profiler is a platform-independent document management system that allows for: 1. The acquisition of both structured and unstructured documents from various sources like scanning, email, and office files. 2. Audit-proof archiving of documents with controlled retention periods and access. 3. Powerful searching and editing of documents, including versioning, as well as workflow automation through defined processes and stamping.

1. Paperless Document Management,
Workflow and Archiving
Audit-Proof Archiving
Integrated OCR
Integrated Scan Client
Document Management
Enterprise Content Management
w w w. p r o s i g m a . a t

2. profiler – Paperless Document Management and more
profiler is a platform-independent document management universal expandability of the integration functions through
system for audit-proof electronic archiving of both structu- web services. profiler solutions and integrations are availa-
red and unstructured data. profiler meets all relevant legal ble, for example, for ERP systems such as SAP, Microsoft Dy-
requirements and takes the Austrian and German legisla- namics AX/NAV products, and various accounting systems.
tions into consideration. No matter whether in your organi- By opting for profiler, you get more than just an Enterprise
zation documents will in the future be circulated as printed Content Management system. profiler assists you in optimi-
paper copies or in various different electronic formats (such zing business processes and supports joint work in project
as Office, CAD, email, spool, and other files), profiler proces- groups, no matter whether within your organization or with
ses each of these formats automatically. profiler acquires an external partner.
and classifies them, provides them with a full text index,
and offers them up for further editing. Comfort, security and flexibility are paramount priorities. In
terms of ease of use and administration, profiler is up there
Time stamps tagged on to every step and process of the do- with the best. It won‘t take you long to appreciate its superb
cument or file guarantee a highly secure and logged access. integration flexibility and connectivity to other software
In addition to the Scan Client used to import documents solutions. And its wide scope of functions and impressive
and the Admin Client used to define document templates, performance will make you wonder how you ever managed
profiler also features an unrestricted Workflow Engine, per- without it.
mits access via every standard web browser, and provides
2

3. 1. Acquisition of Documents
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
Contents scanners, profiler works with and communicates with your
scanner via international driver standards (TWAIN, ...). This
1. Acquisition of Documents 3 allows you to integrate network scanners and digital photo-
copiers (KONICA MINOLTA, CANON, ...) directly into the pro-
2. Structured and Audit-Proof Filing 5
filer system, without requiring additional software provided
3. Archive: Controlling Retention Periods, by the manufacturer. Once scanned, the documents will be
available to you for further editing in the profiler task lists.
Storage and Access 5
During scanning, the integrated OCR (also barcodes can be
4. Document Search 6 used and read) allows you to read out the data directly from
the document and thus to automatically categorize and in-
5. Editing of Documents 7 dex them.
6. Workflow and Task lists 8
7. Distributed Locations and Mobile Users 8
8. Use via Web 9
9. Configuration 9
10. Functions 10
3

4. 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 of functions and services, please see the documentation for
all other standard-format files), or even entire archive files the respective industry solution.
(.zip, .rar, .bak, ...), they are transferred into profiler‘s task list, All files transferred to profiler are received unchanged, in
where they can be categorized and indexed. This way, the their original format. In its own browser-optimized and
files are archived automatically, or with manual entries ad- browser-independent viewer, profiler displays documents
ded to them. The profiler add-on for Microsoft Office soft- as JPG images. From this viewer, you can, if absolutely ne-
ware allows you to transfer documents to the ECM system cessary, print your documents, forward them by email, and
directly from the respective applications and to acquire the zoom them in or out for editing, anytime.
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
4

