ELO
office 8.0
Small Business Solution
Software for
ELO
office 8.0
Competence from Tradition
ELO
office 8.0
Document Management and Archiving
More P
ower for your Processes
Innovation needs values
ELO Digital Office GmbH develops and sells software for the areas of digital archiving, electronic document management and workflow. As one of the leading *ECM/DMS software vendors, ELO has branches worldwide in addition to its headquarters in Stuttgart. ELO emerged from the Louis Leitz Group and has been an independent entity since 1998. With the product family ELOoffice,
ELOprofessional and ELOenterprise, ELO covers the various needs of companies
of all sizes in the market.
All ELO products are “Made in Germany”, being developed entirely in Germany. For ELO Digital Office GmbH, “Made in Germany” stands for quality, reliability and high standards. The company image is characterised both internally and externally by customer focus and stability.
The following overview shows the breakdown of operations which successfully use ELOoffice for their day-to-day work. ELOoffice sets the benchmark in the area
of document management for individual workstation users as well as small to medium-sized companies. It is geared specifically to their needs.
>> Screenshot: Distribution of ELOoffice users in the market
49% Small and medium-sized companies (SMEs) 27% Freelances
9% Large companies / Groups 5% Public authorities 10% Other
Small businesses, artisans, filling stations, IT service providers, new media Medical practices & pharmacists, lawyers & auditors, engineering/ construction and planning offices, finance and insurance Large companies and groups Local councils & government institutions
Secure Archiving
Fast and efficient work is a decisive factor nowadays in a company’s success. One aspect of this is the management and archiving of electronic documents. The rapid growth of electronic documents in business has led to increased demand for secure storage.
The specifications for long-term and verifiable retention and deletion of electronic documents and information are currently regulated by various laws and regulations, such as GDPdU, HGB, AO and the generally accepted principles of computer-based accounting systems. It is therefore just as important for small and medium-sized businesses as for large groups to comply with the legal requirements. Today, intelligent software tools like ELOoffice are at
the user’s disposal for this purpose. They manage information much better than was ever possible in the past with paper, folders and filing cabinets. Business documents can be managed more quickly and efficiently electronically.
The advantages are obvious: Invoices, business correspondence and notes are moved off the desk into the PC, and are stored securely there. Thanks to previously created archive structures and intelligent search mechanisms , the documents can quickly be found again.
Familiar work
Everyone knows how to deal with archives, filing cabinets, files and index files. These familiar folder mechanisms have been applied in ELOoffice, and
underpinned with intelligent technology which enables a powerful range of functions. ELO runs continuous usability tests to ensure user-friendly application of the software. It can be used at once, without time-consuming training. Using their mouse, users can navigate in the file structure, open folders and leaf through documents.
Search mechanisms ensure that even with very large document volumes, the required information is found in a flash. Whether they are scanned paper documents, faxes or Microsoft Office files, ELOoffice
provides the user with a clear overview. The result is greater transparency and faster access to information for day-to-day work, saving both time and money.
Secure a competitive edge with ELO
office
ELO
office 8.0
Easy information entering
Easy paper scanning
Powerful scanning functions allow burdensome mountains of paper to be quickly transferred from the desk to the ELO archive in a digital format. Scanning paper documents provides you with comprehensive view of all the documents. The ELO Twain interface (a specific standard for scanners) lets you use different manufacturers’ scanner systems with various performance levels. Various scan profiles, image enhancement and automatic archive options are just some of the functions that ELOoffice offers for document scanning.
ELOoffice directly supports the Microsoft Office, StarOffice and OpenOffice.org
packages, thereby enabling smooth management and archiving of documents. Documents can be archived, researched, and opened for processing from the application concerned, all at the click of a mouse.
For long-term archiving, any document can be saved in the archive via the ELO-TIFF or ELO-PDF/A printer. The global standard formats ELO-TIFF and PDF/A offer two significant advantages in combination with ELO: Firstly, the storage of documents in a format that cannot be modified; and secondly, the document can be read many years’ later, without being tied to a specific program or format.
