Document & Workflow Management System

What is eBA ?

eBA regulates corporate memory of an organization or establishment and helps preparing for a safe and healthy future. In other words, this system enables creating, keeping written and visual elements such as information, paper, document that are issued throughout life cycle of companies as well as offering safe and fast online access to such information. In short, we can define it as paperless office management system.
Workflow Management System is a process development platform that enables quickly transferring work processes to electronic automation and integration with other corporate applications as well as increasing profitability of enterprises and extending process oriented work concept. We need workflow systems for standardizing, optimizing, fastening and automation of corporate processes. Such systems make smart documents and forms and enable management of those on electronic environment.

The paperless office solution consists of the following modules ;

Document Management
Workflow Management
Records Management
Capture (OCR – Optical Character Recognition)
Dashboard
E-Signature (DocuSign)

Document Management System

Storage, archive, destruction
Advanced search capabilities
Role-based authorization
Viewer infrastructure
Check-in and check-out features
Versioning of documents
Office Add-ons
Windows Explorer integration / DriveBA

Workflow Management System

Easy digital form creation
Drag & Drop technology
Visual design of the workflow steps
Workflow process triggered automatically
Approvals and delegations
Notification system (home screen, email, SMS…)
Flow history and status of the process

Electronic Document Management System

Compatible with the regulation which is about the procedures that will be implemented on official texting
Eligible electronical signature

Capture Module

Transfers documents to electronical medium easily
Classifies documents easily
Transfers to document management and all the other operational systems
Increases the efficiency of archiving crew, calculates it’s performance
OCR (Optical Character Recognition)

Dashboard Module

Easier reporting of complex data structures
Basic display of complicated reports
Easy analyzing opportunities through report results
Formation of visual reports with practical design immediately
Consolidation of datas coming from all the operational systems through wide-ranged data source support

Features

Performance Dashboard(KPI)

MobileBasic Viewer (PDF, HTML) App

Database Connector

WEB Scanner

Scalability

Office 365 Online Integration

Document Retention

Microsoft Office Add-on

Built-In Viewer

Mail Integration

Built-In Viewer

ERP Connector

API Support

SharePoint Portal Integration

Digital, Elektronic, Mobile Signature

Business Process Based Document & Workflow Management

Digital Transformation Phases ;

Back Office Processing

Automation of works that are obligatory but have little added value.

ADMINISTRATIVE PROCESSES : Automation of corporate processes such as expense management, vehicle management, visitor management.

OUTGOING-INCOMING DOCUMENTS : Digitizing corporate documents and transmitting them digitally to related persons.

INVOICE OPERATION CENTER : Automatic archiving and inclusion of all paper or electronic invoices.

CARGO TRACKING : Recording and managing the cargoes sent or received by the company through a central structure.

Business Process Automation

Gain operational agility by increasing IT Efficiency. Data transfer among units. Regulation and inter-process connections

ADMINISTRATIVE PROCESSES : Institutional processes such as cost management, vehicle management, travel management, visitor management.

INFORMATION TECHNOLOGY : ITIL processes such as Pink Verify certified case, claim, change, failure management.

PURCHASING – LOGISTICS PROCESSES : Purchasing and logistics processes such as Demand, Quotation, Order management.

SALES OPERATIONS : CRM processes such as leads, existing customer management.

HUMAN RESOURCES PROCESSES : HR processes such as entry, exit, payroll and personal file management.

Document Management

Deliver the right document to the right person at the right time.

HR RESPONSIBILITY INVENTORY : Payroll and personal files inventory management.

INVOICE OPERATION CENTER : Processing of electronic and paper invoices and integration of these invoices with financial systems.

CONTRACT MANAGEMENT : Life cycle management of all contracts, integration with financial and legal systems.

PHYSICAL TO DIGITAL : Transferring and archiving all kinds of corporate information in physical environment.

Records Management

Manage the life cycle of the document that is qualified as a record.

OFFICIAL CORRESPONDENCE : Correspondence with public institutions and organizations according to the Official Correspondence Procedures and Principles and ISO 15489 compliance.

INCOMING- OUTGOING DOCUMENTS : Production and storage of all documents coming to and from the institution by a central system.

ARCHIVE MANAGEMENT : Management and archiving of life cycle of all documents and records.

Data Management

Keep up with all the data of the organization, work in compliance with regulations.

GENERAL DATA PROTECTION (GDPR) : Creating inventory with GDPR processes and managing application processes.

