w w w . p r o s i g m a . a t

Paperless Document Management,Workflow and Archiving

Audit-Proof Archiving Integrated OCR Integrated Scan Client Document Management Enterprise Content Management

profiler is a platform-independent document management system for audit-proof electronic archiving of both structu-red and unstructured data. profiler meets all relevant legal requirements and takes the Austrian and German legisla-tions into consideration. No matter whether in your organi-zation documents will in the future be circulated as printed paper copies or in various different electronic formats (such as Office, CAD, email, spool, and other files), profiler proces-ses each of these formats automatically. profiler acquires and classifies them, provides them with a full text index, and offers them up for further editing.

Time stamps tagged on to every step and process of the do-cument or file guarantee a highly secure and logged access. In addition to the Scan Client used to import documents and the Admin Client used to define document templates, profiler also features an unrestricted Workflow Engine, per-mits access via every standard web browser, and provides

universal expandability of the integration functions through web services. profiler solutions and integrations are availa-ble, for example, for ERP systems such as SAP, Microsoft Dy-namics AX/NAV products, and various accounting systems. By opting for profiler, you get more than just an Enterprise Content Management system. profiler assists you in optimi-zing business processes and supports joint work in project groups, no matter whether within your organization or with an external partner.

Comfort, security and flexibility are paramount priorities. In terms of ease of use and administration, profiler is up there with the best. It won‘t take you long to appreciate its superb integration flexibility and connectivity to other software solutions. And its wide scope of functions and impressive performance will make you wonder how you ever managed without it.

profiler – Paperless Document Management and more

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Efficiency, user friendliness, and the acceptance of chan-ges and optimizations of internal workflows and business processes achieved with the help of an Enterprise Content Management system depend largely on how fast and easy it is to integrate documents of different types and origins into the ECM system.

profiler helps you evaluate old habits and outdated work-flows and pinpoint new, efficient possibilities. profiler is generally based on everyday workflows in companies of varying sizes. At first, the documents arrive at the electronic task list of your assistant or of the incoming mail depart-ment. profiler comes with a powerful acquisition and recog-nition tool enabling it to independently recognize recurring documents and to assign them automatically to the right templates. The incoming mail department classifies only new, not recognized documents, or documents that were scanned only once, and it assigns them to the defined work-flows. With this procedure, you will control all further work-flows for your invoice approvals, complaints processing, or reviewing and approving of contracts. profiler informs the competent staff member automatically by email about any new electronic mail.

Paper Business correspondence, invoices, cash receipts, travel ex-pense reports, minutes, technical drawings, memos, and any other type of paper document can be acquired using commercially available standard scanners. Whatever work-place you are working from, and regardless of whether you are using basic workplace machines or high-performance scanners, profiler works with and communicates with your scanner via international driver standards (TWAIN, ...). This allows you to integrate network scanners and digital photo-copiers (KONICA MINOLTA, CANON, ...) directly into the pro-filer system, without requiring additional software provided by the manufacturer. Once scanned, the documents will be available to you for further editing in the profiler task lists. During scanning, the integrated OCR (also barcodes can be used and read) allows you to read out the data directly from the document and thus to automatically categorize and in-dex them.

Contents

1. Acquisition of Documents 3

2. Structured and Audit-Proof Filing 5

3. Archive: Controlling Retention Periods,

Storage and Access 5

4. Document Search 6

5. Editing of Documents 7

6. Workflow and Task lists 8

7. Distributed Locations and Mobile Users 8

8. Use via Web 9

9. Configuration 9

10. Functions 10

Acquisition of Documents1.

