create the document.
More time for important matters:
The clear reduction in filing and search times increases the time available for effective purchasing
processes.
Fewer queries:
Neighboring departments such as e.g. production and sales with the appropriate access rights can
recognize for themselves whether certain materials have been ordered.
Advantages for financial accounting
Security:
100% document security, because abas Business Software DMS makes use of a variety of control
functions that monitor the completeness of the documents (no posting without a document!).
Discrepancies are reported immediately.
Convenient document access:
The archived input or credit memo can be displayed immediately after posting in abas Business
Software.
Complete documentation:
Documentation relating to reminders is available as proof in debt collection actions.
Traceability:
Where there are queries on invoices, the entire billing process can be displayed by entering the
invoice number to check an adjustment of the payment arrangements.
Cash discounts:
Purchase invoices reach their “destination” more quickly and so can often be posted for payment w
a cash discount.
Advantages for production
Transparency:
By archiving business orders, the various work processes can be reconstructed at a later point.
Types of documents, search criteria and interfaces in abas Business Softwar
DMS
A standard installation is prepared by HABEL for archiving documents.
Document types in standard installation
- Sales request - Purchasing request
- Sales offer - Purchasing offer
- Sales order - Purchasing order
- Sales order confirmation - Purchasing order confirmation
- Sales call-off order - Purchasing call-off order
- Sales delivery note - Purchasing delivery note
- Sales invoice - Purchasing invoice
- Sales credit memo - Purchasing reminder
- Sales reminder - Purchasing credit memo
- Sales proforma invoice - Purchasing correspondence
- Sales correspondence
- PROD business order - Financial accounting posting document
Search criteria in standard installation
Company Article search term
Document type Article No.
Subdocument type Article name
Barcode Customer article No.
Document date Project number
Date archived Project description
Customer/supplier No. Currency
Customer/supplier name Net amount
Customer/supplier search term Gross amount
Postal code Info
Town Subject
Customer/supplier code Full text
Country ID Customer/supplier ID
Email Abas ID
Consultant Abas document ID
Document number Purchasing request ID
Third party document number Purchasing order ID
Purchasing request No. Purchasing delivery note ID
Purchasing order No. Purchasing invoice/credit memo ID
Purchasing delivery note No. Sales offer ID
Purchasing invoice/credit memo No. Sales order ID
Sales offer No. Sales delivery note ID
Sales order No. Sales invoice/credit memo ID
Sales delivery note No. Article ID
Sales invoice/credit memo No. Project ID
Interfaces in standard installation
COLD archiving for documents from abas Business Software
Exchange of master data (customer master, supplier master, article master)
MS-Office
MS-Outlook, Lotus Notes, Tobit, Thunderbird
Scanning documents (hard copy documents)
More document types and/or search criteria can be integrated with the purchase of the
abas Business Software DMS upgrade.
Matrix
It is not necessary to create specifications for the installation of the standard scope of supply of abas
Business Software DMS, as the document types and search criteria are already defined.
If there is an upgrade to more document types, search criteria, modules, workflow etc., specifications ar
created together with the customer. When creating specifications for the introduction of the abas Busine
Software DMS, future procedures as well as requirements for document types, search criteria etc. are
gathered. The duration of the task is calculated by abas’ software partner in accordance with the
requirements set and invoiced to the customer.
The matrix today forms the most important part of the configuration and arrangement when creating
specifications. This takes the form of an Excel table providing information on:
databases to be set up
document/sub-document types to be set up
field names
mandatory fields
position fields
master data and combo boxes
source of the document
organizational information
abas Business Software DMS service specifications
The scope of supply is recorded by ABAS Software AG in the service specifications. The following
description serves to provide a more precise clarification of the scope of supply until the completion of t
service specifications.
COLD
automatically archives the documents listed in the scope of supply from the abas Business Software.
CONNECTION
Integration of retrieval into the abas Business Software info system. The search can be started directly i
DMS in the abas Business Software.
SCANNING
Allows paper documents of the named document types in the scope of supply to be scanned in.
