EASY – General Overview - Softay€¦ ·  · 2018-01-26EASY – General Overview We save time....

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EASY – General Overview We save time.

Transcript of EASY – General Overview - Softay€¦ ·  · 2018-01-26EASY – General Overview We save time....

Page 1: EASY – General Overview - Softay€¦ ·  · 2018-01-26EASY – General Overview We save time. Save time and money. ... WORKFLOW STORAGE Flexibility. ... storing them logically

EASY – General Overview

We save time.

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Save time and money.

Of course, you are aware of the following situation: In today’s infor-mation society, an ever-increasingnumber of data, documents, andrecords accrue in the office everyday. Managing and archiving theminvolves costs, both in terms of timeand money. So a document manage-ment system (DMS) brings relief bynoticeably reducing your workloadand corporate costs.

Trust this DMS market leader.

Since 1990 EASY SOFTWARE hasbeen designing and developinginnovative solutions for electronicdocument and data archiving as well as document and contentmanagement. Our successful EASYENTERPRISE product suite helpedus become the market leader* in Germany. EASY ENTERPRISE isdeployed in more than 8,000 enterprises throughout the world.That’s why out motto is “We savetime!”*Source: VOI (Verband Organisations-

und Informationssysteme e.V.) market survey, Fall 2003.

.

Precision.

EASY software acquires any type of bulk data – organizing documentflow, ensuring revision-proof long-term archiving and guaranteeinginformation and content availabilityacross your organization.

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Here’s how to contact us:

• EASY SOFTWARE AGAm Hauptbahnhof 445468 Mülheim an der Ruhr, GermanyPhone: +49-208-450-160Fax: +49-208-450-1690

• Or contact us via the Internet: www.easy.de

Document management systems.

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Flexibility.

EASY SOFTWARE provides docu-ment management solutions for all standard operating systems,workstation environments, and fileformats. Data can be imported trouble-free from all standard applications. The EASY ENTER-PRISE.i (Windows-based) or EASYENTERPRISE.x (cross-platform)document and archive server is thebase of the EASY documentmanagement system. Additionally,EASY ENTERPRISE.+ provides avariety of application solutions for all types of tasks. Thanks to its modular structure, EASYENTERPRISE can be customized toany requirement. It can be used flex-ibly - from departmental to globalenterprise solutions.

Stability.

The EASY ENTERPRISE.x serverruns securely under Windows,Linux, Apple Macintosh, as well asdifferent UNIX versions. Additionalserver features include scalability,high-availability, and efficient load-balancing. The server can also han-dle any data volume.

A solution oriented overview.

Yet, given all our enthusiasm for innovative technology, the solutions that we can offer you areof prime interest to you, our valuedcustomers. That’s why we want togive you a quick overview of the different areas in documentmanagement with our “DMS tour”,and show you how our EASY products make life easier for you.

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A powerful data capturing tool!

Capturing and sorting electronic and hard copy documents.

A powerful document capturingtool provides the basis for electronicdocument management. Businessesstill receive most documents such asdelivery notes, invoices, reminders,contracts, and color brochures as hard copies. EASY CAPTUREensures not only automatic cap-turing, indexing, and smart sortingof color or black and white hardcopy documents, but also processesWord and Excel files, and any othertype of electronic documents.

The perfect organization for huge data volumes.

Using high-performance scannersin batch operation, EASY CAPTUREdigitizes production-level volumesof documents, storing them logicallyin electronic workboxes and topic-related document stacks. The userwill then bind document pages electronically, assigning documentsindex terms via which they can laterbe retrieved.

Working from the comfort of your stand-alone workstation.

In an equally convenient manner,EASY CAPTURE supports ad hocscanning on the user’s workstation.Indexing is conveniently carried outusing customized input masks;selection lists and verificationchecks guarantee error-free input.

Fully automatic indexing.

Users maximize their time by indexing scanned records automati-cally in batch operation via OCR,ICR, or BARCODE. The additionalEASY CAPTURE module IQ Classi-fy takes this process a step further:The heterogeneous documents ofdaily mail are read, sorted, classified,and then automatically forwardedto the responsible user.

Automatic extraction of invoicedata.

