Shareflex ECM online

Shareflex ECM Online is a solution for document management (DMS) and enterprise content management (ECM) provided by Portal Systems AG. According to the vendor, it is designed to streamline and optimize document-centric business processes for companies of all sizes. This versatile platform is utilized by professionals and industries such as legal professionals, quality managers, finance and accounting departments, human resources departments, and compliance officers.

Key Features

Document Management: Shareflex ECM Online provides a centralized document repository with version control and access permissions. According to the vendor, it offers metadata tagging and advanced search capabilities for efficient document retrieval. The platform includes document check-in/check-out functionality to prevent version conflicts and manage the document lifecycle.

Contract Management: The platform includes a contract repository for storing and managing contracts throughout their lifecycle. It facilitates contract authoring and template management. According to the vendor, Shareflex ECM Online supports contract approval workflows with notifications and reminders. Users can also track contract renewal and expiration.

Quality Document Management: Shareflex ECM Online offers a dedicated quality document repository for storing and managing quality documents such as procedures, policies, and work instructions. According to the vendor, it provides version control and access permissions for controlled document management. The platform supports document review and approval workflows, along with document change control and revision history tracking.

Invoice Processing: According to the vendor, Shareflex ECM Online enables automated invoice capture and extraction for efficient invoice processing. It facilitates invoice validation and matching against purchase orders and receipts. The platform includes a workflow-driven invoice approval process and seamless integration with financial systems.

Collaboration and Integration: The platform seamlessly integrates with Microsoft 365 and SharePoint Online, allowing for enhanced collaboration and document sharing. According to the vendor, integration with Microsoft Teams enhances team collaboration and communication. Shareflex ECM Online also integrates with Outlook for easy email management and document attachments. Additionally, it offers integration capabilities with other business systems for data exchange and process automation.

Security and Compliance: Shareflex ECM Online ensures data security through role-based access control and permissions management. It provides an audit trail and activity logs for compliance and accountability. According to the vendor, the platform is designed to comply with legal and regulatory requirements such as GDPR and industry-specific regulations. Data encryption and secure data storage in the cloud enhance security measures.

Workflow Automation: Shareflex ECM Online allows users to create and manage custom workflows with its workflow designer. According to the vendor, it automates task assignment, notifications, and reminders, improving efficiency and reducing manual effort. Integration with business systems enables the automation of document-centric processes. The platform provides process monitoring and reporting features for performance tracking and optimization.

Reporting and Analytics: Shareflex ECM Online offers pre-built and customizable reports and dashboards for document and process analytics. According to the vendor, users gain real-time insights into document status, process bottlenecks, and performance metrics. The platform also provides data visualization and data export capabilities for further analysis.