Simple, efficient, and secure - Use ecoDMS to securely archive, intelligently manage and perfectly organize all documents like invoices, agreements, receipts, letters, emails, images, etc. and save important time and money. The powerful software optimizes document processes and offers a quick and simple search feature to enable everyone to find their information in a matter of seconds.
  • Central Archiving of All
    Documents, Emails, Files, and Data
  • Quick and Simple Search: Quickly find all documents
  • User Friendly: Easy to Use
  • Compliance: Ensuring Confidentiality, Integrity + Availability
  • Desktop + Mobile Access From Anywhere
  • Cross-Platform Application: Windows, Linux, NAS, MacOS
from EUR 89.00 incl. 19% VAT
  • per concurrent connection
  • one-time purchasing price
  • Choose from Private + Business editions
ecodms-document-management-system-archiving
ecoDMS

Simple Document Management

The Sustainable Software Solution for Document Archiving

Put an end to tedious paperwork: Digitize and archive all your documents according to legal requirements
  • Cost savings: Save paper, storage space, and administration
  • Quick search: Retrieve documents within seconds
  • Desktop + mobile: Access all documents from anywhere
  • BUser friendly: Simple operation and onboarding
  • Compliance: Ensure confidentiality, integrity, and availability of data
from EUR 89.00 incl. 19% VAT
  • per concurrent connection
  • one-time purchasing price
  • Choose from Private + Business editions

What is ecoDMS?

ecoDMS is a document management system (DMS) that enables companies and private individuals to easily and efficiently organize their documents. With ecoDMS you can digitalize, archive, classify, manage, search, and share your documents.

The intuitive user interface is very user-friendly and easy to operate. Having a central archiving location for all your documents makes document management as easy as pie.

Thanks to automatic text recognition (OCR) and intelligent full-text search, you can find any document within seconds. Whether you are searching for name, date, or content: The full-text search browses through all documents and immediately displays the desired results. Finding information has never been so easy and quick.

The software offers limitless access from every device. You can either use the desktop application or the web client to access important documents from anywhere at any time. Whether you’re in the office, at home, or on the road.
  • For enterprises, ecoDMS is an indispensable solution for optimizing business processes. ecoDMS offers multiple advantages, such as audit-proof document archiving, legal compliance with the Generally Accepted Principles of Computerised Accounting Systems in Germany and the GDPR, the improvement of data integrity and transparency, and quickly and easily finding documents. By storing and managing all documents in a central archive, enterprises save time and money that can be spent on more important tasks.
  • For private individuals, ecoDMS offers secure and transparent management of important documents, such as invoices, agreements, certificates, insurance policies, photographs, and much more.
What are you waiting for? Start with ecoDMS today and experience the advantages of a modern and efficient document management system.

Efficient, Quick, and Simple Document Archiving

Efficient document archiving made easy: ecoDMS facilitates document archiving and organization - from PDF and Word to Excel, presentations, drawings, and images. Get your documents organized, sort them by categories, date, or custom keywords to always have a clear overview. You can even save encoded X-invoices in ecoDMS. From seamless processing of scanned incoming emails to straightforward archiving of digital files and emails - ecoDMS is the ideal archiving solution for smart document management.

Automating Archiving Processes

ecoDMS automates your archiving processes: Intelligent classification templates allow you to automatically categorize and archive documents such as invoices, agreements, and more. You don’t need programming skills to create and customize your own templates. Thanks to automatic recognition and assignment, you save valuable time and resources. Benefit from the advantages of this document management system now.

Search: Intelligent + Automatic Text Recognition

Quickly retrieve your documents with ecoDMS by searching for text snippets. The intelligent full-text search will help you find your archived documents in no time – just like googling. Automatic text recognition (OCR) also recognizes text in images or scanned documents and makes it searchable. You can easily save recurring search queries as favorites. You can also include the available classification information, metadata, and notes in your search. Save valuable time and benefit from the powerful search features of the document management system.