BARCODE
Automatic barcode reading during scanning and linkage to the scanned document.
HOST
Automatic assignment of index data (search criteria) from abas Business Software. Assignment of the
index data to the scanned documents is done using the barcode number.
USER MANAGER
User or group-related access control for searching and workflow. Authorization can be issued for examp
according to document group, company, client, subdocument type, and any freely-definable fields in the
database such as cost center.
ARTICLE MASTER
Integration of the article master in the abas Business Software DMS. When the article number or
description is entered, the remaining fields are automatically filled. The article master is made available
regular intervals from the abas Business Software and automatically updated.
CUSTOMER/SUPPLIER MASTER
Integration of the customer/supplier master in the abas Business Software DMS. When manually indexi
incoming documents, the remaining fields are automatically filled in by entering the customer/supplier
number, or the customer/supplier name.
E-MAIL CONNECTION (MS OUTLOOK, TOBIT, MOZILLA THUNDERBIRD)
Interface for integrating HABEL software with your e-mail program. E-mail can be directly archived and
searched via a function key or menu. Any attachments are also automatically archived in the backgroun
If desired, the complete original mail or individual elements (attachments) can be automatically deleted.
Using Outlook and Thunderbird, e-mail can also be archived in its original format so that it can be
processed further after the search.
DATCOLD plus
For indexing, administering, and searching all documents in their original format such as doc, xls, odt, o
pdf, jpg, bmp, CAD formats, ppt, zip etc. Archiving can be done in a number of ways:
- Expansion of the Windows pop-up menu with “Send to”
- Definition of an import directory from which the files to be archived using the HABEL application are
archived
- Assignment of files (e.g. attachments) to existing archiving processes using Drag & Drop
- Checking documents created in MS Office in and out using the function button. The documents are
displayed in the respective original program.
ARCHIVE PRINTING
For archiving all electronically-created documents (MS Word, MS Excel, OpenOffice.org Writer,
OpenOffice.org Calc etc.) using a virtual printer. The transfer to abas Business Software DMS is done i
TIFF format. Settings can be configured for different resolution, formats and color.
AUTOJOB
Time-controlled, automatic processing of all programs. Log of program activities. If desired, printed out
sent to e-mail recipient(s).
TRANSFER
Data transmission to a responsive optical medium, media control and administration for correctly archivi
documents.
E-MAIL DISPATCH
A searched document is sent via e-mail. It is also possible to send individual pages. A MAPI-compatible
client is needed.
NOTE PLUS
Attachment of notes and text addenda (even at source) that can be placed and displayed at a freely-
chosen site on the document. There is a setting to automatically include the user name and creation da
in the note. Additional editing and text marking function to cover or mark passages on the document. Yo
can use integrated version administration to make changes by outputting the date, time and user name
the processor.
PRINT INFO
For printing out the information field when archived documents are being printed.
CORRECT
Enables the index data in the database to be updated and corrected within the search.
COUNTER FIELD
Serial numbering of the documents in a freely-definable index field when archiving by SCAN or ARCHIV
PRINTING. The meter function can control the number ranges as a function of the company, document
type, etc.
SCRIPT for searches
Calling external applications such as e.g. ERP from the hit list. The pop-up menu is opened in any
database field inside the hit list. After selecting the application (ERP, financial accounting etc.) a script i
run which displays the process in the external application. Any database contents can be sent to the
external application. The scripts are controlled depending on the company and type of document of the
selected process and the particular database field. Optional user scripts can also be configured. The
creation of scripts is done on the basis of a joint definition and is billed according to time spent.
FULL TEXT
A full text search for index-independent searches in the abas Business Software DMS. The following
search variables can be used: "and", "or", "and not", "*", "~". The hits are also colorized in TIFF
documents.
SEARCHING
It is only possible to call the HABEL search mask to search documents archived in abas Business
Software DMS through the abas Business Software. HABEL has disabled the separate start-up of the
HABEL RETRIEVAL (HPHAB200) on the client. This ensures that there are only as many users of abas
Business Software DMS as there are CC licenses for abas Business Software.