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Unstructured Data – Office, CAD, and other Documents How often have you been looking for files and document templates? How many times have we known that our co-worker already readied a particular document, but we just were not able to find it in his/her individual filing system! This is where profiler comes in! profiler helps you transform unstructured data into structured data and makes them available to all ALL staff members!Generally, there are several possible ways for you to acquire files in profiler. By uploading individual files (Office, CAD, or all other standard-format files), or even entire archive files (.zip, .rar, .bak, ...), they are transferred into profiler‘s task list, where they can be categorized and indexed. This way, the files are archived automatically, or with manual entries ad-ded to them. The profiler add-on for Microsoft Office soft-ware allows you to transfer documents to the ECM system directly from the respective applications and to acquire the respective index values and categories already during this transfer. Customized industry solutions such as profilerNAV/AX or profilerSAP also enable you to integrate documents from other third-party vendors. For details on their scope

of functions and services, please see the documentation for the respective industry solution.All files transferred to profiler are received unchanged, in their original format. In its own browser-optimized and browser-independent viewer, profiler displays documents as JPG images. From this viewer, you can, if absolutely ne-cessary, print your documents, forward them by email, and zoom them in or out for editing, anytime.

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Structured andAudit-Proof Filing

In profiler, you will be processing and structuring your do-cuments and files according to consistent criteria in the central archive, regardless of where they come from. pro-filer does not distinguish between scanned documents and documents received from the in-house IT systems, be it letters, drawings, images, extensive documentations, or emails and Office files.

Open Integration for Documents, Files, and Index Data

Document files are stored and filed in their original for-mats, and they can be retrieved, with keywords or index data added to them. For further editing and processing, the files can be downloaded from profiler, using the Check-In/Check-Out function (automatic versioning), or by exporting them. What is more, you can launch workflow processes for every file that is loaded into profiler.

Automatic Long-Term Archiving

In its basic version, profiler allows users to swap out docu-ments and files to other long-term archives and to include them in the search.

Archive: Controlling Retention Periods, Storage and Access

profiler provides appropriate mechanisms for audit-proof archiving. Its Scan Client guarantees the immutability of your documents, from their acquisition to their long-term archiving in the database. profiler meets pertinent legal and regulatory requirements and prerequisites such as the High-Quality Documents standard, the Principles of Data Access and the Auditability of Digital Documents (GDPdU), and/or Basel II. Defined time periods for retention and de-letion are monitored automatically. The legally mandatory possibilities for access to evaluable data are ensured by means of export functions throughout the entire statutory retention period. Access to the documents is reliably cont-rolled through security classes and relevant rights in groups. Hence, staff members and auditors, but also customers and suppliers, will be able to view only those documents that they were given an authorization for and that they are to some extent responsible for. Accessing the documents or files directly via a file system is not possible, as all informati-on is filed and stored in a database. The time stamp of each document or file makes it possible to find out, even several years later, which user accessed and modified which docu-ment at what time.

Electronic Signature

profiler supports all forms of electronic signature, whether you are using simple, advanced, or qualified signatures and time stamps. They can be integrated seamlessly into profiler so that they will be available to every user. This affords addi-tional protection for the integrity of the documents and the authenticity of the users editing them.

Through its comprehensive security functions, profiler helps safeguard compliance throughout your organization.

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Document Search

Fast and correct search results ensure rapid acceptance by your staff. On top of that, profiler makes searching for docu-ments a lot easier for users: search terms can be entered in any combination in the Full Text Search field, or they can be selected individually in the index fields, depending on the form template. These two search methods can also be used in combination. The search result will appear immediately as sortable listbox and can be given a customized design.

Full Text Search

profiler‘s search engine is database-independent and high-performing. All terms found in each scanned and electro-nically imported document are available! For the search, users may employ wildcards („*“). Locations of hits in the document will be highlighted in color.

Search and Filing Profiles

Users can define for themselves centrally different search and filing masks as well as result lists. When defining the masks, it is specified which fields are available for the search and which fields (if requested) are used for presets. The va-rious input masks can be assigned to specific users. Every user works with his/her customized mask that has been op-timized for his/her tasks. In case of various different applica-tions, each user can create and manage several views. This helps enhance the efficiency in routine tasks performed with regard to recurring documents such as incoming in-voices, correspondence, etc.

