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gevis ECM

Document Management

Simple, intelligent and always available

Enterprise Content Management / Document Management

Everyday life in your company

All companies process huge numbers of documents on a daily basis. Regardless of the type, this usually requires a great deal of administrative effort. Since a document often has to be processed by several people, it often also passes through several departments until it is finally filed. Such a process involves numerous risks, especially if papers are still processed and passed on manually.

When dealing with manual and analog processes, you can quickly lose track of the current status of the process and which of your employees is currently responsible. Deadlines can expire and nobody notifies you. This costs you not only money, but also nerves. It is also very often a challenge to retrieve documents in a paper-only filing system.

Already a step ahead? If you’re already scanning your documents, you need a central place to archive the information so you can access it conveniently, and preferably from anywhere.

The digital solution

Replace traditional paper filing with an electronic data archive now. Keep all data available where it’s needed, when it’s needed. Documents are available in any status – from the time they are created to the time they are finally archived – and the entire life cycle of a document can be traced in any version stored. The archive allows authorized employees to search, edit, check and distribute the stored documents at any time.

What’s in it for you?

  • All business processes mapped
  • Audit-proof archiving
  • Annotations on archived documents
  • Integration with all Microsoft Office products
  • Legal and tax compliance
Ein Laptop-Bildschirm zeigt ein ERP-Webanwendungs-Dashboard mit Symbolen und Beschriftungen für Suche, Datei, Aufgaben, Unterschrift, Unterschriftenordner, Prozessüberwachung, Prozessverwaltung und Konfiguration.
More ease in daily business

Efficient document management

Digitalize your invoice processing and create an optimal entry scenario to implement your digitalization strategy. Digitally map your processes end-to-end and optimize your entire handling process – from mobile signing and automated workflows to audit-proof archiving.

Do you want to have stored documents available where they are needed? Looking to bundle product descriptions with the offer and send them by e-mail? Or to have the customer simply download the latest signed delivery notes from the portal? And to integrate factory certificates and product certificates directly when printing sales invoices? Thanks to gevis ECM, all this is conveniently possible.
Reliable availability
Reliable availability
Have business-related messages and attachments read out in terms of content and stored centrally, securely, and in compliance with the law - in a clear, transaction-based manner in digital files. These files are available to any authorized employee, anywhere and at any time, thus ensuring greater transparency and traceability of all business processes.
E-mail management
E-mail management
Microsoft Office integration enables digital archiving and efficient document retrieval directly from Microsoft 365. As a result, automated workflows and the process-oriented, audit-proof storage of data also become child's play.
Microsoft 365
Microsoft 365
Maintain a transparent overview of the status of all current contracts, such as their terms, conditions and obligations. gevis ECM meets the legal requirements as well as the prescribed retention periods.
Transparent processes
Transparent processes
Business decisions no longer get stalled just because you are not sitting at your desk. Whether it's quotes, correspondence, emails, memos, spreadsheets, drawings, or even incoming and outgoing invoices: Mobile ECM gives you access to this information anytime and anywhere, no matter where you are. Access the data you need easily and securely.
Office to go
Office to go
The posted documents, including watermarks, are stored in the system in an audit-proof and legally compliant manner. The search terms, as well as the full text, are automatically available for later retrieval. Certain documents, such as quotations and purchase orders, are stored in a versioned format and are updated each time a change is made.
Simple archiving
Simple archiving
Since all process information can be logged, the processes remain fully traceable even in retrospect. Whether it's an invoice receipt, a vacation request or a customer application: with our best practice sample processes, we can sustainably accelerate your business processes. Thanks to modern BMP tools, our proven standards can be quickly adapted to the needs of your organization.
Workflow management
Workflow management
The digital personnel file provides a transparent overview of all processes and thus forms the basis for workflow-supported automation of HR processes, such as applicant management or approval processes for vacation or business trip requests. All documents are immediately available to the HR department - from contracts and scanned sick notes to structured information from your leading HR system.
Digital personnel file
Digital personnel file
The GWS signature pad optimizes time-consuming and cost-intensive workflows: Instead of printing out the digital delivery bill from gevis ERP on paper, having the customer sign it and then scanning it back in for s.dok, your customer can sign the delivery bill digitally directly at the point of sale - with the signature pad. The digital copy including the signature is automatically archived in the background to s.dok. You can still print out a voucher copy for your customer if required.
Mobile signing
Mobile signing
Ein Laptop-Bildschirm zeigt eine ERP-Softwareanwendung mit einer Suchoberfläche auf der linken Seite mit mehreren Filtern und Feldern und auf der rechten Seite eine Ergebnistabelle mit Dokumenten, Daten und Namen.
Testimonials