EASY xTRACT is a particularly convenient solution for capturingincoming invoices. It automaticallyextracts data from documents byrecognizing the invoice parts viapre-defined rules. Data synchroni-zation using a stored database ensures secure validation.

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CAPTURE

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Capturing documents.

• Capturing, indexing, and sorting electronic, black and white, and color hard copy documents

• Capturing huge data volumes in batch operation using high-performance scanners

• Options for indexing both manually and automatically using OCR or BARCODE

• Automatic extraction of invoice data using EASY xTRACT

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WORKFLOW STORAGE

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EASY COLD/EASY WINCOLD.

• Fully automatic archiving of print spool files – also directly from Windows applications

• Archiving bulk data on digitized optical disks

• Storing data in an EASY archive or in workflow files

COMPUTER OUTPUT

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Print data archiving via COLD.

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Flexible print data archiving.

Our DMS solutions are all-inclusivetools – no matter what your systemrequirements are in terms of flexi-bility or functionality. Of course,this also applies to our COLD solu-tions for archiving print data.

Archiving bulk data on digitizedoptical disks.

“COLD” stands for Computer Out-put on Laser Disk. Originally, itdenoted the essential functions ofearly COLD systems: Import ofcomputer output (typically in printdata format) and archiving this bulkdata to optical disks.

Convenient processing of print spool files.

EASY COLD automatically archivesprint spool files and stores them inthe electronic archive. It separatesthe documents, extracting indexfields and full text at high speedwith total accuracy. So the path isclear for a print rerun of your invoice copies, for example.

Print data archiving for Windows applications.

The WINCOLD module performsa similar function for any Windowsapplications. It appears as a separatearchive printer under Windows,and can store TIFF or PDF documents in EASY ARCHIVE – or be linked directly to a previouslycreated workflow file, using its ownprinter driver. The searched forcontent can then be convenientlyretrieved in seconds.

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Information management in compliance with legal requirements.

E-mail archiving – facing the challenge.

Where is the e-mail containing theimportant purchase order docu-ments that our business partner sentto my colleague a couple of monthsago? How can I ensure my tax-related mail contents are stored in arevision-proof manner and in com-pliance with legal requirements? Doyou delete some of the oldest e-mails indiscriminately and put thisproblem aside for a couple of days?

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EASY NOTES/EASY xBASE.

• E-mail archiving for Lotus/Domino and Outlook/Microsoft Exchange

• Easing the load of the mail database and server

• Revision-proof storage in compliance with legal requirements

• Full text search from your native interface

E-MAILS

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Archiving solutions for Notes andMS Outlook/Microsoft Exchange.

Thousands of users in corporationsand administrations are confrontedwith these problems every day.To spare you all this trouble, our leading e-mail archiving solutionsEASY NOTES (for LotusNotes/Domino) and EASY xBASE(for Microsoft Outlook/MicrosoftExchange) meet the actual require-ments of day-to-day business.

Easing the load on the database and server.

Our e-mail archive solutions relievethe mail database and server ofcontents not permanently required.Restrictions on mailbox size are noweliminated. Mail items are stored in arevision-proof manner, which isabsolutely in compliance with legalrequirements.

Retrieval from your native interface.

E-mails (and, in EASY NOTES, allother data and documents fromvarious applications under Notes)can be retrieved in mere secondseven years later using the convenientfull text search engine – even if thesearched for contents reside inattachments, when using EASYxBASE. The user accesses the infor-mation directly from the nativeNotes or Outlook interface.

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Perfect harmony.

Perfectly suitable for Microsoftapplications.

Microsoft Office applications areused in most corporate and admin-istrative offices. EASY SOFTWARE’sdocument management and archiv-ing solutions have taken this realityinto account: not only are they justparticularly suitable for coping withMicrosoft Word documents,e-mails, Microsoft Excel tables, andMicrosoft PowerPoint presenta-tions, they are also the perfect matchfor other Microsoft Office and server applications.

Working from your traditional Microsoft Office applications.

