Document management with xSuite Archive

fast, safe, intuitive & cost-effective

Digital archiving of documents plays an increasingly important role for companies. On the one hand, it is relevant for compliance with legal regulations, on the other hand, it is an important building block of digitalisation and paperless office. A document management system (DMS) must therefore meet high standards. This applies in particular in terms of audit reliability, flexibility, ease of use and performance. In addition, smooth interaction with the existing ERP system must be ensured. xFlow Archive was developed precisely based on these requirements. It helps you securely archive and quickly find all business-critical documents and business data.

Why an electronic document archive?

The days when business-relevant documents were archived purely in physical file folders are long gone. Although paper-based documents are still relevant today, they are no longer the only format in which companies send and receive documents. File formats such as PDF, TIF, Office documents and emails are also standard.

This diversity poses enormous challenges for companies. Despite the different input scenarios, system worlds, and formats, you must ensure that you comply with the requirements of the revision, the legal archiving requirements, and the GDPR. At the same time, in the context of digitalisation, the aim must be to provide the information needed immediately. An all-encompassing, high-performance document management system (DMS) is therefore unavoidable.

State-of-the-art technology for the highest performance

xSuite Archive is an audit-proof archive system that impresses with its universal usability and extremely high performance. Both the documents, metadata, and attachments can be searched in full text. The results are available with virtually no time delay. Expensive manual indexing is not required thanks to the schema-free configuration of xSuite Archive. Instead, indexing occurs automatically in the background.

All input scenarios and formats are supported. This includes scans (paper documents), PDFs, and any image formats, as well as emails and other Office documents. A storage integrated in Microsoft Office is possible via the xSuite Interface Office+ extension. As a “single instance”, the document management system also prevents the redundant storage of files. Each document is filed only once and can then be linked to any number of tasks. Simultaneous access of several users is of course also possible.

Last but not least, files and their fields can be saved either versioned or not versioned. In this way, important documents can be written directly and immutably into the audit-proof archive. Other files, on the other hand, can be versioned until final preservation.

The high performance is the result of a combination of two innovative technologies:

MongoDB

MongoDB is a database (NoSQL) specifically designed for document management. Data is stored in a special document format, making the database more meaningful and powerful than the traditional row/column model of relational databases.

Elasticsearch

Elasticsearch is a high-performance search engine and analysis engine used by Google. This enables searches over very large amounts of data in xSuite archives in fractions of a second.

xSuite Archive for your SAP systems

As an electronic archive, xSuite Archive is also suitable in conjunction with your SAP systems. The certified connection is done via the SAP ArchiveLink standard.

The archiving can be done either via scan clients, xSuite Interface WebScan or by uploading with reference to an SAP operation. A Microsoft Office integration, for storage directly from Outlook, Word, Excel, as well as late archiving, for example via barcode, is also supported.

The archive can be used either as a simple “data pot”, without indexed data (level 1) or as a fully comprehensive document management system, with indexed data (level 2).

xSuite Interface Office+

With xSuite Interface Office+, you can save documents directly from Microsoft Office to your archive.

Powerful features for your document management

Google-like Search
When searching, intelligent auto-completion and search suggestions (“Did you mean …?”) help you with your search.
Category Search and Filter
Use various category and filter functions to find the desired document.
Preview function
View a preview directly from the hit list.
Universal Viewer
Save yourself from opening different applications with the built-in universal viewer.
Magic Fields
Automatic or manual assignment of documents to objects across archive boundaries.
Available online
Access to your documents is possible via web client and mobile app.
Versioning
Save individual documents in multiple different versions

The archive for the flat rate

THE ENTERPRISE LICENSE OFFERS YOU UNLIMITED USERS AND THE STORAGE OF UNLIMITED DOCUMENTS TO A VERY CHEAP PRICE.

xSuite Archive Prism

the archive solution On-Premises

xSuite Archive Prism installs the solution on a Windows server in your company or private cloud. Your internal IT provides infrastructure and operations.

xSuite Archive Helix

the archive solution in the cloud

At xSuite Archive Helix, the archive software runs on a central server of the product manufacturer – in the cloud. Documents that are scanned or produced locally are sent to the data center, where the data is stored, considering the highest security standards. By leveraging the cloud solution, you save on-premises infrastructure.

Our solutions for your document management

As a legally secure long-term location, xSuite Archive is suitable for all your documents. Compared to other DMS, xSuite Archive stands out with its amazing search speed. Another advantage is the full-text index, which eliminates the need for manual keywording and at the same time ensures maximum flexibility in search.

To optimise your purchase-to-pay process, we offer many more products from xSuite …

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Document management with xSuite Archive

Why an electronic document archive?

State-of-the-art technology for the highest performance

MongoDB

Elasticsearch

xSuite Archive for your SAP systems

xSuite Interface Office+

Powerful features for your document management

Google-like Search

Category Search and Filter

Preview function

Universal Viewer

Magic Fields

Available online

Versioning

xSuite Archive Prism

xSuite Archive Helix

Our solutions for your document management

Procurement

Order confirmations

Incoming invoices

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ZELMION GmbH