Extensions and Integrations for even more Efficiency

  • PDF/A Printer: Archive documents in PDF/A format from any printable application.
  • Plugins for Office programs: Save documents directly from Microsoft Office, OpenOffice, and LibreOffice to ecoDMS. These files are saved in PDF/A format as well as in the original format, so you can make changes and save a new version if needed.
  • Email archiving: Archive emails and attachments directly from Outlook and Thunderbird.
Optional extensions also offer additional features:
  • WORKZ Add-on: Automate recurring tasks in ecoDMS document management and import files and emails automatically into the archive.
  • ecoMAILZ integration: This plugin seamlessly integrates the ecoMAILZ software for automatic email archiving into the ecoDMS interface. This allows you to manage all emails and attachments from ecoMAILZ through the ecoDMS user interface as well.

Feature Scope

ecoDMS is a comprehensive document management system with powerful features for document archiving, classification, automation, and search.
Simply click the caption to display more details and screen shots of the feature.

Feature
Trial Version
Free4Three Edition
Private Edition
Business Edition
ecoDMS ONE
Price
Trial Version free
Free4Three Edition free
Private Edition EUR 89.00 EUR incl. 19% VAT
per concurrent connection
Business Edition EUR 100.00 EUR net
per concurrent connection
ecoDMS ONE EUR 250.00 EUR net
per concurrent connection
Usage
Trial Version private and business
Free4Three Edition private
Private Edition private
Business Edition private and business
ecoDMS ONE business
Number of Users
Trial Version max. 3 conc. connections
Free4Three Edition max. 3 conc. connections
Private Edition max. 2 conc. connections
Business Edition any
ecoDMS ONE any
Update Period
Trial Version 30 days
Free4Three Edition unlimited
Private Edition any
Business Edition any
ecoDMS ONE any
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WORKZ Add-on (Automating Processes in ecoDMS)
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WORKZ Add-on purchase optional
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API (Programming Interface)
API 30 API Connects
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API purchase optional
API purchase optional
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The ecoDMS licensing model is transparent and flexible. It gives you the opportunity to license and use the software according to your needs.

  • A license costs from EUR 89.00 incl. 19% VAT per concurrent connection (one-time purchasing price • Choose from Private + Business editions)
  • Test ecoDMS for 30 days for free and without obligation
Licensing Model: More details arrow_right_alt

ecoDMS System Requirements

The following are the minimum requirements for hardware and operating system, which must be fulfilled to install and run the software. Only if these requirements are fulfilled, you will be able to run the document management system.

+-ecoDMS Server

Betriebssystem
Windows 11, 10
Windows Server 2022, 2019, 2016
Ubuntu 22.04 LTS (Jammy Jellyfish), 20.04 LTS (Focal Fossa)
Debian 12 LTS (Bookworm), 11 LTS (Bullseye)
Synology & QNAP NAS mit Docker-Unterstützung

Systemkern
64 bit (Windows Distributionen)
64 bit (Linux Distributionen)

Prozessor
ecoDMS ohne KI: mind. 2 CPU Cores oder mind. 2 Prozessoren (x86/x64)
ecoDMS mit KI: mind. 4 CPU Cores oder mind. 4 Prozessoren (x86/x64)

Arbeitsspeicher
mind. 8 GB (ecoDMS Server)

Festplattenspeicher
ca. 1,5 GB für den ecoDMS Server zzgl. Dokumentenspeicher

Datenbank
Windows: PostgreSQL Version 15.1 (64bit)
Linux: postgreSQL
(Die jeweilige Standard-Datenbankversion der Distribution wird verwendet.)
Datenbankverzeichnis: Das DB-Verzeichnis muss auf einer lokalen Festplatte liegen.
Netz– oder NAS-Laufwerke (Share-Verzeichnisse) werden nicht unterstützt.