The Microsoft Office system is oneof the most extensive softwaredesigns for processing information,because it provides specific applica-tions for project management,process visualization, Web design,and data capturing in addition to traditional standard software fortext processing, table calculation,and presentations. From the outset,EASY SOFTWARE attached impor-tance to designing and developingarchiving and document manage-ment solutions that provide the vitaltools for secure and specific corpo-rate information flow, particularlyin the Microsoft environment. Sousers need no longer exit theirMicrosoft Office applications inorder to store correspondence andcalculations directly, in a process-oriented and revision-proof man-ner, or to add them to a businessprocess.

Optimum support for Microsoft servers.

In addition, EASY’s close strategicpartnership with Microsoft ensuresthat EASY always provides optimumsupport for technological platformssuch as SQL, Windows, or ExchangeServers – EASY xSHARE, for example, is a powerful tool forarchive integration with the currentMicrosoft SharePoint Portal Server.

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OFFICE

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Microsoft support.

• Trouble-free processing of all standard Microsoft Office file formats

• Working from Microsoft Office applications

• Perfect support for Microsoft servers

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ERP linkage.

• Perfect linkage to all standard ERP systems

• Automatic capturing and indexing of incoming documents

• Integration of supporting workflow processes

• Revision-proof storage of incoming and outgoing documents in transaction files in compliance with legal requirements

• Working from the ERP system

• Instant availability of information for ERP interpretation

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ERP LINKAGE

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Want to accelerate your business processes? – Sure!

ERP – The basis for business management.

ERP (Enterprise Resource Planning)systems play a key part within theentire business network of internaland external business processes,because this is the hub of all infor-mation technology for controllingand coordinating businesses “in real-time operation”. Acceleratingthese processes effectively requiresguaranteed transparent and secureaccess to process-related documentsacross locations – not just foremployees but, on request, also forpartners, suppliers and customers.

DMS solutions for all standard ERP systems.

EASY provides tailored solutions forintegrating the most widely usedERP systems such as SAP, Navision,Business One, BAAN, and SunSystems, etc. All document manage-ment scenarios are covered for theseand many more applications.Automating the capture and in-dexing of incoming documents ispart of the EASY performance suite,as are integration of workflow processes and the revision-proofstorage of incoming and outgoingdocuments.

Fast retrieval – fast results.

The documents that are linked withthe business transaction in thesearch result are displayed directlyfrom the ERP system interface. Nolonger will finding invoices, orders,or any other document be tediousand difficult. These documents aremade available to the user providingthe user has the related permissions.

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Fast enterprise-wide availability.

Making daily incoming documentsand the information they containavailable throughout the companyfor fast editing and processing is akey factor in optimizing corporatebusiness processes. That’s whyworkflow solutions are gaining insignificance in modern and efficientdocument management.

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Workflow solutions.

• Fast enterprise-wide availability of information fromincoming and outgoing documents

• Transparent processes because all those involved are instantly informed

• Tremendous savings through optimized processing

• Native solutions for process optimizing, e.g. EASY INVOICE for processing incoming invoices

Improved information flow.

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Streamlining your costs through optimized processes.

The workflow solutions integratedwith EASY ENTERPRISE provide a fast and convenient way to take thepaper out of the document process.Reducing the time to process docu-ments while providing an audit trailand escalation procedures to reducedelays and bottlenecks in the process. But EASY DOCUMENTShas many more business benefits:For instance, the workflow engine,an additional module for EASYDOCUMENTS, turns the creationand visualization of automatingworkflows into a simple, easy to useprocess. From automated inputmasks through to final revision-proof archiving, we provide all op-tions that an enterprise needs tobenefit from the tremendoussavings gained through the work-flow document solution.

Processing your incoming invoices effectively.

Most organizations still receiveinvoices in a hard copy format, theseinvoices need to be checked andverified by several employees. Themanual process requires importantdocuments to be sent by mail withno audit trail and many inherentrisks. This procedure is a typicalexample of a business process thatcan be replaced by developing a workflow solution, return oninvestment is even greater when theauthorizers and accounts clerks arespread over many locations. Ourworkflow solutions can solve thisproblem. For instance, EASYINVOICE provides a preconfigured“Best Practice” workflow taking alltypical invoice processing steps intoconsideration. If required, thisworkflow can simply be customizedto your specific requirements usingMicrosoft Visio.