What customers say about our document management

The advantages of the document management system include the fact that we need to record less in financial accounting, which saves us an enormous amount of time, and instead of posting one invoice per minute, we can post between six and ten invoices. Follow-up work is also completely eliminated.
Sylvi Heinz
Sylvi HeinzBusiness economist
Gebr. Weber GmbH
Eine Person sitzt an einem Schreibtisch und arbeitet an einem ERP-System, das auf zwei Monitoren mit Daten und Diagrammen angezeigt wird. Auf dem Schreibtisch befinden sich Büromaterial, Haftnotizen, ein Taschenrechner und ein Telefon. Ein Fenster sorgt für natürliches Licht im Hintergrund.

Intelligent document recognition

Use the digitalization of your invoice processing as an introductory scenario when implementing your digital strategy! Digitally map your processes end-to-end and thus optimize your entire handling process.

Precise and accurate:

  • Recording solution to store all paper documents digitally
  • Automatic readout of document data
  • Comparison with master and transaction data
  • Legal compliance with statutory regulations
  • Backed by all required certificates
Sechs blaue 3D-Würfel unterschiedlicher Größe scheinen auf einem transparenten Hintergrund zu schweben und sich zu überlappen, wodurch ein Gefühl von Tiefe und Bewegung entsteht - ideal für die Visualisierung von ERP-Lösungen.

Hannover 96 scores with gevis ECM

Not only do we want to be at the top in professional soccer, but we also have very high standards when it comes to our administrative processes. After all, optimal invoice processing also has a direct positive impact on the club's economic conditions.
Frank Baumgarte
Frank BaumgarteCommercial Manager
Hannover 96 Sales & Service GmbH & Co. KG

GWS’ strong partners

We collaborate with specialized partners to offer you the perfect solutions for your needs. Working together, we rise to your challenges.

dvelop-logo

d.velop AG

d.velop AG, founded in 1992 and headquartered in Gescher, develops and markets software that optimizes document-based business and decision-making processes in companies/organizations.

After 14 years, the topic of document management in compliance with legal requirements is still important for GWS and its over 450 customers who use this software on a daily basis. Compliance with the current legal standards, e.g. according to the principles for the proper keeping and storage of books, records and documents in electronic form as well as for data access (GoBD), is still an important goal for many customers. GWS’ “best practice” processes map the most important company processes together with gevis ERP and the DMS product s.dok. Standard process documentation is regularly written in cooperation with various experts (e.g. auditors), which, together with the manufacturer’s certificates, guarantees GWS customers the highest possible legal certainty for the systems used.

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I.R.I.S.-AG

I.R.I.S. AG

I.R.I.S’ proven solutions for document classification and data extraction have enabled the company to establish itself as a leading provider in the field of intelligent data collection. The core technology is IRISXtract(tm), a solution platform that GWS uses as an I.R.I.S. partner for automated invoice and purchase order processing, HR, purchasing and supplier files, and case management in the legal, insurance, healthcare and financial sectors.

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GWS' expertise in the area of enterprise resource planning for association-oriented retailers and I.R.I.S.' know-how in the area of document classification and data extraction is exactly what distinguishes the partnership. So we are very pleased that GWS will continue on this path with us in the future.
Henning Krause
Henning KrauseHead of Partner Sales Central Europe – I.R.I.S. AG

We are here for you!

Eine Frau mit heller Haut und blauen Augen lächelt in die Kamera. Sie hat ihr hellbraunes Haar zurückgesteckt und trägt einen schwarzen Blazer, eine Halskette und kleine Ohrringe - genau richtig für ihre Rolle als ERP-Spezialistin. Der Hintergrund ist leicht unscharf und in hellen Farben gehalten.

Sabine Hoffmann

Sales Manager
Tel.: +49 251 – 7000-6860
sabine.hoffmann@gws.ms

Do you have any questions or would you like a free consultation? Then Sabine Hoffmann, our eCommerce expert, is happy to help. Simply submit your query using the following contact form. You will receive an answer within two working days.

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