…don't search – find!
screenshot open source edms

Screenshots Enterprise Edition

Windows user interface

Our Client is designed to support users in their daily work the best possible way. Since nearly 20 years, we carefully listen to our customers to understand their needs and challenges. The result is a unique combination of functionality, efficiency and ease of use.

The user interface of the Windows client is divided into areas: archive structure, search and list, and the preview or display area. It thus accommodates the intuitive software use of the majority of users. The most important control elements are arranged centrally for quick access. Many actions are available in any context through a right click or various toolbars. The powerful bitfarm viewer can be operated by mouse or keyboard. Experienced users, who have to process a lot of documents every day, appreciate this flexibility as keyboard use can be very time saving (Please click the image for a lager view. The screenshots shown here were taken in the viewer version 3.6.2. which will be available in the next release).

Screenshot bitfarm-Archiv DMS Windows Client

Webviewer and bitfarm-Archiv mobile user interface

With webviewer and the bitfarm mobile app archive, your document archive is accessible from common browsers and mobile devices and also fulfills the demand for highest efficiency and user friendliness. While the webviewer has the same structure as the desktop client, the layout of the app naturally differs from its interface.

One of bitfarm-Archiv's main featureS is a very fast document access. Trying to find the right page from several hundred thousand documents using a short phrase or just a piece of a number? Our DMS finds it in less than a second. Also worth mentioning when we talk about fast access: all well known document formats can be displayed on your screen without delay. bitfarm never stops working on the continuous improvement of the DMS. A close connection to our customers is important to us. At the same time we're constantly reviewing new technologies to improve your user experience and the performance of our product (Please click the image for a lager view).

► Do you have any questions?
Contact us through E-Mail
Screenshots of bitfarm-Archiv mobile App

Use Cases

incoming invoice and workflow
I. Processing of documents (Please click for a larger view)

Commercial Documents

In many companies, archiving of commercial documents, beside the general document archiving, is an important part of daily routine. On one hand it is about revision-safe archiving, correct indexing and the fast retrieval. On the other hand also processing of documents is done with a DMS in many enterprises and institutions. E.g. incoming invoice workflow, which automatically sends the documents to the appropriate team member and defines tasks such as checking or approval.

In this example, workflow tasks are defined with a right click. Alternatively, pending tasks can also be actively sent to the user, e.g. by e-mail or as a system tray pop-up. Mixed workflow scenarios are also possible, depending on what makes more sense in individual cases.

bitfarm-Archiv Document Management not only captures and archives scanned documents, but also imports internally generated digital documents from ERP systems. By a set of rules defined by you, the DMS decides which team member receives newly imported documents in their workflow. The indexing of many documents can also be done automatically.

Warehouse / Goods Receipt

It often makes sense to capture documents at the place where they produced. Early capture makes information quickly available to all user groups involved. Documents can be found in the DMS even if they are still being processed. In this example, all delivery notes are recorded as soon as the delivery has been received. Here, the warehouse staff can immediately provide all important information that is later used in invoice verification. The status of the delivery is configured with a mandatory multiple selection field. You can make multiple selections.

Via the delivery note number, the document is automatically linked with the invoice later, so that you can always call up the entire transaction with just one click. Another case where documents links come in handy are several delivery notes connected to a collective invoice.

The shipping department benefits from simple document entry. Receipts and delivery documents from freight forwarders and parcel services are scanned with just one click. Manual indexing is not necessary here, as text recognition makes it easy to find the shipment number.

icoming invoice
II. Goods Receipt (Please click for a larger view)
versioning document
III. versioning (Please click for a larger view)

Edit Original Documents

Working with office documents is an important part of the overall concept of our document management system. bitfarm-Archiv offers the necessary tools to create, edit and distribute documentation, contract templates or correspondence.

Versioning as a component of the Enterprise edition saves different states of each document.Just click the "Original file" button and further editing, e.g. in MS Word can be made. As can be seen on the screenshot, older versions can also be displayed and used as a template for a new document. The box shows the current processing status.

Check-in and check-out allow exclusive write access and prevent conflicts. The admin also has an overview of all checked out documents and can point out to the users if the check-in was forgotten.

Working in a team

In order to meet QM guidelines, the workflow functions of the bitfarm DMS can be used to implement a 4- or 6-eyes principle. Each document must enter an inspection and approval workflow. Example III shows a typical field configuration with which this is implemented. You can also define a document lifetime, if exceeded they need to be updated or become invalid. By means of corresponding queries, each user can see which work is due (example IV.).

A document is visible only to a small group during the creation and editing process. When released, it's published to a larger group and replaces the predecessor document, which can be marked as "obsolete". Only when a new version has been released it is available for all authorized users.

