Search
The Documalis EDM, in full web mode, allows you run full text searches of content, dates, filing plans and metadata...
Tracking
Digitised mail is tracked from its capture or scanning by Documalis software. At each stage of processing (OCR, OMR, conversion to PDF), tracking information is added to the ZDOC normalised document container.
Acquisition - Scanning
The Mail solution integrates software for scanning incoming mail, to be scanned by the unit or in batches. More importantly, it allows for automatic collection of incoming faxes and emails via digital network fax-copiers or by reading a specific mailbox.
Document enrichment
Documalis Express gives you the ability to enrich your mail using stamps, annotations, comments and digital signatures. All this information is automatically linked to the document and will be available during a search in the Documalis Express EDM
Mail dispatch dashboard
The Mail solution includes a scanned mail dispatch screen accessible from the user workstations authorised to dispatch documents globally, to departments and then within departments among individuals.
Ergonomic interface
Documalis Express interfaces are ergonomically designed and very accessible. Drag and drop comes into its own with Documalis Express! Virtual in-trays displayed on your desktop will save you precious time!
Outsourced mail preparation
Documalis Express lets you automate the outsourced preparation of your mail. Write your correspondence in any text editor, drag it into the pre-defined mail in-tray and your mail will be automatically delivered by the postal service to the recipient
And much more
- Scanning incoming mail in batches with dividers
- PDF, OCR and automatic recognition of internal recipients
- Predefined or dynamic information distribution routes
- Tracking and compliance with the standard AFNOR NFZ42-013 rev.2009.
- Visual alerts and reminders on upcoming time-outs
- Secure archiving in the Documalis EDM + electronic safe,
- Follow-up actions for mail: to read, for information, to reply to...
Storing in the EDM
All documents created or modified in the collaborative drafting step are stored in Documalis Document Management from their creation. They are available by a direct research in the EDM for persons entitled at any step of the redaction workflow. The final storage of validated documents is configurable in the Express Solution through indexes.
Setup Wizard
Documalis Express version includes a quick setup wizard for user's creation and departments of the company. The specific page for outgoing mails workflow, allows you to check easily the users that have a « redactor » role and those belonging to documents « validators ».
Essential features of collaborative redaction to retain:
 Document templates
In Microsoft Word, Excel or RVF internal with variables substitution and categories storage depending on concerned department.
A predefined Workflow
With predefined redactors and validators roles corresponding to most of the mails to redact in the company.
A secured storage in the EDM
To store your important documents from the beginning in a secured area of the EDM and move in the applicative baskets.
Traceability and versioning
Of all your important documents with user's comments and supporting documents related to the document.
A system easy to setup
With the setup wizard integrated to Documalis Express, 2 hours are enough to create 20 users and setup the outgoing mails flow related!
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The collaborative drafting
Documalis incorporates collaborative drafting advanced features in its processing basket directly available on business users workstation on Windows. An editor type word processing is integrated to the basket in addition to control Word and Excel.
Documents templates
To simplify and standardize the drafting of outgoing documents, Documalis solution integrates the use of document templates in Microsoft Word, Excel or Word processor integrated RVF, categorized and available to outgoing documents drafters.
Workflow validation and signature of documents
Automated processing of outgoing mails and response to incoming mail exploit a predefined standard workflow in Documalis Express version, including users with predefined roles of « Editors » and « Validators ».
The editors are responsible for responding to a mail, or creating new documents, and submit them to one of the validators allowed for review, correction, notice, signature, approval or final rejection. Several trips are possible between redactors and validators in the collaborative step that freezes the document and place it in the outgoing mail storage.
The final documents can be converted to PDF and electronically signed with a signing certificated integrated to Documalis (free) or by using an external certificate with probative value (fee) provided by a trusted third-party such as ChamberSign, Certeurope, Verisign, Twate…
Functional schema of normalized flow of redaction and validation of outgoing documents in Documalis Express Solution
Attachments, indexes, document management and versioning
Documalis integrates the concept of attachment joined to the main document and moved between persons through the workflow and the users basket. This allows you to access the original application, third-party opinion, supporting documents during redaction steps and main document validation. These attachments will remain attached to the document at the document management step, even after validation and final document edition.
Indexes can be defined in the collaborative redaction process, in order to index the document more accurately in the EDM for further research.
These indexes can be used to determine a specific classification for documents validated in the EDM.
During redaction steps, the documents are directly available through through the treeview research, in the EDM directories of « Redaction » or « Validation » of outgoing mail.
Documents draft through the collaborative workflow are subject to an automatic versioning in the EDM after each modification by one of the allowed users. It is therefore possible to return at any moment on a previous version of the document or view the various drafts and related comments, which led to the final document redaction.
