ELO ECM: Functions, Use Cases and Konfuzio as a high-performance Add-on

To holistically digitize your business, it's not enough to store documents online to make information easily accessible. Rather, you need to digitize and automate all processes - from document management to data analysis to process modeling. One of the established digitization platforms on the market is the ECM system ELO Enterprise Content Management.

ELO Digital Office GmbH focuses on efficient content and document management with its ELO ECM. We explain which functions this software includes in part and for which industries and use cases, among others, it is suitable. And: We show which potential obstacles are hidden behind the ELO ECM application and how you can easily eliminate them with Konfuzio as a smart add-on without having to think about changing providers. 

The most Important in a Nutshell

  • ELO Enterprise Content Management is a software for managing information as well as simplifying workflows.
  • Classic areas of application for ELO ECM are document management, contract management, HR and compliance.
  • The challenges with ELO ECM lie in a comparatively complex implementation, limited integration options, and limited analysis functions.
  • Konfuzio forms an extension for ELO ECM that allows companies to compensate for the challenges of the software. Learn more about Konfuzio as an ELO ECM add-on now!

ELO ECM Modules and Functions

ELO ECM is software from ELO Digital Office GmbH for enterprise content management. Put simply, it supports companies in the strategic management of information within their organization. It is a holistic approach that aims to efficiently organize, store and share digital and physical information. 

The system's main functions include capturing documents, indexing and classifying them, archiving them in an audit-proof manner, providing access rights for authorized users, and supporting workflow processes.

The ECM system improves team collaboration, promotes information accessibility and supports adherence to compliance guidelines and data protection regulations.

For this purpose it provides - and others - the following 4 modules:

ELO ECM Suite

With the ELO ECM Suite, companies capture and store documents in various formats such as text, images and video. The suite also has an indexing system that makes it possible to add metadata to documents. In this way, companies are able to easily search and sort stored information using intelligent search functions. ELO ECM also supports audit-proof archiving. This means that once stored, data is protected against changes and complies with legal requirements such as the General Data Protection Regulation (GDPR) and the GoBD (principles for the proper management and storage of books, records and documents in electronic form and for data access).

ELO Enterprise

ELO Enterprise offers advanced features for scalability and collaboration across large teams. Companies can use it to manage multiple locations, create complex workflows and control access to information based on individual user rights. The module is particularly useful for large corporations with complex, document-driven business processes.

ELO Office

ELO Office is an integration of ELO ECM with Microsoft Office applications. It allows users to access ELO ECM functions directly from applications such as Word, Excel and PowerPoint. Thus, they are able to easily import, index and save documents into the ECM system. They can also search for and edit previously saved documents directly from Office applications.

ELO DocXtractor

ELO DocXtractor is an intelligent capture tool that enables information to be extracted from structured and unstructured documents. The function uses technologies such as optical character recognition (OCR) to capture data in documents such as invoices, contracts and forms. ELO DocXtractor then automatically indexes the extracted data and imports it into the ECM system, reducing manual effort for organizations and improving data capture accuracy.

ELO ECM Costs

ELO ECM costs vary depending on your company's needs and requirements. Decisive factors are, for example, the number and type of modules you need for your content and document management, as well as the type of use - in the cloud or on-premise. 

elo ecm application areas

Areas of Ppplication for ELO Enterprise Content Management

Companies use ELO Enterprise Content Management in various areas to manage information efficiently and optimize business processes. The software is used for the following tasks, for example:

Document management

Companies use ELO ECM to process and store documents efficiently. To do this, the software is able, among other things, to digitize paper documents, sort them by category and store them in the ELO system. For example, a medium-sized company that processes a large number of paper documents integrates ELO to digitize documents such as invoices, contracts and application documents. In this way, it not only digitizes the documents, but also daily business processes. It replaces its classic filing cabinet with a digital system for document management.

Workflow management

ELO ECM facilitates the creation and automation of workflow processes. For example, companies use the software to automate invoice workflows. If they scan an invoice, the system automatically starts the correct approval workflow. In this case, the ELO Invoice Worfklow automatically routes the invoice through invoice verification, filing, and, if necessary, invoice approval for invoices requiring clarification, all the way to posting to the ERP system with invoice controlling as the final step.

Contract management

In the area of contract management, companies use ELO Contract digital contract management to create, store and manage contracts and monitor the dates, terms and deadlines they contain. For example, a company in the real estate sector could use the software to store leases and be automatically reminded of important dates, such as the renewal of a lease or the payment of rental fees. This helps keep track of all contracts and ensure that companies don't miss important deadlines.

