To ensure that you can use ecoDMS smoothly, securely, and with good performance, it is worth conducting a brief check of the system requirements. The overview shows you at a glance which hardware and operating systems are supported and what constitutes the minimum requirement.
Yes, ecoDMS meets the technical requirements of GoBD and GDPR, enabling central, secure, and legally compliant storage and management of your documents. Documents are stored completely and unaltered, and are additionally provided with metadata / classifications to ensure the archiving remains traceable. A history logs any changes made to a file within ecoDMS. You control access via roles and permissions, allowing storage to be organized in compliance with GDPR. Furthermore, retention periods can be mapped, including deletion upon expiry of the statutory deadlines. In addition, ecoDMS optionally supports you with a personalized service for procedural documentation, ensuring that processes can be documented in compliance with GoBD.
We offer a flexible licensing model with a Private Edition for private individuals and a Business Edition for private and commercial use. The Private Edition is designed for a maximum of two connections, while the Business Edition allows for any number of connections. During the selected update period of 24 or 48 months, updates are included free of charge, including new features and security improvements. The license remains usable indefinitely; however, after the update period expires, manufacturer support ceases and no further updates are provided. Additional connections can be added without automatically extending the update period. The update period can be extended within a grace period of +/- 3 months. The extension then seamlessly continues from the end of the previous update period.
ecoDMS can be tested for 30 days as a free trial with up to three concurrent connections. The components of the free trial and full version are identical, allowing you to try out the software realistically in your daily work routine. During the trial phase, almost all features are available, including Plugins, the WORKZ Add-on, and 30 API Connects to try out the REST service. If the trial period expires without a license being installed, the features are automatically restricted, and commercial use is no longer permitted thereafter. If you wish to use the system productively, you can purchase a license in the online shop and subsequently activate it in the settings.
There are addons available for ecoDMS. In addition to the core features, practical components are already available to you in the standard scope of delivery, allowing you to archive documents directly from your applications and quickly transfer them into ecoDMS.
Included addons in the standard scope of delivery:
- PDF/A Printer for archiving from any printable application in PDF/A format
- Office Plugins for Microsoft Office, OpenOffice, and LibreOffice, including saving as PDF/A and in the original format
- Email archiving for Outlook and Thunderbird, including the archiving of attachments
Optional Addons for automation and expansion:
- WORKZ Add-on for acknowledgment and approval, automatic email and file import, as well as digital document stamping
- ecoDMS API as a REST interface for connecting to third-party systems, such as CRM or ERP, available as part of ecoDMS ONE
- ecoMAILZ integration to manage emails and attachments together with documents within the interface; an ecoMAILZ license is required for this
Installation
To get started, you must first install the software on your computers. Please note that ecoDMS consists of two core components:
- Server: This central storage manages your documents, information, and settings. Install the server software on a computer that runs permanently and is accessible to all users.
- Client: You use this software to access your documents. Install the client software on every computer from which you wish to access the documents.
Standalone or Network Solution?
The choice between a standalone and a network solution depends on your requirements:
- Standalone: ecoDMS runs on a single computer. Only the user of this computer can use the documents.
- Network: ecoDMS runs on a central server. Multiple users within the network can access the documents simultaneously.
Login
To start using ecoDMS, you must first log in. Follow these steps:
- Open the ecoDMS Connection Manager.
- Enter your login credentials:
- Username: ecodms
- Password: ecodms
- Server Address:
- For standalone installation: localhost
- For network installation: IP address of the ecoDMS server
- Click "Connect".
Important: For security reasons, it is essential to change the password for the default user after logging in for the first time.
Users and Structure
ecoDMS can be specifically configured to meet your individual requirements. Use the following steps to establish a clear structure:
- Manage Users:
- Create users to control access to documents.
- Assign roles to bundle permissions for groups.
- Assign permissions to determine who can perform which actions.
- Create Structures:
- Set up folders and document types to organize your documents.
- Document types: e.g., invoice, contract, delivery note
- Folders: e.g., customers, projects, accounts receivable, accounts payable
Tip: Keep the folder structure flat and simple! Use classification attributes to categorize documents without requiring additional folders.
Archiving Documents
ecoDMS offers various methods for archiving:
- Scan Paper Documents: Use the inbox feature to scan documents directly into ecoDMS.
- Drag & Drop: Simply drag and drop documents from the file explorer into ecoDMS.
- Addons & Plugins: Save documents directly from Microsoft Office, LibreOffice, and other applications into ecoDMS.
- Archive Emails: Archive emails with ecoDMS and maintain a clear overview.
Tip: With Version Management, you always maintain a complete overview of different versions of your documents and can track changes at any time.
ecoDMS is highly flexible and suitable for numerous target groups, including:
- Financial sector: Meets compliance requirements and protects confidential data.
- Healthcare: Optimizes access to patient records and ensures regulatory compliance.
- Education sector: Assists teachers in storing and sharing learning materials.
- Legal sector: Ensures secure and efficient management of client data.
- Private individuals: Centralizes and organizes personal documents such as contracts, invoices, and tax documents.
Other industries utilizing ecoDMS include:
- Insurance
- Schools and universities
- Tradespersons and workshops
- Agriculture, farming, and forestry
- Logistics and freight forwarding
- Real estate and property management
- Banks, financial services, and debt collection agencies
- Bakeries and butcheries
- Medical professionals, hospitals, and pharmacies
