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Every company needs to manage documents. A document is basically nothing more than the written representation of a fact at a specific point in time. The document – whether analog or digital – is usually considered a binding declaration and obligates the actors to take certain actions. Documents thus establish legal relationships.
Anyone who creates a large number of documents in different contexts and with varying subject matter knows the challenge of ensuring that the content in all documents meets existing operational and legal requirements and is congruent with the data in the systems.
That’s why we at ESCRIBA have developed a professional document management system that helps you to create individual and highly complex documents in a legally flawless manner – easily, quickly, and conveniently.
Where other systems find their limits, the document management of ESCRIBA really starts.
With ESCRIBA, cross-person, cross-department, and cross-company workflows in the context of document creation, approval and management can be conveniently controlled and greatly simplified.
We have developed dynamic document creation with ESCRIBA. This means that document-specific data follows rule-based logics, the result of which flows directly into the document. For example, complex and multilingual employment contracts are child’s play to create. Once the desired document has been created, it can be printed via connected devices or service providers, sent by e-mail and, if desired, automatically stored in an electronic file or in another storage location..
With ESCRIBA you can start document creation directly from your leading system – no matter if you work in SAP, SuccessFactors, Workday or any other backend. With one mouse click you decide for whom which document should be generated. ESCRIBA takes care of the rest: document generation, forwarding, signing filing or triggering further automated process steps.
With ESCRIBA, you create documents with a wide range of properties and formats. ESCRIBA does not use static templates such as in Word, but accesses document modules dynamically as well as the data of all integrated systems.
If not all relevant information for the document to be created is available, ESCRIBA queries it with the help of convenient wizard dialogs. The manually supplemented data is permanently stored in the order and can be retrieved for subsequent processes and documents or also written back to connected systems.
ABased on the user data of the leading system, access rights to the document or even to individual parts of a document are assigned for all persons involved. It is also defined on the basis of the data to whom the generated documents are to be sent or made available via workflow.
The high level of automation and prefabrication ensures cost and time savings with significantly improved quality. ESCRIBA ensures that the right content is used depending on the data and that corporate design specifications are implemented. Automation systematically eliminates sources of error.
ESCRIBA reads the data for the respective fields directly from your database. This means that the data is inserted by mouse click and no longer by hand. This increases efficiency, reduces errors and saves costs.
All templates are available in a central directory. Individual characteristics are currently compiled automatically based on the data, if necessary, also from different systems, such as SAP, SuccessFactors, Workday, etc. It does not matter whether it is a single document, a serial letter, or a quantity order. Additional information can also be provided by importing Excel or csv lists.
If not all the required data is in the backend, it can be conveniently added via wizard queries. The wizard can also be used to decide between several variants of an issue. This means that a clear dialog guides the user through all open questions. Data entered can be saved in the connected system via a write-back function.
ESCRIBA reads the data for the respective fields directly from your database. This means that the data is inserted by mouse click and no longer by hand. This increases efficiency, reduces errors and saves costs.
All templates are available in a central directory. Individual characteristics are currently compiled automatically based on the data, if necessary, also from different systems, such as SAP, SuccessFactors, Workday, etc. It does not matter whether it is a single document, a serial letter, or a quantity order. Additional information can also be provided by importing Excel or csv lists.
If not all the required data is in the backend, it can be conveniently added via wizard queries. The wizard can also be used to decide between several variants of an issue. This means that a clear dialog guides the user through all open questions. Data entered can be saved in the connected system via a write-back function
Our technology enables the most demanding documents to be created faster, better and, above all, in compliance with operational and legal regulations. In addition to optimized document creation, these can also be integrated into workflows, output via different channels (multi-channel) and managed centrally on one platform (filing, archiving, access, etc.).
ENERCON successfully uses ESCRIBA for automated creation of employment contracts
Project Manager at ENERCON GmbH
One option of postprocessing is the selection from different predefined variants for a subject. A clear preview informs about the contents of the respective variants, a comparison function illustrates their differences immediately.
Compliance policies may require locking entire documents or specific text blocks (paragraphs) for individual post-editing. For this reason, ESCRIBA allows post-processing to be regulated individually for each text block and even controlled on a role-based basis. With integrated workflows, post-processing can also be set as requiring approval, so that it must then be automatically released or adjusted by an authorized person.
If the user is authorized to do so, text passages can be freely edited manually. Changes are highlighted in color and can be compared with the original wording (redlining). In addition, every change is precisely documented and logged in the software.
Once the document is final, no further changes can be made without generating a new version of the document. Revision security is guaranteed and compliance requirements are extensively considered.