5. Structured and Archive: Controlling Retention
2. Audit-Proof Filing 3. Periods, Storage and Access
In profiler, you will be processing and structuring your do- profiler provides appropriate mechanisms for audit-proof
cuments and files according to consistent criteria in the archiving. Its Scan Client guarantees the immutability of
central archive, regardless of where they come from. pro- your documents, from their acquisition to their long-term
filer does not distinguish between scanned documents archiving in the database. profiler meets pertinent legal
and documents received from the in-house IT systems, be and regulatory requirements and prerequisites such as the
it letters, drawings, images, extensive documentations, or High-Quality Documents standard, the Principles of Data
emails and Office files. Access and the Auditability of Digital Documents (GDPdU),
and/or Basel II. Defined time periods for retention and de-
Open Integration for Documents, Files, and letion are monitored automatically. The legally mandatory
Index Data possibilities for access to evaluable data are ensured by
means of export functions throughout the entire statutory
Document files are stored and filed in their original for- retention period. Access to the documents is reliably cont-
mats, and they can be retrieved, with keywords or index rolled through security classes and relevant rights in groups.
data added to them. For further editing and processing, the Hence, staff members and auditors, but also customers and
files can be downloaded from profiler, using the Check-In/ suppliers, will be able to view only those documents that
Check-Out function (automatic versioning), or by exporting they were given an authorization for and that they are to
them. What is more, you can launch workflow processes for some extent responsible for. Accessing the documents or
every file that is loaded into profiler. 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
Automatic Long-Term Archiving document or file makes it possible to find out, even several
years later, which user accessed and modified which docu-
In its basic version, profiler allows users to swap out docu- ment at what time.
ments and files to other long-term archives and to include
them in the search. 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.
5

6. 4. 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 search
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 In view of the extensive and very simple (and thus fast)
and which fields (if requested) are used for presets. The va- possibilities for integration into other software products,
rious input masks can be assigned to specific users. Every access to documents in profiler can be controlled directly
user works with his/her customized mask that has been op- from other applications. Many programs already support
timized for his/her tasks. In case of various different applica- this type of access to and viewing of documents. For this
tions, each user can create and manage several views. This purpose, profiler features a web-services-based SDK (soft-
helps enhance the efficiency in routine tasks performed ware development kit) for integration (e.g., the SAP Docu-
with regard to recurring documents such as incoming in- ment Cockpit).
voices, correspondence, etc.
6 Document search

7. 5. 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
Task list
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 Viewing of Document
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.
Editing of Document
7

8. Distributed Locations and
6. Workflow and Task lists 7. Mobile Users
profiler greatly facilitates the execution of document-based Due to its modern software architecture, profiler is a purely
business processes, automating routine tasks in the back- web-based document management and workflow system.
ground. Documents are accurately routed to the right staff As such, it supports high-performance access within and
members. outside organizations (of course, depending on user rights
and security classes). WITHOUT requiring client software,
Fully automatic process control via easy- users can, from a standard web browser (Internet Explorer,
to-define workflows and stamping of docu- Mozilla, Safari, …), easily access documents and workflows
ments in profiler. Thanks to the central storage of data, the syn-
chronization of archives is NO LONGER necessary, either.
The control of the workflow is achieved by means of stam- You will always be working with up-to-the-moment data!
ping functions such as „Approving“, „Rejecting“, „Releasing“,
„Received“, etc., or via forms connected to mailboxes or so- Nevertheless, profiler also includes a synchronization tool
called task lists. The „processing“ of a document determines for offline use, which can be installed easily on your PC or
the next workflow step. To this end, it is defined graphically, laptop. Workflow processes can be launched and worked
before launching a workflow, who is to receive the docu- on independently from the user‘s location. profiler‘s ar-
ment. Also parallel workflows with one and the same do- chitecture allows you to edit documents using state-of-
cument are possible! In this connection, stamps only serve the-art equipment (also smartphones and tablet PC‘s), at
as organizational aids in order to make the transition from your workplace or from the comfort of your home. This way,
the „analog“ world of paper to digital document processing mobile users are able to view, approve, or forward invoices
as simple and clear as possible. The status indicating which or other documents. Compared to paper-based processes,
process step the document is at is visible at all times. Inte- the efficiency of in-house workflows is, as a consequence,
grated external programs can also launch workflows and enhanced many times over. Paper documents are no longer
activate process steps via the profiler interface. 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-
Task lists / Mailboxes
ted manually on receipt.
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.
8