Approval workflow routing
Do some of your invoices always follow the same approval route? Create an approval workflow using our Designer, by just dragging and dropping! Workflows are triggered automatically upon recognition of an invoice or they can be triggered manually, it's your choice.
Scanning of invoices
Documalis offers solutions for invoice flow capture at the source through its scanning terminals, capture software on high-volume production scanners, and solutions with integrated scanners. Electronic documents, PDFs or email attachments can be easily injected into the invoice processing route thanks to the Documalis collection in-trays.
Inspections
Automatic inspections per unit and overall for values extracted on invoices, visual inspections and correction of readings by the user (post-indexing)... Documalis Express allows you to ensure the highest quality of accounting information is available in your management system.
Optical Mark Recognition (OMR)
The OMR process allows for supplier identification and extraction of useful information from the document. Documalis has several zoned OMR technologies, contextual or statistical for identification and typing of scanned documents (pattern recognition engine, keyword extraction, text string analysis engine, etc..). These OMR technologies can be used singly or together for even greater precision.
And much more
- Professional scanning in batches with separators on touch-screen.
- Transforming images into PDFs with integrated OCR.
- Stamps, annotations, comments, and PDF digital signatures .
- Generation of integration files for accounting software.
- Search by full-text content, date, metadata…
- Tracking and compliance with the standard AFNOR NFZ42-013 rev.2009.
Exemple de dématérialisation
Documalis allows you to gradually work through the steps for digitising corporate documents. Below are the 3 essential steps for the complete digitisation of payslips:
• Step 1: delete the internal print copy with automated integration of payslips in PDF format in the "Payroll-HR" EDM
• Step 2: outsource the printing, enveloping and sending of the still-printed employees payslips.
• Step 3: completely digital version for employees who have accepted this option, including electronic signature and deposit in an electronic safe with evidential value.
Acquisition
Documalis Express includes professional scanning software for paper documents (signed employment contracts, correspondence, supporting documents, etc.). COLD processes and virtual PDF printers allow direct capture and automatic integration of new PDF documents: newsletters, electronic work contracts, social security reporting online...
Workflow
Documalis Express includes a workflow tool that is simple and efficient, natively integrated with the EDM for additional requirements: employee holiday requests, expense approval route, job applications, CV libraries and qualification monitoring... It's up to you how you wish to create workflows that match your information routes!
EDM and Searches
Documalis is a complete document management system that uses the latest technology for document searches. You choose the search mode that best fits your workflow: Full text search for a word, a date, search according to a filing plan, an index search, visual search for document thumbnails... Searching in the Documalis EDM, natively designed for web mode, only requires a web browser on the user's machine.
Automatic classification
Documalis Express provides pragmatic solutions for automatically classifying documents. The OCR and Full Text Search enables you to, for example, quickly find documents by their content, a range of dates, etc. ... As for OMR (Optical Mark Recognition and Reading), this allows you to retrieve information (name, ref number, date, amount,...) and to automate captured document storage in themed folders. Documalis Express combines these different technologies to reach optimal classification performance!
And much more
- Secure access to confidential documents by managing access clearances for the Documalis EDM and the option of storage in an "electronic safe" from a trusted third party.
- Compliance with the standard AFNOR 42-013 and the 2009-526 Act on the digitisation of documents and the development of electronic payslips in France, from May 12, 2009.
- Post-indexing screens simplify index entry by visualising PDF documents after OCR, face to face with the items to be entered by copying and pasting or dragging and dropping.
- Documalis also has a version for accounting firms, allowing the collection of payroll items, automated routing of newsletters and direct interaction with customers.
Scanning in batches
Documalis Express natively supports the concept of "batches", essential to ensure the productivity of those staff in charge of scanning. The separation of batches can be controlled by the user on loading the scanner, or automated by adding an automatic separator page, bar codes, a patch…
Quality monitoring
Documalis Express checks the integrity of batches of documents throughout the processing chain. These industrial procedures for processing documents are auditable and compliant with standard NZF 42-013, mandatory for legally holding PDF/A scanned documents.
High volume capture
Documalis Express enables homogeneous or heterogeneous high volume document capture, including the latest technology in document recognition and automatic separation.
Output connectors
Documalis Express has its own application integration engine (AIE-ETL integrated documentation) for filing documents generated into major EDM, CMS or portal market solutions: MS SharePoint, Documentum, Filenet, Alfresco, Nuxeo, Tipo3…
OOCR, OMR, digital signatures and "intelligent" PDF
Documalis Express provides pragmatic solutions for automatically classifying documents. OCR and Full Text Search enables you to, for example, quickly find documents by their content, a range of dates, etc. ... As for OMR (Optical Mark Recognition and Reading), this allows you to retrieve information (name, ref number, date, amount,...) and to automate captured document storage in themed folders. Documalis Express combines these different technologies to reach optimal classification performance!
