Electronic Document Flow in ELMA365
Quick response and an easy set-up process
Well-organized interface which requires minimal explanation
It Changes Easily
Along with the Company
Scalable system leveraged by in-house teams
Classic set of tools for document flow management in the company. ELMA365 helps organize the electronic office and ensures safe data storage. Exchange of legal files with the counterparties is also included. Document routing is automated through end-to-end business processes.
ELMA365 is a platform, where managers can quickly search and upload documents and respond to requests. As all data is gathered in one place, the document search is simple — you do not need much information to find a record.
Electronic document management
Control the receipt and storage of original documents and facilitate the search of digital and paper files.
ELMA365 offers features that conform to the rules of document processing. They include document registration, automatic contract number assignment, and continuous page numbering. All documents in the system form a single document register.
Employees with different access rights can use simple storage and search options to find necessary files momentarily. The system allows companies with branch offices in several cities to streamline their document workflows.
In ELMA365 it is easy to automate work with financial documents. Routes for approvals of the incoming invoices prevent file loss and lower the risks of late payments. Stages of consideration become clear and easy to track and monitor.
As soon as the system receives an invoice from the counterparty, ELMA365 determines the responsible for the approval and sets them a task. Deadlines for consideration are strictly defined, in case of any delay you can trace at which stage the difficulties have occurred.
If the regulations within the company changed, the tool easily adapts to this. The routes can be easily adjusted in just a couple of clicks: adapt them to the updated structure, change the order of the approvals, terms, and deadlines.
“We got rid of the paperwork, reduced the number of manual business processes, and facilitated the company’s extensive growth. Instead of creating automation tools for separate departments, we implemented a single BPM platform. ELMA365 is a flexible and simple solution that is more than just a document management system — it also allows digitizing business processes that are not connected with document workflows.”
ELMA365 saves your time on document creation and generates files with relevant attributes from ready-to-use templates. Track deadlines and approval timeframes to make a profit much faster.
The procedure of agreement is automated by the end-to-end process. In case of refusal, the outgoing document can be quickly edited: upload a new version, make corrections in the editing mode, or add notes to the clauses of the contract.
The contract file shows all the related documents — additional agreements, invoices, etc. You can access any of these documents straight from the file, check their status, see available versions, print, etc.
When working with incoming contracts, ELMA365 provides timely execution and control of tasks according to the requirements. The system allows the transfer of the approval process into digital. Documents that need to be considered automatically come to the responsible person, taking into account the schedule of absences and replacements of the employees. As the tasks have got fixed deadlines, the executives cannot delay the processing of the assigned task. If refused, all discrepancies get fixed in the system.
Approval can be parallel as well as consequent. This depends on the regulations of your company.
In ELMA365, office notes can be created in just a few seconds and sent to the addressees straight away. Employees do not need to walk around the office carrying papers if they want to approve a day off. It’s enough just to fill in the request online. It is possible to do it even from their phone. The system itself forms a document and sends it to the relevant manager. Putting an order for the office equipment, requesting a day off, or sending an employee on a business trip is now possible fast and hustle-free.
Well-organized approval document workflow takes the burden from employees’ shoulders. They don’t need to waste time on unnecessary interactions or bear losses. In ELMA365, documents are submitted for approval automatically. Routings are based on preset rules, so managers can get back to what matters most instead of concentrating on the approval order.
Documents are not passed through unneeded coordinators — only the responsible users receive them for approval. The process takes less time and the document loss never occurs — you can always monitor the document workflow online.
Electronic Digital Signature
The electronic digital signature is a must-have modern tool for running a business. It allows companies to establish interactions within their organizations or with counterparties and public authorities.
Legitimate electronic signatures allow you to dispense with keeping hard copies. Together with the systems providing legal document flow, this will help create a completely paperless document flow within the company as well as with the external counterparties.
Improve the performance of the company and employees by using a user-friendly interface of the task page. Collecting all tasks in a single place provides for better time management and prioritization of the tasks. Within a business process it is possible to assign tasks to individuals or departments.
Besides, the task page can be a perfect transition point. Sometimes employees are hesitant about assigning tasks to colleagues from other departments, as they are not aware of their workload. In this case they can assign the task to the head of the department, who will, in turn, reassign the task to an available employee. You can view the history of executors’ actions in the system.
