ELO for SharePoint

ECM functionality for Microsoft SharePoint 2013

More functionality for greater effectiveness

ELO ECM for Microsoft SharePoint 2013
The ELO Enterprise Content Management (ECM) systems offer all necessary functions to
effectively manage and control information throughout its entire lifecycle. ELO enables you
to automate all of your corporate processes, ensure compliance, supply
information across locations and provide for transparent business processes. The seamless
integration of the Microsoft SharePoint Server 2013 with the scalable ELO ECM
platform provides you with the full ECM and collaboration management power of both
systems. By linking the SharePoint information portal with the ELO ECM platform, you can
improve your data storage, optimize processes, increase transparency and thus generate
real business advantages.

Enterprise Content Management · Document Management · Archiving · Workflow · www.elo.com

ELO for SharePoint
ECM functionality for Microsoft SharePoint 2013

Comprehensive information management

Solid information management achieves optimal economic results. Information is a
crucial element in building customer relationships, creating innovation, and promoting
teamwork. It is therefore all the more important that your IT investments in information
management achieve the best possible results. Above all, business applications must be
linked together seamlessly without this resulting in interface problems and media
discontinuity.

The powerful information and document platform

Microsoft SharePoint 2013 is a sophisticated system platform to create business
solutions, particularly in the areas of collaboration and teamwork management. This
platform, however, is only one element of a complete system solution. It only becomes
a complete solution for a comprehensive business process-oriented IT environment
when it is combined with the ECM functions in ELO.

The ELO ECM system environment is seamlessly integrated into SharePoint through the
use of Web Parts. The Web Parts ensure that users are able to access all ELO ECM
functions through SharePoint, including managing workflows and the repository. The
ELO repository acts as the central repository back end in which all corporate knowledge
is consolidated. As a Web Part, ELO integrates easily via drag-and-drop into the familiar
portal environment of SharePoint.

Enterprise Content Management

Each user may individually customize the Web Parts DocLibrary filing
to see only the information relevant to that user. The ELO for SharePoint is able to file all documents, easily
following options are available: and legally compliant, from the document libraries.
The documents are filed from SharePoint based on
• Access to and navigation through the rules for each document type, either manually or
repository structure fully automated. The process takes document types
• Comprehensive and qualified document and document versions into account, and depending
search on the configuration, is also able to remove
documents from document libraries.
• Creating filtered lists of documents

• Listing all documents in use

Transparency and control
• Monitoring ongoing workflow processes
There is no foreseeable end to legal regulation of
business life in the near future. Indeed, it will only
Integration into heterogeneous tend to increase with globalization. Despite the maze
IT landscapes of regulations and legal clauses relating to infor-
mation handling, data security and so on, they all boil
If SharePoint is already optimally integrated with down to transparency and control. Compliance
other Microsoft products, ELO for SharePoint will requires secure and consistent information manage-
provide a multitude of extensions to applications ment, from its creation to processing, forwarding,
and functions. This includes interfaces to CAD or ERP analysis and storage, and finally to its potential
systems, which is essential to effectively represent deletion. For your company, the fulfillment of
a process-oriented solution. ELO provides powerful compliance requirements, entirely irrespective of
interfaces to almost all important business legal constraints, make greater transparency and
applications, including SAP, BaaN, and Microsoft process reliability necessary in your business
Dynamics. ELO for SharePoint provides a central and processes.
comprehensive business process platform.

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ELO for SharePoint
ECM functionality for Microsoft SharePoint 2013

Ensure compliance and increase process quality

The ELO ECM Suite provides all the functions required for legally compliant long-term
filing. The right filing strategy takes the burden of long-term document storage off of
SharePoint. Depending on the company requirements, ELO for SharePoint offers two
filing options:

1. Direct filing
With direct filing, SharePoint writes directly to the ELO repository. Documents are stored
exclusively in the ELO system with this method, rather than on the SQL server. Since both
write and read operations are performed transparently from the SharePoint interface,
the users are able to keep working as they are used to. The SharePoint SQL database
remains small, ensuring better performance. This also achieves increased security, since
the ELO repository system is also able to manage documents in special long-term
storage.

2. Asynchronous filing
Asynchronous filing temporarily stores the documents in the SharePoint document
libraries while they are being edited. After the editing process is complete, the
documents can be imported to the central ELO repository based on rules. Afterwards,
SharePoint provides transparent document access as usual.

ELO enables automatic conversion to long-term formats, as well as adding a digital bulk
signature. ELO can also transfer entire folder and document libraries into the repository.
During filing, metadata is imported as well, converting attributes in SharePoint into the
format used by the repository. ELO for SharePoint provides you the greatest degree of
legally compliant filing.

Enterprise Content Management

Global SharePoint search Custom and targeted search
The standard search in SharePoint is expanded to Custom settings can be saved for each user in the
include the global search abilities of the ELO ECM search, allowing relevant information to be filtered
system. This links the search results with the results and displayed in a targeted way. Various search
list from SharePoint. modes can be selected via the Web Part. This makes a
The ELO list entries are displayed as links, making targeted search within the ELO repository possible
them available to be retrieved directly. Integrating and opens up a wealth of additional information to
the repository as a content source into the each employee from the existing business process
SharePoint search is also a standard feature, just like environment. Search by document type or form
the navigable repository structure display, as a search requests from keywords in the full text
Web Part. database or a thesaurus.