The hit list can be adjusted individually. Position, size, columns, filters and sorting are automatically saved. Lists can be exported with one click to Excel, Open-Office or CSV for further evaluation.

task list1
IV. Individual selection lists (Please click for a larger view)
task list 2
V. The resubmission list (Please click for a larger view)

The Resubmission

For task management, different queries (see above) are available not only in each archive and for each user, but the resubmission/task list can also be used to implement document processes. Documents can be placed in your own task list or assigned to somebody else with a single click. For this purpose, there is a favorites function to forward frequently recurring processes to the corresponding persons. programd workflows of the DMS automatically fill the task list of the respective users. For example, a change to a document that a user has subscribed to can trigger a workflow for another team member.The same is possible with a workflow from contract management or a pending invoice verification.

A great feature of the resubmission/task list is it does not require action by the user, but reports automatically as soon as new tasks are due. Of course notifications do work even when a user has closed their bitfarm client. A tray icon regularly informs about new tasks.

Tasks can also be forwarded. The controller function enables both, the person forwarding the task and the originator to see the task state. If the set time limit is exceeded, an escalation notification is automatically sent to the controller. Absence functions also make it possible to forward the information to deputies in the event of vacation or illness. Alternatively, tasks can be delegated to groups.

Traceability

bitfarm-Archiv DMS stores an "incorruptible" history of all actions for each document.(Example VI).

It shows which user has attached a note or changed field values, who has edited a document, printed it or sent it by e-mail, how a workflow went and even which user has viewed a document (if configured).

document history
VI. The Document History (Please click for a larger view)
contracts dms
VII. Manage Contracts (Please click for a larger view)

Administration

A typical use case for bitfarm-Archiv are administrations of all kinds. A wide variety of documents accumulate which have to be stored in a structured and revision-proof manner, quick access guaranteed. The necessary data and authorization structures can be easily created, copied into sub-areas and inherited.

For contract management, the Enterprise version offers several special functions that record contract data and allow dedicated evaluations. Workflows automatically submit contracts to the employee or group responsible if a possible termination date is imminent. In this way, running costs can be minimized by cancelling contracts that are no longer required in good time.

E-Mail Archiving

E-mails have become indispensable and important documents which need to be archived with the same care as other documents.

For this bitfarm-Archiv DMS offers several possibilities. Order-related e-mails, or e-mails with a project reference, can be archived directly from Outlook into bitfarm, and immediately linked to the related project files. Automatic e-mail archiving is possible by connecting POP3 or IMAP4 accounts to archive directly into DMS archives.

Archived e-mails are displayed with the viewer like any other document. If necessary, the "Original file" button can be used to open and process the e-mail with your e-mail client. E-mails can be linked to projects or attachments.

It is possible to redact selected areas of a document. For example, prices or other sensitive information in an e-mail can be blackened. In addition, documents can be signed and/or stamped and then sent as PDFs.

mail archiving
VIII. E-Mail Archiving (Please click for a larger view)
image archiving
IX. Archive Images (Please click for a larger view)

Image Archive

Images, pictures and layouts can be archived with bitfarm. Our DMS supports not only the common image formats but also a number of formats from the design sector such as Adobe Illustrator.

If necessary, images are automatically resized if accidentally uploaded as very large files from digital cameras. This guarantees a sensible use of storage space. Where high resolutions are desired, bitfarm-Archiv DMS naturally retains them. EXIF data can also be automatically read from images and stored in fields, which makes this data accessible at high speed through the database.

Additional File Formats

Although they extend the term "document", bitfarm-Archiv DMS can also archive movies or mp3 files. For example, an artist agency manages applications, correspondence and performance demos all linked together in bitfarm-Archiv. De facto any file, even executable programs or program code can be put into the system (if the administrator allows it). This is used, for example, in mechanical engineering, where a machine and its documents also include control programs.

Working With Multiple Documents

If it is necessary to view or edit several documents in parallel, a double-click is sufficient to open the document in a separate window. You can zoom or edit graphic layers (notes, stamps, markers, etc.). The window is independent of the viewer and can be positioned e.g. on a second screen.

Any number of such editor windows can be opened in parallel. The editor also allows access to the "private annotations", a graphical infolayer that is available for every user on every document and cannot be viewed by other users - unless they are invited to do so.

document editor
X. Document editor (Please click for a larger view)

Is there any information missing?

If required, we will gladly send you additional screenshots. Contact us by e-mail: info@bitfarm-archiv.de or give us a call. You can also find more detailed information about bitfarm-Archiv Document Management in our product videos or book a free live presentation of our Enterprise DMS. We can anser questions about your use cases and we would be happy to prepare the demonstration according to your needs. Call us!