Functions are key.
nscale focuses on the user and offers intuitive user interfaces for simple document management. Automated processes reduce effort and errors, while individual customization options enable tailor-made use.
In a world of functions, We offer a universe.
Our information platform nscale is an open and innovative enterprise information management system. We would like to give you an idea of how extensive and varied the system’s functional performance is. But this is just a selection.
6 components of the nscale information platform
nscale is all about managing documents and information efficiently. We have divided the functions and features of the software into six components, which are intended to reflect the performance of an enterprise information management system.
Input management
Your business-relevant information is captured digitally from all input channels.
Document management
With a DM system, you can manage your documents centrally and use them from any location.
Output management
All your documents, information and processes are distributed to the right people and made available to them.
Archiving
Archive your documents and information with one click – digitally and audit-proof.
Functions and properties of the 6 components
Input management
When information is received (including input management), both structured and unstructured data is captured digitally from various sources. Unstructured data is information that cannot be immediately identified, e.g. presentations, videos and audio files. Structured data has a standard, readable format and can be stored in a database based on rows and columns, e.g. invoices.
Capturing and input management uses techniques such as scanning, imaging, OCR, bar codes, ICR and full text searches. The entire value chain for providing digital data from documents – in the sense of documents that are usually available in paper form – is referred to as “input management”, while the techniques used are summarized by the term “capturing”. The main advantage is that incoming information is classified and extracted automatically.
- Mass data processing
- Classification and data extraction
- Automation
- Omnichannel integration
Document management
Companies maintain and process huge amounts of data and information in different formats and from various sources. Managing this quantity of digital documents, from orders, invoices and delivery notes to contracts and even video and audio files, presents many companies with an enormous challenge.
A document management system (DMS) structures this data and stores it in digital files, such as a business partner file, based on consistent criteria. The system also forms a basic framework for business processes such as invoice processing. A DMS can therefore do much more than simply archive documents digitally and in an audit-proof manner. It ensures that all company information is stored in a central location and that all authorized employees can find it quickly.
- Working on documents together
- Management of the document life cycle
- Folder structures, electronic records, process mapping
- Structured storage
- Visualisation regardless of format
- Annotations
- Full text search / Index-based search / Navigation research / Quick searches / Saved searches
Processes
Every company has its own business processes, also known as workflows. Be it an employee’s leave request, a customer order or departmental budget approvals, they all have one thing in common: they involve a progression of steps. Paper-based approval processes take up a great deal of time, and are hard to keep track of.
A digital workflow, on the other hand, ensures complete transparency and enables everyone to keep track of the process information and the staff involved. Work processes are therefore efficiently managed and faster – saving time, resources and desk space.
Workflows provide companies with comprehensive options for managing business processes – regardless of whether they are department-related, company-wide or even cross-company processes.
- Process design and organisation structure
- Ad-hoc workflow (floating file)
- Follow up, escalation
- Logged processes
- Task workflow
Collaboration
Collaboration simply means working together. It might sound easy, but the requirements that teams and project groups place on teamwork within a company are high. Increasingly, they need their own protected area in which they can work dynamically. We call a project-linked or task-specific area a ‘teamspace’.
Developed from collaborative technologies such as Social Software and Groupwise, a teamspace allows its users to work on documents simultaneously and to coordinate tasks across local and remote networks. Only authorised team members can access the information in the virtual workspace and edit it together – wherever they are in the world.
- Virtual workspace for projects
- Team calendar/schedules
- Project files
Output management
In the information age, the key challenge is to provide the right employees with the right information at the right time, in the right place and in the right form – all with minimum effort and cost. Output management allows company information to be provided to different target groups on different output channels in digital form.
Output management is a crucial part of an enterprise information management system because it provides the technical capabilities for extracting and collecting data and documents from the application environments – from which the information distribution is to take place. This input is then centrally processed before being distributed in the ideal format via the chosen communication channel.
- Send and archive by email
- PDF/A conversion
- CSV export for ERP import
- Publish content
- Export content
- Mass data export
Archiving
Many companies already have most of their data in digital form, and many documents only exist electronically. But what is the best way to archive them – without losing track of the enormous volume of information? And that’s not the only consideration: the entire system has to be archived securely and, ideally, maintain the documents’ legal relevance.
The nscale enterprise information management system offers a range of options for audit-proof archiving of data and documents. It can also be extended for trustworthy long-term archiving in accordance with TR-ESOR. All software solutions are based on the nscale information platform, ensuring access to archived documents at all times.
- Long-term and audit-proof storage
- Use of different storage systems
- Single instance
- Redundant archiving
- Retention and deletion periods
Administrator functions
With our administrator functions, you can easily customize the software to suit your needs.
Administration and monitoring
nscale offers technical and specialist administrators an intuitive, self-explanatory and, above all, centralized configuration interface. System monitoring and maintenance are also important features in addition to the central configuration capability. We provide the following admin components:
- Offline mode
- Auto-update
- Design tool for templates, lists and processes
- Login via Windows user
nscale Administrator
The nscale system is administered in a standardized administration application: nscale Administrator. Here are some of the configuration options it provides:
- User administration
- Attribute definition
- Permissions management
- Database configuration
nscale Monitoring Console
nscale Monitoring Console is part of the nscale information platform and is used for centralized monitoring of the nscale infrastructure. The main function of the nscale Monitoring Console is the central monitoring of the nscale systems.
- Monitoring
- Connection to third-party systems
- Resource monitoring
- Email notifications
nscale Process Automation Platform
The nscale Process Automation Platform (PAP) offers a central, visual and standardized process modeling that optimally supports the design and optimization of workflows. The high configuration standards and a large number of standard workflows in nscale PAP, combined with the platform’s low-code approach, ensure simple and efficient process implementation.
- Process visualization
- Workflow digitization
- Transparency and traceability
- Business Process Model and Notation (BPMN)
- Decision Model and Notation (DMN)
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Ceyoniq Technology GmbH is a group company of Kyocera Document Solutions.
Ceyoniq Technology GmbH
Boulevard 9 | 33613 Bielefeld
Together we develop strong ideas and implement tailor-made and individual solutions for companies and public administrations – contact us, we look forward to hearing from you!
nscale user interfaces: Simplicity meets functionality
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