Name: Shareflex ECM online
Author: Portal Systems

Help Desk

Web and Video Conferencing

Customer Support

Chatbot

Text Editors

Development

Business Intelligence (BI)

Business Process Management (BPM)

Collaboration

Enterprise Asset Management

Facility Management

PDF Editors

Enterprise

Accounting

Anti-Money Laundering (AML)

Cryptocurrency Wallets

Financial Risk Management

Hedge Fund

Spend Management

Finance and Accounting

Applicant Tracking

Corporate Learning Management

HR Management

On-Demand Payment

Payroll

Resume Parsing

Talent Intelligence

Talent Management

Workforce Analytics

Workforce Management

eLearning Content

Human Resources

3D Printers

Application Virtualization

Change Management

Cloud Storage

Complex Event Processing

Component Content Management

Data Governance

Data Pipeline

Density-Optimized Servers

Disk Based Backup

Fraud Detection

IT Professional Services

Integration Platform as a Service (iPaaS)

Mainframe Monitoring

Managed File Transfer (MFT)

Metadata Management

Network Performance Monitoring

OpenStack Cloud

Product Implementation Services

Test Management

Vulnerability Management

Information Technology

A/B Testing

Ad Serving & Retargeting

All-in-One Marketing

Call Tracking

Channel Management

Content Management

Contest Management

Email Marketing

Marketing Automation

Personalization Engines

Product Management

Referral Marketing

Search Marketing Intelligence

Social Media Management

Survey & Forms Building

Web Analytics

Marketing

Project Management

Transcription

Professional Services

Customer Relationship Management (CRM)

Sales Forecasting

Sales

Certificate Lifecycle Management

Security

Car Rental

Catering

Construction Accounting

Multiple Listing Service (MLS)

Online Fax

Vertical-Specific

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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.

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Plan 2

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Shareflex ECM online

Enterprise content management (ECM) is a set of tools and methods that allows a corporation, agency or organization to obtain, organize, store and deliver information crucial to its operation. The fundamental objectives of ECM are to streamline access, eliminate bottlenecks, optimize security, maintain integrity and minimize overhead.

According to the Association for Information and Image Management (AIIM), ECM can be broken down into five major components called capture, manage, store, preserve and deliver. The purpose of each component can be briefly defined as follows:

-Capture: Create, obtain and organize information.
-Manage: Process, modify and employ information.
-Store: Temporarily back up frequently changing information in the short term.
-Preserve: Back up infrequently changing information in the medium and long term.
-Deliver: Provide clients and end users with requested information.

ECM has become increasingly important and complex in recent years for a number of reasons. Financial fraud and data breaches -- and regulations designed to prevent them -- have made effective information governance essential. There are new sources of content, such as unstructured data from social networking websites. Enterprises also need to manage content effectively for integration with business intelligence/business analytics (BI/BA) applications that help them to use the available information to guide business decisions.

Enterprise Content Management

Portal Systems

Features related to managing business content and transactional content for enterprises.

Content capture & imaging

The system supports the digitization of content.

File sync, storage & archiving

Storage system for long-term preservation & retention of content in an organized fashion; foundational to the ECM.

Document management

Beyond capture, the ECM supports sharing, distributing, printing, faxing, etc.

Records management

Secure, policy-controlled and compliant storage, retrieval and production of records, transactional or otherwise.

Content search & retrieval

Helps users find the content they are looking for. Various methods for assistance include filters, tags, metadata, and the like.

Enterprise content collaboration

ECM support file and content sharing within the enterprise, or integrate with preferred collaboration software or modules. May also be referred to as social intranet.

Content publishing & creation

Supports the publishing of content to web pages or other avenues leading out of the enterprise.

Security, risk management & information governance

Security controls with rules, policies, and permissions defining and delimiting access to content and records. This is a core feature, and a necessity for enterprises.

Contract lifecycle management

ECM tools optimize business transactional processes where they can improve or automate the contract lifecycle  (e.g. Invoice Management, Proposals, etc.). This component is similar to the features provided by advanced contract management software.

Automated workflows

Automated workflows include contract management, invoice processing, etc.

Artificial intelligence

Artificial intelligence and natural language processing help automate document classification

Mobile support

Integration

Integration with 3rd-party systems like ERP, SCM, or CRM

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Shareflex ECM online

Overview

What is Shareflex ECM online?