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STORAGE

WORKFLOW

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Why not simply store?

The perfect electronic document storage.

Traditional document “storage” infolders and file rooms involves aninefficient use of resources, time-consuming searches, multiplecopies, poor transparency, and hugecosts. This makes integrated, cus-tomer-oriented and efficient workharder, if not impossible. All this canbe changed; EASY ENTERPRISEensures revision-proof long-termarchiving of all documents, enhancesproductivity, and reduces costs with-out requiring unnecessary space.

Easing the load on your server and databases.

EASY provides archive systemsacross all business and industry sectors, from departmental to globalenterprise solutions. And, mostimportantly, EASY ENTERPRISElets you store any type of dataand/or documents which are ar-chived automatically according touser-defined profiles or manuallyfor long-term revision-proof stora-ge. Archiving complete documentsreleases server resources for activecontent, and eases the database load.

Choose your storage media.

No matter which storage mediumyou select – CD, DVD, or WORM,Jukebox, hierarchical storagemanagement (HSM), or state-of-the-art storage technologies such asIBM TotalStorage DR550 or EMCCentera: EASY SOFTWARE pro-vides solutions supporting you in managing and backing up datasubject to long-term retention atgreat efficiency.

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Document storage.

• Trouble-free, revision-proof, long-term archiving of alldocuments in compliance with legal requirements

• Increasing productivity, minimizing storage space, easingthe server and database load, and streamlining costs

• Free choice of storage media

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Retrieval.

• Greater efficiency and reduced costs through optimized search processes

• Convenient and individual search in databases

• Simple retrieval from standard applications

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For those who appreciate excellent retrieval options.

Providing information in mere seconds.

EASY software ensures you’ll findany document. Simple yet powerfulsearch and retrieval capabilitiesremove the need to dig throughpaper mountains or search local andnetwork drives. An accelerated andmore efficient flow of informationenable you to concentrate on essen-tials, take safe decisions and respondto changing market requirements intime.

Searching across databases – accurate results.

Utilizing “Full text searching”, “Fieldrelated search”, “Associated search,”or your own pre-defined searchmask, EASY ENTERPRISE alwaysdelivers the correct version of thedocument you are looking for. Theinformation will be delivered via thefastest route possible, reducing datatraffic to an absolute minimum.With our new “Storage Provider”design, EASY ENTERPRISE.x com-bines the advantages of SQL and“full text” database. Each query isintelligently transferred to the idealdatabase, and the search results are combined into a single commonhit list.

Retrieval from your native applications.

Besides access via our archive orretrieval clients that are available forvarious system platforms (Webclient or Rich client), it also allowsInternet access or access from widelyused standard applications. For this,EASY provides standard modulesfor search/retrieval and display from SAP, SAP Enterprise Portal,Navision, Lotus Notes, MicrosoftOutlook, and other established standard systems. Users need notexit their leading application; train-ing and implementation expensesare minimized.

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RETRIEVAL

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The gateway to knowledge management.

Open the gates to information.

Enterprise portals are required tomerge information, applications,and services from legacy systems to a uniform platform in such a manner that team work, efficiencyin taking decisions, and responsecapabilities are effectively optimized.The EASY portal integration opensthe gateway to enterprise-wideknowledge management, and helpsyou control your work and processcosts.

Specific control of knowledge.

Portals are, in the truest sense of the word, the gateway to all relevant corporate data; first, a portal provides predefined businesscontent; secondly, it integratessystems providing more data andinformation. Integration with EASYENTERPRISE supports this use of aportal, and personalizes knowledgewhere it is currently required.

Uniform data in the SAP portal.

For instance, it enables users usingthe SAP Enterprise Portal 6.0 as anintegration platform for all availablecorporate data sources to directlyaccess the information stored therevia the certified interface to EASYENTERPRISE.x, and to integrate it with their business processes. TheJava-based solution makes the datauniformly available in the SAP portal interface. Documents storedin the EASY archive are automati-cally displayed in the context of datasources such as e-mails or ERP data.

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Also optimized for the Microsoft portal.