HR

In the personnel area, the ELO HR Personnel File software manages, among other things, employee files in the form of a electronic personnel file. Companies are thus able to digitally store employee-related documents such as sick leave, parental leave certificates, and even pension notices in the ELO system and make them accessible to employees with the respective authorization in a central location in compliance with the GDPR. For example, an HR team can easily access the digital personnel files to find information for salary negotiations or for planning further training measures.

Strengths of ELO ECM

ELO ECM offers a wide range of options and functions to make content and document management efficient. The following 5 aspects are particularly convincing:

Ease of use

Content and document management in organizations is complex. Companies must therefore use an ECM system to digitize and automate countless files and associated processes. To ensure that companies are not overwhelmed in the process, appropriate software must come with a user-friendly interface. Only then are companies able to use the application productively. This is exactly what ELO Enterprise Content Management makes possible.

The software is clearly and intuitively designed so that employees generate efficient workflows.

For example, you are able to easily upload, organize, and search documents. 

Flexibility

In order for an ECM system to fit the versatile requirements of companies, it must offer a high degree of flexibility. This is what ELO ECM offers. Companies are able to adapt digital processes and workflows - to a certain extent - to meet their individual requirements. 

Security

The security of data is a key issue for every company - especially since the introduction of the General Data Protection Regulation and the soon to come ePrivacy Policy. If they fail to comply with the stringent requirements of German data protection, they face heavy fines and reputational damage. To prevent this, ELO ECM has robust security features, including access controls and encryption. 

Automations

Automations are an elementary component of digitization in companies. They ensure that companies minimize time-consuming, manual work steps and thus assign employees to more complex tasks that generate greater added value. In other words, companies increase their efficiency with automations. This is exactly what ELO ECM makes possible.

Integration

Companies have existing, well-rehearsed processes that are linked to countless applications. For an ECM system to fit harmoniously into this existing network, it must offer options for integration with common programs. ELO ECM enables seamless integration with various enterprise applications. For example, companies link the ELO ECM Suite into an existing CRM system to have all relevant customer information in one place. This improves customer service. In addition, integrations with Microsoft Suite, SAP, Salesforce, ABAS, CAS, Datev and and other programs are possible.

Use Cases of ELO ECM

ELO has already successfully completed around 75,000 customer projects in 40 countries. How have companies integrated ELO ECM into their processes? We take a look at 3 use cases:

Use of ELO ECM at a manufacturing company of molded parts, assemblies and housing systems

With more than 50 years of experience, the leading European company specializing in innovative product solutions made of particle foams develops and produces more than 300 new products each year for industries such as automotive engineering, heating and ventilation technology.

Challenge

The challenge for the company was to automatically recognize incoming invoices, compare them with the order data in Microsoft Dynamics AX and then transfer them. In parallel, a workflow for invoice approval was to be started. ELO was to obtain the required information, such as release authorizations and payment conditions, from the vendor master data in Microsoft Dynamics AX. The software should automatically store the outgoing documents generated via Microsoft Dynamics AX in its archive.  

Solution 

The ELO DocXtractor automatically recognizes incoming invoices and compares them with the order data from Microsoft Dynamics AX. It transfers the information to the ELO ECM Suite and assigns it to the appropriate employee in the ELO workflow. A customizable dashboard was provided for management and controlling via the ELO Business Solution Invoice to visualize and analyze the relevant information.

With the help of the ELO Business Logic Provider (BLP), the company also transfers all documents created by Microsoft Dynamics AX as PDFs to ELO, archives them correctly and enriches them with relevant data.

Benefits

  • Automatic capture of incoming invoices with matching of supplier and purchase order information from Microsoft Dynamics AX 
  • Digital invoice processing and release via ELO workflow with deadline monitoring based on payment conditions from Microsoft Dynamics AX 
  • Real-time visualization of data and important information 

Use of ELO ECM at a market leader for fastening and assembly technology

This company's separate division specializes in custom printed circuit board designs for customers in various industries.

Challenge

The challenge for this division lay in the specialist areas of data security, digital personnel management and automated visitor management.

Solution

To meet these challenges, the company introduced ELOenterprise. Today, it uses the software to securely archive and manage production data. The software automatically controls and logs access to the data. In addition, the company integrated a company-wide digital personnel file and a digital visitor management system called ELO Visitor. The digitalizations have minimized manual processes in the respective departments and made them less error-prone.