In view of the extensive and very simple (and thus fast) possibilities for integration into other software products, access to documents in profiler can be controlled directly from other applications. Many programs already support this type of access to and viewing of documents. For this purpose, profiler features a web-services-based SDK (soft-ware development kit) for integration (e.g., the SAP Docu-ment Cockpit).

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Document search

Document search6

Editing of Documents

Documents can of course be subjected to further editing in profiler. In addition to checking documents in and out, profiler allows you to edit properties, search terms, filing lo-cation definitions, and, obviously, the process control with the cutting-edge workflow component.

Versioning of Files

Documents and files of whatever form or type, which you manage in profiler by means of the Upload function, by mo-nitoring of email mailboxes, or by the import of entire FTP drives, will from now on be logged. This allows you to always keep track of who changed what and when. Depending on their rights, staff members may edit files or documents after having „checked them out“. While a document has „check-out“ status in profiler, editing by other staff members at the same time can be prevented. This keeps it from being edi-ted into several different versions. However, viewing such documents at any time remains possible. The previous ver-sions are preserved for checking and backtracking. Users possessing the necessary rights may also, by resetting of versions, reactivate older versions as the current version.

Stamps, Notes and Lid

profiler includes functions used to edit documents: notes, comments and freely definable stamps with additional in-formation such as date, place, and text information can be acquired for each document. This, however, leaves the do-cuments themselves unchanged. All pieces of information are stored together with the document. Stamps are used especially in workflows for checking, releasing, etc. of do-cuments. The „Lid“ feature facilitates line-by-line editing of documents by limiting the visible portion of a document.

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Task list

Viewing of Document

Editing of Document

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Workflow and Task listsDistributed Locations andMobile Users

profiler greatly facilitates the execution of document-based business processes, automating routine tasks in the back-ground. Documents are accurately routed to the right staff members.

Fully automatic process control via easy-to-define workflows and stamping of docu-ments

The control of the workflow is achieved by means of stam-ping functions such as „Approving“, „Rejecting“, „Releasing“, „Received“, etc., or via forms connected to mailboxes or so-called task lists. The „processing“ of a document determines the next workflow step. To this end, it is defined graphically, before launching a workflow, who is to receive the docu-ment. Also parallel workflows with one and the same do-cument are possible! In this connection, stamps only serve as organizational aids in order to make the transition from the „analog“ world of paper to digital document processing as simple and clear as possible. The status indicating which process step the document is at is visible at all times. Inte-grated external programs can also launch workflows and activate process steps via the profiler interface.

Task lists / Mailboxes

Users can view the documents they are supposed to deal with in their task lists (sometimes also referred to as mail-boxes). Notifications about new documents sent by profiler can be received via email.

Powerful Workflow Definitions

profiler supports BPMN 2.0, the most powerful currently available workflow language that, in addition to many other highlights, also facilitates parallel workflows! Consequently, incoming invoices, for example, can, on receipt, be forwar-ded automatically to the accounting department and on to the relevant specialist department for approval.Process steps are documented by relevant stamps. Post-It‘s on paper documents are now a thing of the past! Stamps and notes replace these workflows.

Due to its modern software architecture, profiler is a purely web-based document management and workflow system. As such, it supports high-performance access within and outside organizations (of course, depending on user rights and security classes). WITHOUT requiring client software, users can, from a standard web browser (Internet Explorer, Mozilla, Safari, …), easily access documents and workflows in profiler. Thanks to the central storage of data, the syn-chronization of archives is NO LONGER necessary, either. You will always be working with up-to-the-moment data!