EASY xSHARE, an integration solution for the Microsoft Share-Point Portal Server 2003, also provides better efficiency, increased productivity, and improved customerrelations. Interacting with the archive, EASY xSHARE not onlyaccesses stored documents, it alsointegrates workflows from EASYDOCUMENTS into the interface.

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Portal integration.

• Perfect control of heterogeneous information in the enterprise portal

• Supports standard portals such as SAP Enterprise Portalor Microsoft SharePoint Portal Server 2003

• Greater efficiency, better transparency, and enhancedproductivity, etc., through high-availability of corporateinformation

PORTAL INTEGRATION

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Be safe and on the right side of the law.

Archiving in compliance with international legal standards.

Requirements for legally compliantbusiness processes are constantlyincreasing worldwide. Agencies arenow increasingly demanding accessto IT-aided corporate accountingsystems; electronic audits have longsince become a reality. EASYENTERPRISE provides the userwith a powerful complete solutionthat meets and satisfies many international legal tax requirements.The age of globalization and world-wide competition requires DMSsolutions that satisfy a variety of compliance requirements andmeet national and internationallegal requirements and standards forlong-term, revision-proof archivingof all types of documents.

Meeting all legal requirements.

Electronic signature or legally com-pliant long-term archiving, EASYprovides the tools for complyingwith these legal requirements.Revision security of long-termarchiving using EASY ARCHIVE, incompliance with the “Basic Regula-tions for DP-supported AccountingSystems ”(Grundsätze ordnungsmä-ßiger DV-gestützter Buchführungs-systeme – GoBs) has been verifiedand certified by experts. Moreover,additional modules allow EASYENTERPRISE to process data fromERP systems in compliance withuniform auditing software and toprovide it in compliance with thetax law.

Security anytime,anywhere.

Even international corporationswith multiple worldwide locationscan be handled with ease; imple-menting document classes in EASYENTERPRISE.x can adjust to, andmeet, the requirements of differentlocal/national legislations for archiv-ing via providers without any additional installations. Thereforethese documents will always meetexisting provisions and legislationthroughout their entire life cycle –from creation to destruction.

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Legal security.

• Considering national and international legal requirements and standards

• Certified revision security including a variety of options

• Adjusting to the legal requirements of your corporate locations

COMPLIANCE

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Native industry and product solutions.

• Fast and simple implementation of individual customer requirements via standardized interfaces

• EASY‘s always there – providing the best partner channel in the DMS industry

• Best possible integration with standard products through close cooperation with other market-leading IT corporations

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Some examples ofindividual solutions.

More than 15 years of DMS experi-ence enable EASY SOFTWARE tolook back on a variety of successfulinstallations in different industries.Here we would like to show you a small excerpt from our list ofindustry solutions. If you cannotfind your industry among theseexamples, just contact us. More than8,000 customers are very satisfied.We’re sure we’ll find the right solution for you.

Automotive(Example: DaimlerChrysler)EASY solution: Implementation inIT locations throughout Germanyand branch offices with DMS andarchiving in Repair and Accounting.

Health Insurance (Example: BKK Service Center)EASY solution: Capturing docu-ments and records via OCR, andarchiving data from existing information systems.

Publishing Groups (Example: Madsack PublishingGroup)EASY solution: Workflow system forprocessing incoming invoices.Archiving reminders and otheraccounting records, advertisingbills, commission statements, retailand sales statements, invoice registers, entry logs, and accounts payable entries.

Telecommunications (Example: Telebel)EASY solution: Search/retrieval for“Customer Help Desk.” Providingelectronic invoice data for customers.Archiving customer files, general

documents, invoicing, and itemizedtelephone bills. Archiving invoicesfrom third-party applications.Lotus Notes workflow applicationfor checking accounts payable in-coming invoices.

Metal Industry(Example: Wieland-Werke)EASY solution: Sales storage.Archiving and managing sales relevant documents. Integrationinto the corporate Web portal.

Aviation (Example: Aero-Dienst)EASY solution: Semi-automatic capture of incoming invoices andcredit notes using EASY INVOICE.

Waste Management(Example: Landbell)EASY solution: Interface to SageKHK with archiving from salesorders and stock control systems.Workflow with Inbox capturing and forwarding.

More than 8,000 customers are bound to be right.