ELO
office 8.0
„We have managed our document flow in ELOoffice for a good ten years now, and cannot imagine working without this software. ELOoffice is ideal for small and medium-sized enterprises in particular, but also for private users.“
Filing & retrieval
Rapid retrieval - not slow searches. ELOoffice provides
you with outstanding search functions, which save valuable working time. The central component is a powerful database, which enables documents to be retrieved in an instant, even with large volumes of data. ELOoffice lets you define your own storage and
search forms. For an invoice, for example, users can enter the invoice number or project number in the index form, and find the invoice again later with this exact information. A further helpful function in ELOoffice is the option of automatic keywording of
filing information with the ELO Connector.
The user defines zones, which can contain for example invoice numbers. The OCR then automatically reads the zone on the invoice, and copies the values and the assignment into the keywording form. This function speeds up document filing considerably.
In addition to the search in the keywording, ELOoffice
also includes a full-text search for terms contained in the body of the document. Found locations can be highlighted in colour, as required, for rapid orientation. The full-text search looks for terms both in text documents (DOC, PDF etc.) and also in graphic and scanned documents (TIFF, PDF/A). Search requests are saved, so that they can be used again repeatedly.
It is also possible to search for terms without knowing the exact spelling. The fault-tolerant search in ELOoffice allows you to find the document you
want, in spite of typing errors and spelling variants; writing the name Thompson without the “p” instead of with one.
Use
· Auto-archiving · Image enhancement · Individual scan profiles · Full-text search
· Long-term archiving with ELO-TIFF and ELO PDF/A · Microsoft Office, StarOffice, OpenOffice.org are supported · Standardised interface
· Different search / filter functions
· Definition of personal storage and search forms · Automatic keywording for rapid document filing
Intelligent filing & retrieval
ELO
office 8.0
Flexible e-mail management
E-mail is one of the most important means of communication today. However, e-mail systems are not suitable for storing large volumes of data, and managing them for years. The user has to struggle with overflowing inboxes and falling operating speed. One solution is to integrate the e-mail into ELOoffice. This
reduces the load on the e-mail system, and achieves the flexibility necessary for progressive office work.
With the special integration in Microsoft Outlook, ELOoffice offers the convenient
option of direct archiving of e-mails and other Outlook objects. The system supports both the synchronisation of individual Outlook files and selective manual filing in the ELOoffice archive structure.
In synchronisation, users can define filing folders in Outlook as required, and move the e-mails for filing into them by filing rules. All e-mails in the folder are then automatically archived by ELOoffice with the synchronisation command.
In manual filing, the user decides which e-mails should be archived when, and where. One of the major advantages of this is that the e-mails can be filed according to the project. With just a click on the relevant ELOoffice icon in the
Microsoft Outlook toolbar, the e-mail is transferred with attachment into the ELOoffice archive. ELOoffice automatically adopts existing search terms, such as
sender, addressee or subject. Once the e-mail is filed in the archive, it can be managed in ELOoffice like any other document (task reminder, version history etc.).
Modern communication
Project-related e-mail filing
Working in a team
Teamwork can be arranged very easily with ELOoffice.
ELOoffice has network functionality, enabling several
users to work on one and the same archive at the same time and manage their documents there. If a user has checked out a particular document from ELOoffice, this is visible to other colleagues. They
can view the document, but it is protected against conflicting editing - until it is checked in again. The CheckIn/CheckOut function ensures that no change conflicts arise when documents are jointly processed.
The central ELO database also makes it possible to forward input documents to other team members during processing. In order for important documents and processes are not forgotten, they can be time-controlled with the help of the Task reminder function. It is possible to set tasks for yourself and also for colleagues. Transparent and timely working is thereby ensured.
The ELOoffice version management provides a
record of who changed each document, and when. If the user is not satisfied with a change, then he can simply restore the previous version, provided he has the corresponding rights.
ELO sticky notes and voice notes
For still more flexibility, ELOoffice offers the option of
attaching sticky notes and voice notes to any document as wished. This option has many uses. Sticky notes and voice notes can be attached to a document as instructions, or to point out significant circumstances that cannot be seen from the document itself.
E-mail archiving
· E-mail archiving with Microsoft Outlook Integration · Automatic E-mail filing by synchronisation · Manual project-related filing
· Automatic transfer of search terms from the e-mail
Teamwork
· CheckIN/CheckOUT function prevents change conflicts · Task reminder function for time-controlled projects · Version management: Documentation of the changes to the document
· Restoring of individual editing states
· Sticky notes: General or private sticky note or stamp · Voice notes
The right communication
ELO
office 8.0
Comprehensive security
Security in the archive
In group work as well as in day-to-day handling of the data, the documents in ELOoffice can be protected by means of user and code management. In addition,
particularly confidential documents can be saved with an integral 128-bit encryption algorithm. All data is thus protected if the PC or notebook should fall into the wrong hands.
