Documents stored in ecoDMS can be automatically assigned according to specified attributes and also archived without requiring manual intervention from the user. This is made possible by the intelligent ecoDMS template designer. The template designer is a fixed component of the classification function. It automatically recognises incoming documents, sorts the data to the right place, automatically fills in the necessary meta data / classification attributes, and stores the data (as an option) automatically in ecoDMS in a dark process. Document recognition is based on pre-configured keywords, barcodes and/or layouts, which are saved in so-called classification templates. This makes the classification and archiving processes easy to automate and optimise. You can use classification templates in different areas. Reading the templates depends on the file type, the content, and the readability and quality of the documents. Templates have various applications. Template recognition depends on the file type, content and on the readability and quality of the documents.

10.1.1 Templates Are Automatically Applied For...

  • PDF and TIFF files during standard and drag & drop archiving in ecoDMS (Windows, Ubuntu, Debian, MacOS),
  • PDF and TIFF files of documents scanned in via scaninput (Windows, Ubuntu, Debian, MacOS),
  • files archived via PDF/A Printers (Windows, Ubuntu, Debian),
  • files archived via Libre / OpenOffice Plugin (Windows, Ubuntu, Debian, MacOS),
  • files archived via MS Office Plugin, including Outlook (Windows),
  • files archived via Thunderbird Addon (Windows, Ubuntu, Debian)

Recognising Multiple Templates (Mass Classification)

If ecoDMS Archive recognises several classification templates for a document, it displays them on tabs as mass classification in the Classification dialogue box.


  • If you use several keywords, all keyword deposited in ecoDMS must exactly match the words in the document.
  • Use unambiguous terms, e.g. the VAT-ID or the customer number of a company.
  • Enter keywords without a hyphen or a comma.
  • The recorded words are " and" -linked. For the detection, all detected items must be included in the document in the same notation.

Form Template (Layout Recognition)

  • The contents of specific text zones in a document can be automatically used for classification. For example, you can let ecoDMS read the invoice number, the date or the company name from a document and enter them in the classification dialogue box.
  • First, ecoDMS needs to know the position of the text zones you want to read in a document. To do this, select the required text zones in the template designer.
  • When creating your classification template, use a PDF document as a master for layout and content.
  • In the template designer, you can then select the required text zones and assign the content of each text zone to a classification attribute.
  • If ecoDMS archives the document which matches the specified template criteria, the software automatically fills in the recognised attributes.