Network Attached Storage (NAS)
Hardware: QNAP & Synology
System: Docker Unterstützung (Virtualisierung)
Prozessor: X86
Arbeitsspeicher: mind. 4 GB RAM (erforderlich)
Eigenschaften: Die QNAP ContainerStation integriert die Virtualisierungstechnologie Docker. Sie ermöglicht so die Bedienung mehrerer isolierter Linux-Systeme auf einem QNAP NAS. Bei Synology kann Docker über das Paket-Zentrum installiert werden.

Virtuelle Maschine (VM)
Sollte eine virtuelle Maschine eingesetzt werden, muss es sich hierbei unbedingt um eine Hardware Virtual Machine (HVM) handeln. Es werden keine PV unterstützt (Paravirtualization).

+-ecoDMS Client

Betriebssystem
Windows 11, 10
Windows Server 2022, 2019, 2016
Ubuntu 22.04 LTS (Jammy Jellyfish), 20.04 LTS (Focal Fossa)
Debian 12 LTS (Bookworm), 11 LTS (Bullseye)
macOS Ventura, Sonoma

Systemkern
64 bit

Prozessorarchitektur
x86/x64

Grafikkarte
mind. Open GL 2.1 (s. Wissensdatenbank)

Arbeitsspeicher
mind. 4 GB RAM

Festplattenspeicher
ca. 500 MB

Bildschirmauflösung
mind. 1280 x 1024 Pixel

Unterstützte Dateiformate
beliebig

Inbox für den gescannten Posteingang
Unterstützte Dateiformate: PDF, TIFF, JPG und PNG
am besten in schwarz-weiß (Schwarz-Weiß = 1Bit Farbtiefe) oder Graustufen und mit 200-300 DPI scannen
Schnittstellen: TWAIN, WIA, SANE zzgl. Scaninput Ordner

Scanner: netzwerkfähiges Gerät
oder USB-Scanner mit der Funktion "Scan2Folder"
oder Scanner mit Schnittstelle für TWAIN/WIA/SANE

+-ecoDMS Webclient

Unterstützte Browser
Google Chrome: ab Version 59
Firefox: ab Version 54
Safari: ab Version 10.1.1
Microsoft Edge: ab Version 40.15063.0.0

+-ecoDMS PDF/A-Drucker

Betriebssystem
Windows 11, 10
Windows Server 2022, 2019, 2016
Ubuntu 22.04 LTS (Jammy Jellyfish), 20.04 LTS (Focal Fossa)
Debian 12 LTS (Bookworm), 11 LTS (Bullseye)

Systemkern
64 bit

Prozessorarchitektur
x86/x64

Festplattenspeicher
ca. 500 MB

Bildschirmauflösung
mind. 1280 x 1024 Pixel

Unterstützte Dateiformate
PDF/A

Unterstützte Programme
druckfähige Anwendungen

+-ecoDMS Microsoft Office Plugin

Plugin-Version
2.1.2

Betriebssystem
Windows 11, 10
Windows Server 2022, 2019, 2016

Systemkern
64 bit (Windows Distributionen)

Bildschirmauflösung
mind. 1280 x 1024 Pixel

Unterstützte Dateiformate
PDF/A & Original Office Format E-Mails aus Outlook: PDF/A & EML-Format

Unterstützte Programme
Word, Excel, PowerPoint, Outlook:
Microsoft Office 365 (Online-Komponenten sind ausgenommen) Microsoft Office 2021, 2019, 2016

+-ecoDMS LibreOffice / OpenOffice Plugin

Plugin-Version
1.0.6

Betriebssystem
Windows 11, 10
Windows Server 2022, 2019, 2016
Ubuntu 22.04 LTS (Jammy Jellyfish), 20.04 LTS (Focal Fossa)
Debian 12 LTS (Bookworm), 11 LTS (Bullseye)
macOS Ventura, Sonoma

Systemkern
64 bit

Bildschirmauflösung
mind. 1280 x 1024 Pixel

Dateiformate
PDF/A + Original Office Format

Unterstützte Programme
Writer, Calc, Draw, Impress:
ab OpenOffice / LibreOffice Version 3.6