Intelligent checking mechanisms
Your documents are held securely in ELOoffice. When a document is archived in
the ELOoffice archive, a checksum is formed for the document contents, and
saved with the document as a test value. This information can later be used to show whether the document is still identical to the original.
Ready for the operational audit
The tax authorities have done tax audits based on the GDPdU regulation since 1 January 2002, with tax-related documents being requested in electronic form and digitally checked. With the help of the Export function in ELOoffice, archives
can be exported very simply, as a whole or in part, for burning onto a CD or DVD. The ELO viewer (display program) is included free of charge, to enable the recipient to navigate easily and search in the folders. (For further information, see the download area at www.elo.com)
Electronic signature
If documents are digitally signed, the signatures are also included in the archiving in ELO. For the signing of documents and the checking of digital signatures, it is possible to connect the corresponding hardware and software to ELOoffice. The
user can quite easily electronically sign documents in the ELOoffice archive, or
check the signature on a document for correctness. It thus becomes very easy to manage signed electronic invoices in particular.
„What I especially liked was the automatic filing of documents, and the support that I received as a user from the program. For my own work organisation, a major step forward.“
Expand the tried and
tested with add-on
modules
Together with ELO partners, ELO endeavours to customise the software to the individual requirements of each business. The comprehensive partner network provides ELO with detailed industry knowledge, which is included in development. ELOoffice therefore offers tried and tested add-on
modules to give the solution that fits your business perfectly. You can find a list of the modules and interfaces between ELO and the customary sector systems, on our web pages at www.elo.com.
Flexibility
ELO tests the user-friendliness of the software at regular intervals in a dedicated usability laboratory. The aim is to deal in the best way with the needs of customers using the DMS solution. The main functions should be very easily accessible to the user, who should be able to use them at once. ELOoffice has grown over the years with customers’
requirements. There are thus options for adapting the software for specific sectors. In spite of the ease of use, ELOoffice offers a very wide range of functions.
In addition, the powerful ELOscript interface allows
for further individual function expansions. Scripts can be created for adaptation to specific tasks and for automating workflows. An environment for testing in-house programs is supplied as standard by ELO.
Training courses
For customers who want to get involved more intensively and comprehensively with the ELOoffice
topics, we offer ELOoffice end customer training
courses. The functions of ELOoffice are explained
simply and effectively, along with their optimal practical use.
(You can obtain further information at www.elo.com)
Support
With your purchase of ELOoffice, you have acquired
not only a high-performance product but also reliable support. ELO Digital Office GmbH puts great importance in assisting customers regarding questions about the product, even after their purchase. So naturally we offer you competent support for all technical questions relating to ELOoffice.
Individual solutions
Security
· Rights assignment with user and code management · 128-bit encryption algorithm
· Checksum function
· Export to portable storage media · Electronic signature (optional)
· Program enhancements from add-on modules through our partner network
· Function expansions with ELOscript
Training courses
· Training courses for intensive usage
Technical support
· Competent support on all technical questions
At a glance
ELO
office 8.0
Constant enhancement and high standards
Software is generally subject to a continuous development process. This is fundamental in order to ensure that the functions meet the changing requirements of the market and hence of the user. Customer surveys are carried out regularly for this purpose. The results are continuously incorporated in the next release of ELOoffice. ELOoffice Support also works closely with the Development
department. Support receives direct feedback from the ELOoffice users, and can
pass on their ideas to Development. In this way we aim to ensure that the ELOoffice functions meet our customers’ requirements, and provide optimal
support for the work processes in practice.
New, more intuitive user interface - The menu structure of the
new user interface has been adjusted. The ELOoffice functions are now
much more quickly and easily understood by the user. Different colour schemes can also be selected for individual appearance.
Lots new in ELO
office 8.0
„As a journalist I have been organising all my searches and documents with ELO for some time now, and in particular the combining of different documents permits a clearly arranged organisation of my old articles and the related material.“
Horst S. Unke, freelance journalist
Checksum test - ELOoffice ensures a high
standard of security with the checksum check. When a document is archived, a checksum for the document content is automatically calculated in the archive. This information can be used later at any time to tell whether the document is identical to the original.
