Smart Document Flow (SDF) is a smart tool from IXTENT that automatically sorts, routes and prepares incoming documents for further processing – before they even enter your DMS. It saves dozens of hours of manual work, speeds up approvals, and makes the entire document flow across your business more transparent.
It acts as a bridge between your enterprise content management system (e.g. OpenText Content Management) and all information inputs – emails, scans, data boxes, portals, etc.
The interface of the DMS itself is insufficient for many companies, so IXTENT developed its own component inspired by real customer needs.
Smart Document Flow offers widely configurable add-on features that go far beyond the capabilities of the DMS itself. And which ones are they?
Main benefits:
- GDPR: setting Records Management classifications (defining document deletion rules); allows logical and physical deletion of documents; allows permissions to be set for individual groups of documents or users by type; allows the input and output of the data to be limited based on selection
- Allows resolution of conflicts in filenames
- Allows timestamps to be applied to documents (the timestamps are applied to documents where it is necessary to state that they come from a particular system and no one has changed them for a specified period of time)
- Allows electronic signing of documents
- It is extensible using add-ons (the customer can connect any of their software)
- Performs a VIRUS scan on input, connects to the company’s antivirus software
The solution also allows:
- Business logic when working with documents (document placement in the system, calculating metadata
values, assigning categories, using document types – DMS does not have a document typology) - Data validation (validates input data), the application can reject irrelevant documents to ensure correct /
traceable data, SDF also says what is wrong with data (DMS does not) - Allows client customization (insertion of other types of documents on input)
- System optimization approach (balancing system load through distribution through the available resources)
References:
License Agreement:
- The IXTENT Smart Document Flow product is licensed per environment, and there are two types of licenses available: Basic and Enterprise.
- The Basic license is limited to installing SDF on only one server and 1 million transactions per year.
- The Enterprise license is not limited in terms of the number of servers on which SDF is installed within a single environment, nor in terms of the number of transactions.
- By environment, we mean the complex architecture of a specific solution. Thus, a more complex architecture of a single solution in a high-availability scenario involving the installation of individual components (Content Server, Archive Server, Directory Services, etc.) on multiple servers is still only one environment.
- In contrast, even simple installations of two separate solutions in one data center (e.g., two separate DMS systems used independently by two different companies from the same group) are two environments.
- By a through transaction, we mean a single call to one of the interface functions (document upload, document download, document metadata download, metadata update, etc.), within which one or more operations (classification, antivirus scan, electronic signature, etc.) can be performed.
- The option to install on a development and testing environment is included in the license.
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