Archiflow lets you manage document flows and information. The documents, regardless of how they are produced, with personal productivity tools (such as Microsoft Office), with management tools (ERP), transmitted by traditional methods or using ICT tools (e-mail, PEC, etc.), can be digitized, viewed, printed, sorted, shipped, protected, archived and preserved.
The document management component
ARCHIVES
Archiflow lets you manage logical containers of documents called Archives (e.g. correspondence, personnel, administration, different archives for each Area, for each branch, etc.). Each archive can have particular functional features and a distinct access policy.
Document types
Archiflow lets you define profile models called Document types (e.g. inbound, outbound, internal correspondence, invoices, expense, slips, etc.) for archiving and finding documents effectively. The Documental Types are created and managed through a simple and ergonomic administration interface.
Folders
Archiflow gives you the possibility to organize documentary records using Folders, which are aggregations of documents related to each other according to criteria set by the users, or in compliance with specific rules. Archiflow also provides Archival folders, which reflects the requirements of current regulations in terms of the documentary archives management for the Public Administrations.
Archiflow and the document lifecycle
Archiflow is much more than just a repository where you can put all relevant contents for an organization, for it offers also the tools to manage documents in the “active” phase of their lives, i.e. when they are consulted, modified, collated, signed. Archiflow lets you perform these operations, so familiar in the real and “paper” world, in a simple and intuitive way, while ensuring maximum security and integrity.
The archive feeding
Archiflow lets you manage and archive documents independently of the tools used to create them and the channel of origin (multi-channel), thanks to a complete set of features for feeding the system in manual, automatic or batch mode.
The access to the archive
In the current activities, users of each organization need to effectively track down the information they need.
Archiflow has a powerful search engine structured for retrieving documents and files in a very short time, even in the presence of large archives (with many millions of documents).
All profiling indexes of documents are indexed in full-text mode: all words, numbers, dates, codes used for document classification become instantly search keys and are put in the Thesaurus of the system.
Viewing
Archiflow integrates the functions for viewing documents in PDF format, for an easier use of the system and an even faster access to information and archive content. Archiflow can also handle all major graphic formats (TIFF, JPEG, GIF, BMP, etc.).
Organizational chart, users and groups
Archiflow manages users and access control through an integrated component of Identity & Access Management.
Each user defined in the system can be associated with a set of identifying information for defining the role in the Organization, in terms of access level (Supervisor, Administrator, Full visibility user, General user), of belonging to offices, Groups, Roles and profiles and of rights, intended as features to which the User may gain access (insert, send, search, edit, delete, etc.).
Archiflow manages the Organization Chart to govern in a simple and secure way the visibility rules on the documents, to ensure their proper flow within the Organization and for the effective management of business processes.
Archiflow uses the standard LDAP protocol, therefore integrating with Windows Active Directory for authentication and with other systems providing the LDAP protocol. This feature greatly simplifies the administration tasks in the presence of a high number of users and allows an single-sign-on access mode.