+-ecoDMS Thunderbird Plugin

Plugin-Version
3.0.3 + 3.0.8

Betriebssystem
Windows 11, 10
Windows Server 2022, 2019, 2016
Ubuntu 22.04 LTS (Jammy Jellyfish), 20.04 LTS (Focal Fossa)
Debian 12 LTS (Bookworm), 11 LTS (Bullseye)
macOS Ventura, Sonoma

Systemkern
64 bit

Bildschirmauflösung
mind. 1280 x 1024 Pixel

Dateiformate
PDF + EML

Unterstützte Programme
3.0.8 = ab Thunderbird 103
3.0.3 = ab Thunderbird 78 bis Thunderbird 102

Informationen
Bei macOS werden über Thunderbird keine PDF-Dateien erzeugt. ecoDMS legt daher nur die Original-Mail als EML-Datei ab. Dies ist kein Fehler von ecoDMS: https:/bugzilla.mozilla.org/show_bug.cgi?id=675709

+-WORKZ Add-on

Die Basis vom WORKZ Add-on bildet das Dokumenten-Management-System ecoDMS (burns).

Das Add-on ist nach der Aktivierung ohne weitere Installation automatisch in ecoDMS integriert.

Für das Add-on gelten somit die Systemvoraussetzungen der jeweiligen ecoDMS-Version.

Industry Solutions

ecoDMS is the leading document management software for use in all industries and private households. Whether your business is in manufacturing, retail, public health, or any other industry, ecoDMS offers a comprehensive solution for keeping all documents safe, organized and easily accessible.

For example, ecoDMS can help with compliance requirements in the finance industry by securely storing confidential information. In the public health sector, the document management system can contribute to improved access to important patient data and compliance with rules and regulations. In education, the software can assist teachers with saving and sharing their learning materials, while in the legal industry, it can help effectively organize and browse documents. ecoDMS is also ideal for private individuals who wish to securely organize and store their personal documents such as contracts, invoices, or tax documents.

In short, ecoDMS is an indispensable tool for everyone.
  • Insurances
  • Schools and universities
  • Craftspeople and workshops
  • Agriculture, farming and forestry
  • Logistics and shipping companies
  • Real estate and property management
  • Banks, finance companies and collection agencies
  • Bakery and meat industry
  • Doctors, hospitals and pharmacists
  • Private households

Audit-Proof Archiving and Legal Requirements

Audit-proof archiving and compliance with legal requirements such as the Generally Accepted Principles of Computerised Accounting Systems in Germany and the GDPR are of vital importance for every enterprise. Archiving and managing documents represents an important part of business operations, which is of central importance for internal processes and communicating with customers and business partners. ecoDMS is the ideal solution for enterprises and private individuals who need a secure, reliable, and user-friendly document management solution and who at the same time want to ensure that they are fulfilling to legal requirements.
  • ecoDMS uses the latest technology to ensure that all documents are audit-proof and protected from unauthorized access.
  • The document management system fulfils the Generally Accepted Principles of Computerised Accounting Systems in Germany by ensuring that all documents are stored in their original form and with all required metadata.
  • Moreover, the software includes features for GDPR compliance. ecoDMS enables the secure storage of personal data. The software stores the data in a central archive and protects it using role-based access control. This ensures that only authorized users can access documents.
  • ecoDMS also supports data erasure following the expiration of the retention period.
We will be happy to support you with creating your process documentation. A process documentation describes processes related to acquiring, storing, managing, and archiving documents. It ensures that the documented processes adhere to the Generally Accepted Principles of Computerised Accounting Systems in Germany and, consequently, audit-proof document archiving.

Request process documentation

Optional Extensions (Add-ons) for ecoDMS

As an option, you can purchase various add-ons for the ecoDMS document management system. These add-ons are ideal for improving and intelligently automating document processing and organization in enterprises.