Benefits

  • Secure and easily accessible storage of highly sensitive manufacturing data
  • Minimization of manual work steps as well as the susceptibility to errors in the HR department
  • Significant reduction of manual work in visitor management

Use of ELO ECM at a French logistics company

The logistics company operates at Paris-Charles-de-Gaulle airport with over 350 employees in the field of express transport. The logistics company offers innovative adapted solutions not only in France but also internationally.

Challenge

The company aimed to digitize its purchasing process and create an interface between accounting and purchasing. It also wanted to implement a powerful financial analysis tool in its processes.

Solution 

By using ELO ECM Suite and ELO DocXtractor, this company now uses a high-performance ECM system for invoices, purchase orders and contracts. It processes the entire workflow digitally. All steps, from the purchase requisition to the payment of invoices, are fully traceable for the company.

Benefits

  • Efficient central content and document system aligned with individual business processes 
  • Integration of a seamless interface to the Sage FRP 1000 financial management system and inside reporting 
elo ecm weaknesses

ELO ECM challenges and solution approaches

With its diverse software applications, ELO enables companies to digitize numerous business processes and thus make processes more efficient. However, with increasing demands that companies place on their content and document management, ELO ECM as an umbrella term also shows one or two shortcomings. Where do companies reach their limits with ELO ECM - and how can they overcome them without switching providers directly?

Implementation and learning curve

In principle, ELO ECM is a user-friendly application with which companies can efficiently organize their content and document management. However, due to its complexity, integration with existing systems is extensive and it takes time. Until companies have created individual and automated processes, they have to master a steep learning curve. 

In order not to lose time unnecessarily here, the AI software from Konfuzio offers itself as an add-on.

Konfuzio has an intuitive user interface and extensive access for developers. With this, they link ELO ECM quickly and easily with their internal IT infrastructure. And: Due to a completely customizable orientation of the AI, companies are able to freely design countless processes in document management according to their wishes and needs. In practice, for example, organizations use Konfuzio to create specific data extraction rules tailored to their individual requirements. As a result, Konfuzio saves organizations resources in both implementation and training. This relieves the burden on your IT departments and enables a smooth transition to efficient content and document management.

Integration

ELO ECM has key integrations with popular applications such as Microsoft, SAP, Salesforce and Datev. However, companies that work with more specialized or industry-specific programs may face a problem here. Because: ELO ECM is flexible, but companies cannot easily integrate the software with any program.

Konfuzio offers a REST API and a web UI in SaaS, private cloud and on-prem operation. This facilitates integration with other systems and thus extends the flexibility of ELO ECM. In practice, this means that with Konfuzio, companies are able to link ELO ECM with almost any other business application and thus exchange data between the two. In this way, companies gain new, in-depth insights into their data.

Automation and data extraction

ELO Enterprise Content Management provides basic functions for automating processes. However, large, complex companies aiming for a holistic, in-depth digitization of their organization might reach a limit with ELO ECM, especially when it comes to complex data structures. 

Konfuzio features advanced AI, including groundbreaking technologies such as Optical Character Recognition (OCR), Machine Learning (ML), Deep Learning, (DL), natural language processing (NLP) and Computer Vision (CV).

In practice, this means that Konfuzio's algorithms extract, categorize and analyze large volumes of data with the highest accuracy. Companies thus always have up-to-date data from which they can gain valuable insights and make sound business decisions based on them.

Analysis functions

ELO Enterprise brings advanced analysis functions for the evaluation of data. However, depending on the amount and type of data (structured or unstructured), ELO may miss important trends, process optimization potential and risks. With Konfuzio, organizations integrate powerful analytics tools into their ELO ECM. By using the AI tools mentioned above, Konfuzio is able to identify trends even in Big Data and unstructured data. 

Konfuzio - Smart add-on for your ELO ECM 

In the context of the currently rapidly advancing digitization, a digitization platform such as ELO Enterprise Content Management creates an important basis for companies to put their content and document management on a future-proof footing. The software has comprehensive functions to digitize and automate important processes. Few, but nevertheless existing deficits, could develop into challenges for companies, such as in the availability of integrations as well as possible automations and analysis functions.

Konfuzio compensates for the minor shortcomings of ELO software with its intelligent technologies - making the search for an alternative unnecessary. 

Learn more now about how to combine ELO ECM and Konfuzio to take the next big step in digitizing your business!

You need a customized AI solution for your ELO ECM? Then contact our sales department now!








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