GOVERNANCE, RISK AND COMPLIANCE (GRC) : Compliance with regulations and ensuring business continuity. Ensemble and QDMS integration process risk management.

ARCHIVE MANAGEMENT : Management and archiving of life cycle of all documents and records.

Benefits

DATA TRANSFER AMONG UNITS
OPERATIONAL SPEED AND AGILITY
IMPROVING IT EFFICIENCY
EFFICIENT TIME AND DATA MANAGEMENT
COMPLIANCE

STRUCTURED DATA
UNINTERRUPTED WORKFLOW
SMART DATA ANALYSIS
WHAT DATA IS AVAILABLE AND WHERE IT IS LOCATED
BUILDING THE BASIS OF DIGITAL TRANSFORMATION

Paperless Office

Improve your company’s efficiency with workflow, document and digitization management

Document Management enables fast paperless office transformation with Capture and Workflow modules and you can share and monitor online all your work processes and corporate documents.
Thanks to Document Management, you can create corporate memory and online in-house circulation of such documents via Workflow as well as quickly transform all physical documents into electronic documents with Capture.
You can improve your process performance by assuring standardization and automation of work processes. This will allow reducing process costs and contribute effective use of corporate resources.
System allows developing work processes that can be easily integrated with existing operational systems. The customizable layer allows fully compatible operation with the processes on the existing infrastructure of the company.

Let system manage your documents

Accelerate e-organization transformation with zinger stick document management solution.

Electronic Document Management System (EDMS); to manage all documents issued as a result of organizational activities and considered as an evidence
Send documents issued with KEP integration to other public institutions and establishments; enter KEP correspondences to the system and use the system to monitor them.
Guarantee compliance to the regulations with 13298 T1 certificate. Issue and store letters in a format complying with official correspondence procedures and principles.

Don’t let your works flow

Manage your Workflow Processes with smart system

You can control your critical processes with system and will remind you the works when the time comes. You can assure easy integration with operational systems and manage your processes from wall to wall. You can improve your company’s efficiency by speeding up your work processes.
You can prevent dragging on your work processes thanks to identified processes. You can improve your process performances and keep costs under control. The high integration capability allows information control and reducing manual information entry by 85 % in comparison to existing systems and you can thus assure stable and controlled data entry.
Code writing requirements might be minimized thanks to drag and drop technology and you can quickly transfer all your processes to the electronic environment.
You can introduce feasible standards to your processes and make sure that your work processes are applied on the same standards for all employees.
Favorites tab allows quick access to the most frequently used work processes and reports.
Thanks to proxy mechanism, you can monitor all the works done when you are not at the office and assign more than one proxy.
You can share in-house announcements with any user you want thanks to authority based announcement feature and improve in-house communication.
You can define role based workflows and make processes independent from individuals. This will allow only replacing the person of that role when the workflow is changed. Hence, you will not need to revise your processes in case of dismissing personnel and vacation etc.

Your office in now mobile

Create mobile views with one click

You can create ergonomic views to work on mobile devices you use by creating forms with one click and you can quickly add mobile use to your processes.
You can manage and monitor your work processes and documents via web by using all mobile devices. All processes and documents designed on the system are accessible through mobile interfaces and you can control your processes and documents even if you are out of the office.
You can easily access the system using your mobile phones or tablets thanks to the interface operated not depending on a mobile device.
You can have access to processes independent from devices using native mobile application operated with IOS, Android and Windows Mobile and you can carry out approval transactions. You will be informed about works pending your approval instantly thanks to the push notifications.

Don’t leave your signature on a piece of paper

Electronically sign your documents with e-signature / mobile signature infrastructure

You can use e-signature and mobile signature integration in system infrastructure to securely sign and keep your electronic documents.
You are only required to obtain in-house certificates to use e-signature infrastructure; thanks to the strong infrastructure capable of smoothly working with all e-signature certificates, you can immediately start using your electronic signature without necessity of doing any extra work.
You can legally validate electronic forms thanks to e-signature integration and share documents created on the system with third parties.
You can transform the forms created throughout work processes into PDF documents and sign them using e-signature or your mobile signature. The signature details shall be embedded in the PDF document.
Thanks to the mobile signature infrastructure, you do not need to have other hardware with you; you can easily use your mobile phone to sign. This will both reduce the e-signature costs and offer an easier and safer signature process.