Storage system

E-mail server Applications

ELO ECM system

Scanner / MFP ERP system

SharePoint
portal

Figure: Information provision and data exchange between the ELO ECM system, SharePoint and other applications

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ELO for SharePoint
ECM functionality for Microsoft SharePoint 2013

Integrated e-mail management:

Reduce costs and save resources
The separation of Microsoft Exchange from SharePoint results in decentralized data
storage. ELO for SharePoint enables the implementation of a global e-mail management
strategy. This includes both server-based and client-based e-mail filing. Users are able to
use SharePoint to access all of their e-mail messages in the ELO repository. ELO auto-
matically links the contents of e-mails with their corresponding business processes.
This securely embeds e-mail management into the overall business process. Single
instance filing in ELO also ensures that data is stored in a space-saving and efficient
manner. Part of this means that attachments are only filed to the ELO repository once.
Furthermore, the ELO repository functions ensure that e-mail messages are retained
with legal compliance.

ELO workflow: represent complex processes

and integrate them with SharePoint
The ELO ECM Suite also provides a high-performance workflow server that is integrated
in the standard version. This complete workflow functionality allows specific enterprise
processes to be used in SharePoint without extensive programming. A graphical
designer interface allows complex business processes to be easily modeled and linked
in productive operation with SharePoint. The ELO workflow functions display the
current task list for a user and enable the workflows and reminders to be accepted,
processed, and passed on. The document belonging to the workflow can be displayed
and edited.
Graphic workflow monitoring also makes it possible to track each business process in
detail. This guarantees transparency and control for your company.

Enterprise Content Management

Connectivity with mobile devices Increased process automation
Mobility plays an ever greater role in the ever ELO for SharePoint gives you the ability to auto-
faster-moving world of work. Therefore, ELO has matically classify incoming mail. Hard copy
provided users with the ability to access the documents are scanned directly in the mailroom
reposi-tory via the Web Client or the and the electronic versions are directed to the
"ELO for Mobile Devices" app (for Android and iOS), corresponding department. This eliminates waiting
allowing them to take part in business processes on times and enables immediate automated document
the go. These two mobile solutions allow ELO work- processing. The ELO DocXtractor module makes auto-
flows to be initiated and processed. This also mated document classification and data extraction
increases the relevance of the two mobile ECM possible. The data relevant to processing is extracted
access methods in connection with SharePoint. with an intelligent free-form recognition algorithm
With close collaboration between SharePoint and and automatically sent on to the next processing
the ELO ECM repository, these solutions are an step.
important tool to successfully manage the inter-
actions between ECM and SharePoint.

Advantages of ELO for SharePoint:

• Automatic, transparent content import and control SharePoint provides: Ad-hoc collaboration, web-based document
• Addition of legally compliant filing to SharePoint storage and exchange, Office integration, live communication
• Filing with links in SharePoint for oversight and control
The ELO ECM platform additionally provides: Legally compliant,
• ELO Backup protects critical information for business rule-based, centralized filing, content outsourced and managed
cooperation
to various storage units, replication of repositories/partial reposi-
• Retention and deletion automation in coordination tories, mobile/offline client, a flexible representation of filing and
with regulations and legal requirements
organizational structures, workflows, scanning and classification,
• Simultaneous use of collaboration and ECM functions integration into heterogeneous IT landscapes, central business
• Centralized data retention, work with ELO in the usual repository, integrated signatures
portal environment, ECM, filing and workflows
• Ability to index documents immediately while scanning SharePoint and ELO provide: Ad-hoc communication, availability
• Parallel access via portal and rich clients, replication between of all documents and information on all applications, platform
all locations, server-based e-mail filing, comprehensive independence, comprehensive ECM solution for your company
integrated search

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 ELO for SharePoint
ECM functionality for Microsoft SharePoint 2013

ELO® is available from:

USA Europe
ELO Digital Office Corporation, ELO Digital Office GmbH, Tübinger Strasse 43,
214 Lincoln Street, Suite 304, Boston, 70178 Stuttgart, Germany; [email protected]
MA 02134, USA; [email protected]
Asia
ELO Digital Office Indonesia, Graha Kencana Building, 2nd Floor,
Raya Perjuangan 88 Kebon Jeruk, 11530 Jakarta, Indonesia; [email protected]

Asia –Pacific
ELO Digital Office AU/NZ Pty Ltd,Level 7, 146 Arthur St,
North Sydney NSW 2060, Australia; [email protected]

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Microsoft®, MS® , Windows® , Word® and Excel®, PowerPoint®, SharePoint®, Navision® are registered trademarks of Microsoft Corporation in the USA and/or other countries. Other
Item no. A000-SHARP-EN

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particularly from country to country. You can obtain the latest information on ELO products, contract conditions, and prices from the ELO companies and the ELO business partners,
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Enterprise Content Management · Document Management · Archiving · Workflow · www.elo.com