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Overview of the EASY product suite.

It’s that EASY.

EASY SOFTWARE – As the namesuggests, our easy-to-maintainarchiving and document manage-ment solutions are easy-to-use and intuitive. They are reliable andfit in with any existing IT environ-ment, and can be customized toindividual user requirements. Thedocument and archive server EASYENTERPRISE is based on state-of-the-art database and Web technolo-gies; it is a truly scalable software forbusinesses of all sizes, and can han-dle any data volume.

Flexible function modules to meet any requirements.

Various client, server, and workflowsolutions as well as integration withstandard ERP, mail, and portalsystems round off the EASY productsuite. Additionally, some 100 inter-national software houses haveimplemented an interface to EASYENTERPRISE to extend their ownproducts by an integrated electronicarchiving solution. So legacy systemenvironments need no longer be animpediment for cross-departmentaland cross-enterprise cooperation.

Want to know more?

For more information on our EASYproducts, see our product catalogand data sheets, or visit us on theInternet at www.easy.de. Or why notsimply talk to us - we’ll be happy toprovide consulting and will, in close cooperation with you, develop asolution that is ideally tailored toyour particular requirements andthat will make your work noticeablyeasier and reduce costs for yourorganization.

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Workflow

EASY Portal- EASY LOGISTICS CENTER

SAP Portal- EASY for SAP Enterprise Portal

SharePoint Portal- EASY xSHARE

Web Workflow- EASY DOCUMENTS

Invoice- EASY INVOICE

Solution Packages

Microsoft Exchange- EASY xBASE

Lotus Notes- EASY NOTES

ERP Mail/Groupware Portal CAPTURE File Server

Archiving

SAP- EASY for mySAP

Navision- EASY for NAVISION

Scanning,reading,binding- EASY CAPTURE

Transparentfile serverarchiving- EASY xSTORE

D O C U M E N T A N D A R C H I V E S E R V E R

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Artik

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701-

0004

EASY SOFTWARE AG

Am Hauptbahnhof 445468 Mülheim an der Ruhr,GermanyPhone: +49-208-450-160Fax: +49-208-450-1690E-mail: [email protected]: www.easy.de

EASY SOLUTIONS Archivierungs- undInformationssysteme GmbH

Sebastian-Kneipp-Straße 125020 Salzburg, AustriaPhone: +43-662-461-546Fax: +43-662-4615-4655E-mail: [email protected]: www.easy-austria.at

EASY SOFTWARE (UK) PLC.

Reflection House, Olding Road, Bury St. EdmundsSuffolk, IP33 3TA, UKPhone: +44-1284-727-870Fax: +44-1284-727-871E-mail: [email protected]: www.easysoftware.net

EASY SOFTWARE INC.

70 E. Swedesford Road, Suite 150Great Valley, PA 19355, USAPhone: +1-610-240-9260Fax: +1-610-240-9261E-mail: [email protected]: www.easysoftware.us

© 2006 EASY SOFTWARE AG.All rights reserved. We disclaim all liability for misprints or other errors and reserve the right to carry out changes.EASY ®, EASY WARE™, EASY CAPTURE®, EASY DMS®, EASY ARCHIVE®, EASY WEB®, EASYPORTAL®, EASY IQ classify®, EASY xBASE®, EASY LOGISTICS CENTER®, EASY ENTERPRISE® and theENTERPRISE logo are trademarks or registered trademarks of EASY SOFTWARE in Germany and many other countriesworldwide. Microsoft is a registered trademark of Microsoft Corporation in the United States and/or other countries.Navision is a registered trademark of Microsoft Business Solutions ApS in the United States and/or other countries.Microsoft Business Solutions ApS is a subsidiary of Microsoft Corporation. SAP, SAP Logo, R/2, R/3, mySAP,mySAP.com and other SAP products mentioned in this text as well as the corresponding logos are trademarks or registered trademarks of SAP AG in Germany and other countries worldwide. Lotus, Notes and Domino are trademarksor registered trademarks of IBM International Business Machines Corporation in the United States, Germany and manyother countries worldwide. All other names of actual companies and products mentioned in this document may be thetrademarks of their respective owners.