All for One ECM 3.0: interface, reports, search

We present key novelties in All for One 3.0. First, however, let’s remind ourselves what characteristic features of the solution are and what organizational processes can be carried out using this tool.

Mature ECM platform

All for One ECM (currently Rockawork) is available in the cloud (private or public) or on-premise.

Thanks to the built-in REST API module, the solution integrates with OCR systems (e.g. ABBYY), which ensures automatic text recognition and document digitization. The efficiency of the solution allows for handling large volumes of documents and mass scanning. The platform is built on the low-code concept, which allows trained users to implement and develop further business scenarios without the involvement of IT specialists.

A strong emphasis was placed on ease and intuitiveness of use – the solution is available from a web browser and can be used on mobile devices in many languages. Quick search functions allow immediate access to documents according to the authorization system, and full-text search also in archived documents.

A high level of security of data processing, storage and transmission is ensured by the solution architecture, an extensive authorization system, the use of cryptography and an advanced control and audit system.

Customers using ECM in the cloud computing model have an additional guarantee of data security and confidentiality based on the ISO 27018 certificate granted to All for One.

For SAP customers, a major advantage of the solution is the ease of integrating the ECM platform with the SAP environment (both SAP ECC and S/4HANA solutions, as well as SAP HR and SuccessFactors). Suitable connectors as well as implementation and integration services for both platforms are available.

The above advantages make document scanning, electronic archiving and sharing, workflow and business process management efficient, secure, and employee-friendly.

Documents and processes

The solution supports optimization of management of different types of documents and processes. The most common ones include:

• supplier invoice flow (document registration and scanning, workflow, archiving, integration with SAP);
• documents of cooperation with contractors and customers, e.g. contracts, orders (digitization, archiving, protection and sharing);
• HR document flow (contracts with employees, associates). E-Teczki add-on to personnel and payroll systems (e.g. SAP HR/HCM, SuccessFactors) enables the implementation and maintenance of the company’s employee records in digital form (electronic personnel files);
• correspondence flow, complaints handling process;
• technical documentation (designs, schemes and maps of infrastructure), IT processes, GDPR documentation.

New user interface

Using the experience of people working with the solution every day and in cooperation with customers, we have developed a new look and feel of the user interface. It was the direct feedback from users that was the basis for the changes. In particular, we have improved the interface available on mobile devices. As a result, ECM has gained a simple, intuitive interface that is consistent with the logic of users’ work and can be operated just as effectively on any device.

All for One ECM (currently Rockawork) – new functionalities in version 3.0

Find your document

Many of our customers use All For One ECM 3.0 as their primary file repository. As it is widely known, in large repositories it can be a problem to quickly find a particular document or a set of documents with given parameters. In this aspect, a dedicated search engine comes to the aid of our customers. In the case of a text query, the system matches the phrase to any field in the document or to the content of the attached document.

The query can also be made more specific, so that it concerns, for example, a particular field in the document. Moreover, the user has filtering tools at their disposal and can use them to easily create a permanent pop-up filter, activated by a single mouse click.

Document templates

Document templates (e.g. in .doc, .docx format of MS Word) can be used to generate automatic contracts and other types of documents. In a text document, special fields can be filled in by the ECM system. In this way, it is possible to generate a set of documents for any user, e.g. for a new employee in the onboarding process.

Reports, or how to identify bottlenecks in the process

The All For One ECM 3.0 platform enables not only the digitalization and automation of key business processes in the company but also the adaptation of the processes to dynamically changing business needs. A very important element of analysis and optimization of each business process is the identification of bottlenecks in the process. The customer can themselves prepare and configure a dashboard where selected reports will present the most important information about the process. One of such reports presenting bottlenecks (delays) in particular steps is the so-called heat map of the process.

In addition, our system works with Power BI, a solution that helps prepare dynamic, complex analytical reports. Integrating with ECM system, our customers can create any, even very advanced report because all data available in ECM can be used in Power BI.

Wojciech Nowak, Sales Team Manager, All for One

Sign your document securely

An interesting and expected feature of the system is the possibility of signing electronic documents using a qualified signature. The user indicates the document to be signed and provides the PIN number that secures the qualified signature. The document signing process can be a part of any business process and is carried out in the ECM system without the need to switch to other applications or portals. What is very important for security reasons is that the customer’s certificate is not sent outside the device that was used to sign the document.

Integration with SAP

Our customers include many companies working on SAP systems. When building connectors integrating ECM with SAP, we used our experience in implementations and support services provided for the users of this system. One of the solutions we propose is to solve the issue of document storage in SAP. Our customers do not have to burden their SAP with unnecessary documents. It is enough to define a content repository in SAP to enable cooperation between the systems.