Nevertheless, profiler also includes a synchronization tool for offline use, which can be installed easily on your PC or laptop. Workflow processes can be launched and worked on independently from the user‘s location. profiler‘s ar-chitecture allows you to edit documents using state-of-the-art equipment (also smartphones and tablet PC‘s), at your workplace or from the comfort of your home. This way, mobile users are able to view, approve, or forward invoices or other documents. Compared to paper-based processes, the efficiency of in-house workflows is, as a consequence, enhanced many times over. Paper documents are no longer kept in filing compartments, attaché cases, etc., with ump-teen Post-It notes attached to them. Hence, documents will no longer get lost, and they need not be copied and alloca-ted manually on receipt.

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Use via Web Configuration

Web Integration

Integration is made easy by state-of-the-art web services. profiler‘s functions can be invoked from external applica-tions and be embedded. In many cases, this allows users to keep using the user interface of a standard software application that is already in use in the enterprise (such as that of an accounting system), while profiler will operate in the background and get only the document view onto the screen.

Furthermore, profiler web services allow the fast and straightforward implementation of web portals for staff members and business partners. Whether you want to im-port, automatically keyword, or find staff documents, in-voices, or cash receipts: this versatile solution does it all.

Using profiler, you can view documents archived by means of any standard Internet browser; of course, you can also file documents in the archive via the Web.

The modern and therefore sustainable design of profiler features a Model View Control architecture, separating the database level from the controller and the user interface. This makes functions transparent and enables the use of various different databases. Security classes allow you to define roles and user rights in a treelike structure and also to use them via clients. This gives the system maximum se-curity and highest scalability.

Administration Menu The entire configuration of technical settings all the way down to the administration of users, templates, security classes, workflows, and emails, as well as of many other pa-rameters is carried out in the Administration menu.Whether installed on a standalone terminal or in a corpo-rate network, in profiler you can always use all functions, including mapping of the organization, among others. This keeps the administration simple and clearly structured, even as the system continues to be expanded to include an increasing number of departments and locations.

Scalability

For extremely large user numbers, profiler can be clustered, and a staging server can be used to lighten the burden on computers and ensure smooth processing, even under high loads.

Security

The basic architecture of profiler offers a high degree of pro-tection against unauthorized access to data.For user authentication, the default procedure involves „user name“, „password“, and „organization“. However, ad-ditional protection levels such as a 2-factor authentication can be added. Once all documents have been checked for their integrity by means of a signature, any change in a do-cument would immediately be noticeable.The clients form the outer limits (like a concrete wall) for user rights. Obviously, it is recommendable to save your data at regular intervals and, where necessary, create tech-nical redundancies in the data computing center so as to ensure high availability.

profiler can be used in combination with all standard web browsers: Internet Explorer, Safari, Mozilla Firefox, Chrome, etc. This provides users with a high degree of flexibility and mobility in managing their documents.

In just a few steps, profiler can be installed and will be ready to go. Its administration is clearly structured and intuitively easy to use. If you still have any questions, profiler‘s hand-book might be of help.

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Functions

DOCUMENTS

Acquisition of documentsScan

� Separate Scan Client

� Scanning of multi-page documents and of documents printed on both sides

� Configurable scan presettings

� OCR of scanned documents

� Compression of scanned documents up to 1:10

� Batch scans: scanning of several documents with split

� into individual documents through separator pages

� Automatic recognition of index fields in Scan Client

� Support of bar codes in batch scanning

Upload � Uploading of documents directly in the web application

Directory Monitoring � Easy uploads thanks to directory monitoring

� Support of FTP server

Email � Inbound delivery of documents as email

� Email text or attachments can be processed as documents

� Transfer of email attributes as index fields.

� Sender, Time, Re, CC, BCC, etc.

� Setting of index values is possible via XML attachment

� Full text indexing of email attachments, e.g., PDF, TIFF, etc.