Sending documents as PDF - Any
printable document can be sent directly from ELOoffice in PDF form, without being
converted in the archive. The conversion takes place in the sending process. This ensures that the document is shown to the recipient as a PDF file, regardless of the form in which it is held in the ELOoffice archive.
Conversion to PDF/A format - For
long-term archiving, it is now also possible to convert documents to PDF/A format. With PDF/A as the ISO standard for long-term archiving, businesses have the certainty that their documents will remain readable for decades.
Direct search - With the direct search, the
user can search all documents for one term. It is immaterial whether the term is in the keywording, the full text or the version comments - all hits are listed.
Saving digital signatures - If documents
are digitally signed, the signature is also stored in the ELO archive during archiving. In the archive view, these documents can be recognised by the signature icon in the sticky notes line. This is essential primarily for invoices, as the tax office only accepts the deduction of input tax from electronic invoices etc. if these have been given a qualified digital signature, and a test report has been created for this signature.
(This statement refers to the legislation of the Federal Republic of Germany.)
Documents in the mailbox - In addition to
TIFF documents, PDF documents can now also be joined or split in the mailbox. This is useful if an MFP scanner delivers PDF instead of TIFF documents, and these have to be separated into individual documents or combined in multipage documents.
New functions
· New intuitive user interface · Checksum test
· Send documents directly from ELOoffice 8.0 as PDF · Convert documents to long-term storage format PDF/A · Direct search: comprehensive search within the ELO archive · Saving digital signatures
· Document handling in the mailbox: PDF documents can be joined and split
At a glance
ELO
office 8.0
Lots new in ELO
office 8.0
Automatic pre-keywording - In the index form it can be specified for
the storage lines that their contents should be obtained from the file information. General information such as the file name, the date or the file size can be used as the source. Certain information that the Windows Explorer displays under “Properties” can also be selected, e.g. the author or title. With JPEG files, the available EXIF information can also be read out automatically. And for scanned TIFF files, the complete full text can be used to support the keywording.
Stack keywording in the mailbox - The benefits of keywording support
can be further increased with stack keywording in the mailbox. When stack processing is activated, a streamlined dialog is called. The user can simply enter the keywording, with the document content completely in view. The complete mailbox list can thus be processed, without the need to call the keywording dialog again each time.
Creating task reminders when filing - It can be specified for filing
documents that a task reminder is automatically created when filing. Thus in invoice filing, a task reminder can be generated automatically for checking the payment period.
Displaying of ZIP files - The contents of ZIP files can be viewed directly
in the Preview window in a tree structure. Individual files can also be displayed or saved, without the need to check the document out first.
Slide mode - ELOoffice 8.0 now has a simple slide show mode. Selected
documents/images can be displayed successively in full screen mode.
„As an independent accountant I act as a business consultant, and handle the posting of ongoing business transactions and the preparation of the ongoing payroll accounting for my clients. By using ELOoffice, I can achieve a clear organisation of the administrative workload, arising from working together with several tax consultants, in the form of client files. I am delighted above all with the ease of use.“
New functions
- Automatic keywording - Stack keywording in the mailbox - Create task reminder when filing - Displaying of ZIP documents - Slide mode
- Voice notes for a document - Extended document support - Automatic adaptive filing wizard - Automatic creation of filing path - Dragging & Dropping of documents
At a glance
Voice notes for a document - A voice note
can now easily be stored as an attachment to a document. This option has many uses. Firstly, voice notes can be attached to the document as instructions, and secondly they can point out important instances that cannot be seen from the document itself.
Extended support - ELOoffice 8.0 now
supports the full-text search in documents in the new file formats for Microsoft Office 2007 and Staroffice 8/OpenOffice.org 2. These can therefore also be found quickly in the ELOoffice archive.
Adaptive filing wizard - This new feature
saves a great deal of time when archiving. The user files a document type (index form) and ELOoffice automatically suggests an intelligently
chosen filing location. There is no need for the user to define a specific and complicated filing clause.
Automatic creation of filing paths - It
can be specified in the index form that the index filing occurs even if the filing target was not found. In this case the missing folders are automatically created. Automatic filing using the index information offers a quick way of saving documents whose filing location can be determined from the keywording.
Dragging & Dropping of documents -
Documents can be dragged directly from the archive view, the search view or the mailbox to a Windows Explorer window or the Windows Desktop with Drag & Drop.