9. 8. Use via Web 9. Configuration
profiler can be used in combination with all standard web In just a few steps, profiler can be installed and will be ready
browsers: Internet Explorer, Safari, Mozilla Firefox, Chrome, to go. Its administration is clearly structured and intuitively
etc. This provides users with a high degree of flexibility and easy to use. If you still have any questions, profiler‘s hand-
mobility in managing their documents. book might be of help.
Web Integration The modern and therefore sustainable design of profiler
features a Model View Control architecture, separating the
Integration is made easy by state-of-the-art web services. database level from the controller and the user interface.
profiler‘s functions can be invoked from external applica- This makes functions transparent and enables the use of
tions and be embedded. In many cases, this allows users various different databases. Security classes allow you to
to keep using the user interface of a standard software define roles and user rights in a treelike structure and also
application that is already in use in the enterprise (such as to use them via clients. This gives the system maximum se-
that of an accounting system), while profiler will operate in curity and highest scalability.
the background and get only the document view onto the
screen. Administration Menu
Furthermore, profiler web services allow the fast and The entire configuration of technical settings all the way
straightforward implementation of web portals for staff down to the administration of users, templates, security
members and business partners. Whether you want to im- classes, workflows, and emails, as well as of many other pa-
port, automatically keyword, or find staff documents, in- rameters is carried out in the Administration menu.
voices, or cash receipts: this versatile solution does it all. Whether installed on a standalone terminal or in a corpo-
rate network, in profiler you can always use all functions,
Using profiler, you can view documents archived by means including mapping of the organization, among others. This
of any standard Internet browser; of course, you can also file keeps the administration simple and clearly structured,
documents in the archive via the Web. 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
Login 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.
...
9

10. 10. Functions
DOCUMENTS Viewing and Editing of Documents
ƒƒ Preview of documents in browser
Acquisition of documents
ƒƒ Exporting of documents via check-out / check-in
Scan function
ƒƒ Separate Scan Client
ƒƒ Adding of notes to documents
ƒƒ Scanning of multi-page documents and of documents
ƒƒ Read and write aid in the form of Lid function
printed on both sides
ƒƒ Splitting of multi-page documents
ƒƒ Configurable scan presettings
ƒƒ Logging of all actions in the history
ƒƒ OCR of scanned documents
ƒƒ Rotating of single pages or of the entire document
ƒƒ Compression of scanned documents up to 1:10
ƒƒ Sending of documents as email attachments or as links
ƒƒ Batch scans: scanning of several documents with split
to the document directly from the document view
ƒƒ into individual documents through separator pages
ƒƒ Version management: check-out and check-in function
ƒƒ Automatic recognition of index fields in Scan Client with archiving of historical versions
ƒƒ Support of bar codes in batch scanning
Workflow
Upload ƒƒ Separate BPMN2-compatible workflow engine
ƒƒ Uploading of documents directly in the web application ƒƒ The workflow defines the path of a document in the
DMS
Directory Monitoring ƒƒ Support of: stamps, task lists, parallel workflows,
ƒƒ Easy uploads thanks to directory monitoring multiple approvals, etc.
ƒƒ Support of FTP server ƒƒ Designing of your own stamps, including name,
graphics, comments, and customized fields
Email ƒƒ Path in workflow is based on stamp (rejected / approved)
ƒƒ Inbound delivery of documents as email ƒƒ Email notification about new documents to be processed
ƒƒ Email text or attachments can be processed as
documents Document Organization
ƒƒ Transfer of email attributes as index fields. ƒƒ Task lists organize the documents to be processed
ƒƒ Sender, Time, Re, CC, BCC, etc. ƒƒ Distinction between team task list and personal task list
ƒƒ Setting of index values is possible via XML attachment ƒƒ Document types distinguish different kinds of
ƒƒ Full text indexing of email attachments, e.g., PDF, TIFF, documents. e.g.: voucher, document, etc.
etc. ƒƒ Security classes control the level of confidentiality of
documents
Web Service ƒƒ Index fields associated with the document store
ƒƒ Web services for file upload (SOA architecture) information about the document such as: Name, Date,
Keywords, Re., etc.
ƒƒ Index fields can be assigned several times: e.g., Keyword
1, Keyword 2
ƒƒ Field masks for index fields in order to obtain consistent
formatting
ƒƒ Fixed-value presets for index fields
ƒƒ Freely definable validations of index field values
ƒƒ Dossiers combine documents, e.g., Order Form, Delivery
Note, and the pertinent Invoice
10