Web Service � Web services for file upload (SOA architecture)

Viewing and Editing of Documents � Preview of documents in browser

� Exporting of documents via check-out / check-in function

� Adding of notes to documents

� Read and write aid in the form of Lid function

� Splitting of multi-page documents

� Logging of all actions in the history

� Rotating of single pages or of the entire document

� Sending of documents as email attachments or as links to the document directly from the document view

� Version management: check-out and check-in function with archiving of historical versions

Workflow � Separate BPMN2-compatible workflow engine

� The workflow defines the path of a document in the DMS

� Support of: stamps, task lists, parallel workflows, multiple approvals, etc.

� Designing of your own stamps, including name, graphics, comments, and customized fields

� Path in workflow is based on stamp (rejected / approved)

� Email notification about new documents to be processed

Document Organization � Task lists organize the documents to be processed

� Distinction between team task list and personal task list

� Document types distinguish different kinds of documents. e.g.: voucher, document, etc.

� Security classes control the level of confidentiality of documents

� Index fields associated with the document store information about the document such as: Name, Date, Keywords, Re., etc.

� Index fields can be assigned several times: e.g., Keyword 1, Keyword 2

� Field masks for index fields in order to obtain consistent formatting

� Fixed-value presets for index fields

� Freely definable validations of index field values

� Dossiers combine documents, e.g., Order Form, Delivery Note, and the pertinent Invoice

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� Hierarchies allow the user to organize documents according to a treelike structure. One and the same document may be placed in several "directories" at the same time

� Documents that have been fully processed will be filed in the archive automatically

Find and View Documents � View of the documents contained in the task lists

� View for quick processing: clearly structured, tabular view of all documents provided "for processing"

� Search for documents based on document properties and/or index fields

� Automatic search in all index fields

� Search function with wildcards

� Full text search of scanned documents and within PDF files optional search in full text index

� Automatic full text indexing of all documents including OCR

� Browsing to the next or the previous document directly in the document view

� Cockpit used to display management evaluations Configurable views for search, search results, and quick processing. Can also be modified separately for each user or group

� Email notification about new documents to be edited

TECHNOLOGYCutting-edge technology on Java and application server basis

� Web technology: no installation and updates on client computers required

� Browser-independent: IE, Firefox, Safari, etc.

� Central rollout through web technology

� SOA and N-Tier architecture.

� Web services (WSDL) available for functions

� "Software as a Service" support

� Cloud application: service provider model is available

� Client capability

� SQL database servers such as MS SQL, Oracle, postgres

� Creation of users via Excel import function permits the simultaneous rollout for many users

� Web 2.0 functions for optimum user comfort

� Support of touch control (iPad and iPhone, etc.)

SYSTEM ADMINISTRATION � Rights management based on users, groups, and rights

objects

� Multiple assignment of users to clients and roles is possible

� Control of the confidentiality level of documents via security classes

� Optional hierarchical security classes

� Hierarchical client system: additional client "inherits" configuration from higher-level client

� Configurable invoice classes, retention periods, and invoicing units

� Visibility of task lists and workflows is controllable at group and user levels.

� "Best Practices" workflows for fast go-live

� All administrative activities can be adjusted in web interface

� Definition of index fields with data types and format templates

� Limitation of index fields to predefined values (selection listboxes)

� Definition of mandatory fields

SECURITY

� Transmission security ensured by standardized protocols (https)

� Configurable granular document access rights

� Logging of all changes - who, when, what

� Versioning of documents

� Documents are never deleted; instead, they are marked as invalid

� Documents never leave the server. They are displayed on the client, but not stored in it.

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We would like to invite you to take part in our webinars. They will allow you to follow the presentations of our consultant via the Internet from the comfort and convenience of your workplace, with the opportunity for interaction.

Industry solutions

� profiler NAV Document Cockpit (from Q2 2011)

� profiler AX Document Cockpit (from Q2 2011)

� profiler SAP Document Cockpit

� SaaS

profiler is a product of prosigma Software Development GmbH Tel: +43.732.890028.0, Fax: +43.732.890028.20Email: profiler@prosigma.at

www.prosigma.at

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