ELO
office 8.0
Geared for success
High investment protection
With ELOoffice you gain a simple and cost-effective software solution, which
provides exactly what is needed for day-to-day work in a small business. On the other hand, an ECM/DMS solution for large enterprises needs a much more complex requirements profile. Important factors here may include the targeted editing of large quantities of documents and the management of large numbers of users. With the DMS solutions ELOprofessional and ELOenterprise, ELO Digital
Office primarily covers the needs of the medium-sized and large companies on the market. All three solutions can be migrated among themselves. The user can upgrade to the next version up at any time as necessary. For you, this means high investment protection for your company if there is major growth.
Powerful partner network
Over the years, ELO has built up a powerful and comprehensive network of partners at home and abroad. This is the best guarantee that you will receive not only innovative technology, but also individual and competent service. You will obtain the greatest benefits when the solution is optimally matched to your own individual business processes. You can obtain ELOoffice from our certified
ELOoffice channel partners. Thanks to comprehensive training, continuous
development and certification, our partners have sound knowledge of ELOoffice
solutions. With a network of 300 dealers throughout Germany, support is guaranteed for our ELOoffice end customers. To find your nearest ELOoffice
channel partner, go to our website at www.elo.com.
„Since we have been filing our invoices with ELOoffice and can view invoices, delivery notes and orders together using a simple script, I save at least half an hour a day consulting our accounting files.“ Werner Simmel, Garage tenant
Function overview
· Up to 4 possible archives each with 200,000 documents · Up to 15 archive levels
· Networking for up to 10 users
· Archive data filing possible on all common network systems, e.g. Windows Server, Novell etc.
· One ELO licence per workstation is required · Profile management for local archives and archives in the network
· Over 40 directly supported file formats, such as TIFF, BMP, JPG, PDF, HTM, WAV, MPG, AVI, ZIP and other common formats, as well as a number of PC documents via OLE 2.0 interface, e.g. DOC, XLS, PPT
· Low space requirement for scanned documents after PDF and CCITT Fax G4 compression, average ~50 KB per b/w document
· Any mobile exchange of archives (e.g. with CD, DVD, USB stick, ZIP drive) using export and import function between PC systems (e.g. laptops)
· Document and file import by Drag & Drop · 128-bit document encryption
· Any data exchange via the Windows clipboard
· Import of fax and network documents via the mailbox · Import of e-mail by direct Microsoft Outlook connection · Document dispatch as e-mail directly from the program · Up to 50 possible index fields for keywording a document type, 200 document types in an archive
· Free form creation for any desired document type with support of wizard
· Keyword lists, global and related to document type
· Affixing of sticky notes, comments and stamps to documents in the archive
· Thumbnail preview in the work areas “Archive” and “Search” · Searches within TIFF, PDF and Office documents through the full-text database
· Documents can be combined with video and voice
Technical data ELO
office 8.0
· Direct search in all index information and full text · Automatic filing with adaptive filing wizard · Transfer of EXIF data from digital cameras
· Separate scanner settings for certain document types · Document display with continuous- adjustment zoom 200%, any rotation at 90°angle, and full screen mode with integrated preview function of multi-page TIFFs
· Integrated OCR software ABBYY Finereader for text recognition in all displayable image files
· Configurable toolbar, programmable with a macro and script interface
· The integrated ELO-TIFF printer and ELO-PDF/A printer are special printer drivers which enable you to save your documents in TIFF or PDF/A format in ELOoffice, directly
from any printing application
· Reorganisation mechanisms for database and documents · Comprehensive report function, e.g. system info, task reminder / mailbox report and system diagnostics report
System requirements
Minimum:· CPU with 1 GHz, 512 MB RAM · DVD-ROM drive
· Screen resolution XVGA (1024 x 768) with 24-bit colour · Operating system: Microsoft Windows XP, 2003 or Vista · Program: 700 MB available hard disk space
· Additional disk space for archive:
Approx. 1 GB per 20,000 b/w scanned pages Optional:
ELO
office - „Simply better organised“
You can obtain ELOoffice from your qualified software dealer:
ELO Digital Office GmbH Heilbronner Strasse 150 70191 Stuttgart Internet: e-Mail: Phone: www.elo.com [email protected] +49 711 806089-0 Headquarters Germany