WORKZ Add-on
WORKZ is a useful add-on for ecoDMS. It optimizes mainly recurring document management tasks in the ecoDMS document management system. It is therefore ideal for businesses that wish to automate minor document processes and import processes for emails and files in their daily work for little money.
  • Acknowledgement and approval of invoices, business analyses, etc
  • Email import to ecoDMS (automated)
  • File import to ecoDMS (automated)
  • Digital document stamps
  • ecoDMS integration (Add-on)
only EUR 3.50 net
  • per month (no subscription) per ecoDMS license number
  • Price based on ecoDMS update period
ecoDMS API
The ecoDMS API of the ecoDMS document management system is a REST service interface which developers can use to develop their customizations or integrations.
  • REST service interface for developers
  • Integrate ecoDMS with third-party systems
    for example, CRM, merchandise management, etc.
  • Create customized function calls
  • Access basic DMS server features
  • Open API included in ecoDMS ONE
Price on Request
  • ecoDMS ONE required as base application

Getting started with ecoDMS (burns)

ecoDMS is a powerful document management system for efficient and secure document archiving and management. This Getting Started guide explains what you need to do to start working with ecoDMS.
To start with ecoDMS, install the software on a computer. It is important to note, that ecoDMS is a client-server system. First, install the server software on a computer which serves as the central storage for your documents, data, and configurations. Then install the client software on the user computers which want to access the documents.

The decision, whether to install ecoDMS as a standalone or a network solution depends on your requirements:
  • For a standalone solution, install ecoDMS on a single computer and work only on this computer. Documents are saved to this computer and are only accessible to the user using this computer.
  • For a network solution, install ecoDMS on a central server, which can be used by several users on different computers in the network. Documents are saved on the server and can be accessed by every user with the respective permissions.
  • To log in to ecoDMS for the first time, open the Connection Manager to start the connection via the desktop client.
  • Enter your user name, password, and server address to connect to the server and start managing your documents.

As an administrator, use the following login credentials with all necessary permissions when you first login:
  • User name: ecodms
  • Password: ecodms
  • Server IP address:
    • For a local standalone solution, you can use "localhost" as your server address.
    • For a network application, you must enter the respective IP address for the ecoDMS server

For security reasons, change the password for the default user as soon as you have logged in for the first time.
You can setup ecoDMS to suit your requirements. To do so, complete the first step as follows:
  • Options - Users:
    • Create users: In the ecoDMS client, create users to control access to your documents. Specify who can access which documents.
    • Assign roles: Create roles in ecoDMS Client to group permissions for user groups. This allows you to manage permissions more efficiently.
    • Specify permissions: In ecoDMS client, assign groups and roles (permissions) to users to specify who can execute which actions with documents.
  • Options - Settings:
    • Create folders and document types: In ecoDMS Client, create folders and document types to better organize your documents. Make sure you differentiate between folders and document types.
      • Examples for document types: Invoice, delivery note, agreement, policy, tax declaration, reminders, etc.
      • Examples for folders: Suppliers, customers, insurances, employees, etc.
    • Simple structures: We recommend you keep the folder tree in ecoDMS as flat and simple as possible to enhance clarity and facilitate quick document retrieval.
    • Employing classification attributes: Classification attributes in ecoDMS allow you to assign attributes or properties to every document without needing to create a separate folder. By using classification attributes, you can reduce the number of folders, which promotes clarity and quick retrieval.

Information: By configuring folders, document types, statuses, and users, and by specifying permissions, you can ensure that your documents are managed securely and effectively in ecoDMS. Use attributes wisely to simplify document management and retrieval.

For these and more settings, refer to the ecoDMS manual.
There are several ways of archiving documents in ecoDMS:
  • For example, you can use a scanner to scan and archive paper documents via the Inbox feature in ecoDMS.
  • You can also drag and drop documents from the file explorer to ecoDMS for long-term storage.
  • There are add-ons and plugins to archive documents and emails straight to ecoDMS from applications such as Microsoft Office and LibreOffice.
  • The version control feature lets you save and edit different document versions.

For more information on archiving methods, refer to the ecoDMS manual.

Business Customers
11627
Private Customers
9986
Resellers
922
Qualified Premium Resellers
474
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