Intranet chat. Discussion of the documents.
Internal corporate chats allow users to send instant messages right in the system. In ELMA365 you can communicate in private or group chats and inform a large number of employees via message streams. You will receive push notifications about incoming messages even with the hidden browser view. In chats, you can share images and files.
In addition, colleagues can leave notes on document approval forms. The history of the approval route with all the comments is stored in the system. For example, in case of the refusal, managers can specify the rejection reason.
Today staying online and making decisions immediately are the key factors for success. With the ELMA365 mobile app you can always have the necessary data at your fingertips — access messages, documents, tasks, and business processes at anytime and from anywhere. The system interface is highly adaptive and makes it easier to work on smartphones or tablets.
Be aware of the working process and prevent bottlenecks with the ELMA365 mobile app. It allows you to approve invoices and documents, publish business processes, schedule meetings, and stay in touch with colleagues.Learn more about Mobile Low-code
Sign, send and receive e-documents
Sending official documents by post might be costly and lengthy. Facilitate this process with the help of electronic document flow. Send, receive and sign documents from counterparties electronically in the system.
Integration with e-signature software
Exclude the risk of delay and losses and reduce expenses for sending documents by post.
Connect the ELMA platform with an e-signature system used by your company. Experience the advantages of seamless integration: sign documents electronically and send them to your counterparties in one system.
Smart document workflow
Artificial Intelligence is a versatile and present-day method to level up the effectiveness of your business in the shortest time possible. It facilitates the work of separate departments and the entire company. AI allows accountants to get rid of the routine tasks on files processing, confirm their accuracy and set up the document routing. In the ELMA365 system LegalDoc.AI is used. It can learn, gain experience, and solve routine tasks faster and better than humans.
Smart document routing
Automatic approval routes for documentation can reduce the number of rejected and delayed contracts, invoices and source documents, and facilitate the signing process. The routing is configured based on the attributes extracted from the document contents.
It doesn't matter if there are 200, 400 or more approval routes in your company — based on the actions of your employees, AI tools will learn to create routes and will preserve the knowledge on routing techniques within the company.
There is no need for long training of new employees; all they have to learn is how to send documents to automatic routing.
Automatic signature and stamp identification allow instant verification of legal documents before entering their data into the accounting records or sending them to the tax authorities.
A streamlined approval process reduces human errors.
This functionality is a great supplement to automatic document registration and automatic response to tax claims. Employees do not need to complete routine and secondary tasks.
Smart document comparison
Sometimes, a punctuation error or a misprint can result in considerable losses. Allowing Artificial Intelligence to compare your documents will reduce human errors and accidental mistakes in approved documents.
Employees can spend hours on approval of received documents, while AI compares documents in a couple of minutes: it underlines all the changes, deletions and insertions. Document verification and approval are the only things employees need to do.
ELMA365 grows along with the company
ELMA365 ECM is a system based on current cloud technologies that provide for a quick response and great potential for development and scaling.
The system uses contemporary microservice architecture and popular among developers technological stack. It allows the system to implement the main features of document workflow in a simple and user-friendly interface with quick response. With ELMA365 you have an opportunity to use relevant and quick solutions without being restricted by outdated technologies.
Stack and technologies can be easily understood by employees, and flexible settings allow the ELMA365 system to adapt to the company’s needs easily. As a result, the operation of the high-load system remains affordable, and its maintenance and scaling do not require long-term training.
Simple and modern interface
No additional training is needed to start your work in the system. ELMA365 has a simple interface — users can only see the interface features they need to fulfill their current task.
You do not need to install a «fat» client on your workstation, as ELMA365 is available in the web and mobile versions. A present-day design makes work with the system a pleasant and comfortable process.
ELMA365 provides for high reliability and performance without heavy demands on recourses. Modern stack allows ensuring fast response for the interface, while microservice architecture enables flexible scaling of the system. It helps to adapt the system to any document workloads and load profiles.
With the cluster technology, you can distribute the load over a number of servers. This approach allows building a fail-safe system for thousands of concurrent users.
You have many deployment options with ELMA365. The system is available as SaaS; it can also be installed on-premises or on the private cloud. ELMA365 Enterprise and ELMA365 PrivateCloud editions give you all advantages of the cloud solution while being installed in the organization's data center.