11. ƒƒ Hierarchies allow the user to organize documents SYSTEM ADMINISTRATION
according to a treelike structure. One and the same
ƒƒ Rights management based on users, groups, and rights
document may be placed in several "directories" at the
objects
same time
ƒƒ Multiple assignment of users to clients and roles is
ƒƒ Documents that have been fully processed will be filed
possible
in the archive automatically
ƒƒ Control of the confidentiality level of documents via
security classes
Find and View Documents
ƒƒ Optional hierarchical security classes
ƒƒ View of the documents contained in the task lists
ƒƒ Hierarchical client system: additional client "inherits"
ƒƒ View for quick processing: clearly structured, tabular
configuration from higher-level client
view of all documents provided "for processing"
ƒƒ Configurable invoice classes, retention periods, and
ƒƒ Search for documents based on document properties
invoicing units
and/or index fields
ƒƒ Visibility of task lists and workflows is controllable at
ƒƒ Automatic search in all index fields
group and user levels.
ƒƒ Search function with wildcards
ƒƒ "Best Practices" workflows for fast go-live
ƒƒ Full text search of scanned documents and within PDF
ƒƒ All administrative activities can be adjusted in web
files optional search in full text index
interface
ƒƒ Automatic full text indexing of all documents including
ƒƒ Definition of index fields with data types and format
OCR
templates
ƒƒ Browsing to the next or the previous document directly
ƒƒ Limitation of index fields to predefined values (selection
in the document view
listboxes)
ƒƒ Cockpit used to display management evaluations
ƒƒ Definition of mandatory fields
Configurable views for search, search results, and quick
processing. Can also be modified separately for each
user or group SECURITY
ƒƒ Email notification about new documents to be edited
ƒƒ Transmission security ensured by standardized
protocols (https)
TECHNOLOGY
Cutting-edge technology on Java and application server ƒƒ Configurable granular document access rights
basis ƒƒ Logging of all changes - who, when, what
ƒƒ Web technology: no installation and updates on client ƒƒ Versioning of documents
computers required
ƒƒ Documents are never deleted;
ƒƒ Browser-independent: IE, Firefox, Safari, etc. instead, they are marked as invalid
ƒƒ Central rollout through web technology ƒƒ Documents never leave the server. They are displayed
ƒƒ SOA and N-Tier architecture. on the client, but not stored in it.
ƒƒ Web services (WSDL) available for functions
ƒƒ "Software as a Service" support
ƒƒ Cloud application: service provider model is available
ƒƒ Client capability
ƒƒ SQL database servers such as MS SQL, Oracle, postgres
ƒƒ Creation of users via Excel import function permits the
simultaneous rollout for many users
ƒƒ Web 2.0 functions for optimum user comfort
ƒƒ Support of touch control (iPad and iPhone, etc.)
11

12. All trademarks and logos referred to herein are legally protected trademarks of the respective manufacturers.
2011 Subject to change, due to continued development. Copyright © 2011 prosigma. All rights reserved.
www.prosigma.at
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
ƒƒ profiler NAV Document Cockpit (from Q2 2011)
ƒƒ profiler AX Document Cockpit (from Q2 2011)
ƒƒ profiler SAP Document Cockpit
ƒƒ SaaS
profiler is a product of prosigma Software Development GmbH
Tel: +43.732.890028.0, Fax: +43.732.890028.20
Email: profiler@prosigma.at
www.prosigma.at
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