Document Management and Workflow

Document management that drives processes, accelerates work, and unlocks your organization’s full potential

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In this page

The Challenge
Solution
Document Lifecycle
Key Features
Key Benefits
Target Users

Document management goes far beyond archiving: it is the ability to govern an information asset that expands every day.
Documents, data, emails, and enterprise applications — ERP, CRM, cloud platforms, and vertical systems — generate heterogeneous content that, without a unified vision, fragments information and slows down decision-making processes.

Modern document management goes beyond file organization and becomes a central platform that connects information, people, and processes. Through digital workflows and Artificial Intelligence, it takes on a strategic role: transforming information into operational assets, accelerating efficiency, and supporting organizational growth.

The Challenge

Digital transformation has multiplied tools and channels: applications, repositories, chat platforms, and cloud drives. Each department adopts different solutions, every process generates content in various formats, and each project creates new information flows. The result is a fragmented information landscape that is difficult to control and increasingly complex to leverage over time.

Documents scattered across multiple systems, difficult to locate and retrieve
Misaligned versions and unreliable information
Slow, untracked activities managed informally
Processes delayed by email-based approvals and manual handoffs
Limited control over permissions, security, accountability, and compliance
Ineffective collaboration with suppliers, partners, and external stakeholders

Solution

Centralize information. Ensure control.

Bring documents, data, and communications into a single, structured environment that ensures security, consistency, and full traceability.

Details

Metadata, folders, and versioning ensure full control and traceability, while access rights and permissions are managed according to roles and organizational structures. AI-powered intelligent search simplifies information retrieval, even across complex and multi-company archives.

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Collaborate seamlessly. Work securely.

The platform enables effective and controlled collaboration on shared documents, involving both internal and external users.

Details

Sharing is secure and fully traceable, online co-editing is supported, and document portals facilitate approval processes and digital signatures. Permissions are automatically assigned based on the operational context, ensuring governance and consistency at every stage.

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Automate processes. Accelerate execution.

Configurable workflows — including no-code options — enable the automation of tasks and operational processes.

Details

Tasks, deadlines, and priorities are managed in a structured way, with dedicated worklists for users and departments. Dashboards provide real-time visibility into progress and content, while AI supports document recognition and the automatic application of rules.

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Integrate systems. Eliminate fragmentation.

Archiflow NOVA acts as a central hub within your IT ecosystem, integrating enterprise systems and eliminating information fragmentation.

Details

The platform integrates with core business systems — including ERP (such as SAP), CRM, certified email (PEC), email platforms, and document portals — ensuring seamless information exchange across processes. Certified connectors, Web Services, and Office add-ins enable users to archive documents, access content, and trigger workflows directly from their everyday applications, without switching environments.

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Document Lifecycle

The Siav platform oversees the entire document lifecycle — from creation and archiving to active management and long-term digital preservation — ensuring continuity, governance, and lasting value over time.

Creation and Capture

The platform automates the import and archiving of large volumes of documents, including those generated by enterprise applications. Through Artificial Intelligence, content is indexed, classified, and organized into folders in alignment with archival rules and organizational processes.

Processing and Collaboration

Documents can be reviewed and updated collaboratively, including through integrated Cloud Drives. Activities are managed in a structured way, with clearly defined tasks, deadlines, and responsibilities, while dedicated portals and monitoring dashboards provide centralized control over cases and processes.

Approvals and Signatures

Approval workflows are configurable and support internal reviews and validation steps. The integrated electronic signature — also available on mobile devices — enables document signing by both internal and external users, ensuring secure and fully traceable authorization processes.

Compliance and Security

The system automatically detects sensitive data and ensures granular control over permissions and confidentiality levels. All functionalities are designed to guarantee compliance with GDPR and national guidelines on digital document management, protecting information throughout its lifecycle.

Digital Preservation

Compliant digital preservation ensures the long-term legal validity of documents and manages end-of-life processes in accordance with retention policies and regulatory requirements, including deletion, migration, and anonymization.

Key Features

One platform. Full control.

A unified platform that connects everything needed to work seamlessly — content, workflows, users, and applications.

AI at every stage of work

AI becomes an enabling layer for creating automated workflows aligned with diverse business processes.

Scalable automation, from task to process

Clear interfaces, customizable dashboards, and real-time collaboration help everyone work more effectively: each person sees only what they need, in the simplest way.

Enterprise governance and security

Data protection, controls, traceability, and digital preservation ensure continuity and long-term reliability.

Key Benefits

-70% Time

Reduced search and management time through a unified archive and structured processes

+60% Speed

Faster processes enabled by digital workflows that eliminate bottlenecks

Automation

Repetitive tasks eliminated through RPA, orchestration, and intelligent rules

Reliability

Information always up to date, traceable, and free from duplication

Security

Granular access controls, versioning, and compliant digital preservation

Scalability

A modular platform that grows and evolves with the organization

Target Users

Siav platforms are designed to support every business area driven by processes and information

IT Management / Digital Transformation

To simplify the application ecosystem, integrate systems, and ensure security and governance

Finance Department / CFO

To gain control, traceability, and reliable data to support decision-making

Procurement and Supplier Management

To manage document exchanges, approvals, and validation workflows in a transparent and structured way

Human Resources

To handle sensitive documents, employee files, workflows, and internal communications with full security

Project Managers and Operations

To coordinate activities, content, and shared tasks across teams and departments

External Stakeholders

Suppliers, consultants, partners, users, and citizens who collaborate in a controlled environment through dedicated portals and spaces

Document Management and Workflow

Document management that drives processes, accelerates work, and unlocks your organization’s full potential

The Challenge

Solution

Document Lifecycle

Key Features

More than software: an expert-led transformation journey

Key Benefits

Target Users

IT Management / Digital Transformation

Finance Department / CFO

Procurement and Supplier Management

Human Resources

Project Managers and Operations

External Stakeholders

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