Whenever documents and business processes are automated that are based on complex arithmetic operations, our extension ESCRIBA Functions comes into play.
With ESCRIBA Functions, much more than simple mathematical calculations are possible. The Functions can calculate data based on complex criteria and validate user input in wizard dialogs. All results from such calculations can also be processed further or written back to the corresponding backend system.
With ESCRIBA you can create high-quality and individual documents in any form and digitally control associated processes with the simplest of means. Our modern technology supports individual companies, corporations, and IT service providers in fully automated and interactive document creation from any external system, such as SAP, SuccessFactors and Workday.
We have been on the market with ESCRIBA for more than 20 years, are strongly rooted in the DACH region and have already successfully implemented more than 300 digitalization projects with a focus on HR for and with our customers.
Even the best software reaches its limits when unnecessary manual work and media breaks complicate processes or errors creep in. With ESCRIBA, you enjoy the benefits of automatic document creation fully integrated into your system landscape.
ESCRIBA perfectly complements HRX, ERP and CRM systems. They are a perfect match due to their forward-looking technologies. SAP, SuccessFactors or Workday support you in HR strategy, workforce planning and workforce analysis? ESCRIBA ensures that perfect documents and the associated workflows are created from the systems based on rules and data.
The integrated Excel generator can upload data from a csv list, for example. Documents are created from the data provided by Excel, which are then used for further processing. ESCRIBA also provides an interface and corresponding interface generators for SQL databases.
ESCRIBA technology is consistently geared towards multi-system use. On-premises, cloud and hybrid system environments are supported. This means that data from different sources can be merged in a new document. It is also possible to start document generation directly from an Employee Self Service (ESS) or Manager Self Service (MSS).
ESCRIBA can access all data in the connected backend systems that are available via a suitable interface. The connecting piece between both systems is the ESCRIBA Integration Server, successfully certified by SAP.
Human Resources Officer, Karlsruher Institut für Technologie (KIT)
Free Download: EDS Feature Paper
From automated creation to archiving and integrated follow-up processes. ESCRIBA EDS is the technology for simple and secure document processes.
We have clearly illustrated and described in detail the diverse functions and possibilities based on the different stages of a document.
The EDS Feature Paper is therefore particularly suitable for researching your tenders or for direct submission to your project management, your purchasing department or as a document for the upcoming management meeting.
Get all the features of ESCRIBA document creation clearly laid out as a download now.
Bureaucratic tasks take up an unnecessary amount of time in many HR departments and HR Shared Service Centers. Employees are tied down by time-consuming, repetitive, and error-prone activities, and service quality and strategic tasks suffer as a result.
HR systems such as SAP HRX, SuccessFactors or Workday make everyday work easier, but their on-board tools for the many different document processes fall short of the quality, compliance and efficiency standards of demanding HR managers. That’s why more than half of the DAX and MDAX companies as well as many medium-sized companies already rely on ESCRIBA.
All documents and cover letters as well as e-mails belonging to a business transaction can be created and sent in a very efficient way with ESCRIBA. Necessary coordination and signature processes and audit-proof archiving in the digital personnel file are directly automated. This saves time and creates space for other value-adding activities.
In the digital phttps://www.escriba.de/en/digital-file/https://www.escriba.de/en/digital-file/ersonnel file, all important personnel documents, such as employment contracts, changes in working hours, vacation requests, and much more, are bundled in one virtual location. The days of HR employees spending hours searching for the right file in various cabinets are now a thing of the past. All documents in the e-file can be accessed from anywhere at any time and can be viewed by several people simultaneously. The logical filing structure and marking with keywords or labels also enables documents to be automatically stored in the right place. A full-text search with text recognition additionally facilitates the retrieval of information.
Thanks to the differentiated role and authorization concept, it is ensured that only authorized persons are granted access to the respective documents and are allowed to read, edit and/or delete them. This access can be controlled very specifically within a file for defined areas or document types. This means that employees have access to different documents than their managers or HR staff. DSGVO requirements and internal guidelines can thus be implemented in a rule-compliant manner with convenient data access at the same time
The digital file therefore not only simplifies the everyday work of HR departments, but also opens up many other advantages and possibilities through the link to a self-service portal.
ESCRIBA is the only document management system that offers multi-level system landscapes (incl. recovery and, if desired, hot swap stage). Due to the powerful transport system, time-critical changes can be mitigated, rule-based texts can be extensively tested and specifically released. Only perfect and tested document blueprints reach the production system from development via quality assurance. The ESCRIBA domain and authorization concept regulates the cooperation of different legal entities or departments and organizes who is allowed to create or access which documents. This guarantees legally compliant versioning, comprehensive recoverability, and high security in operation.
All processes can be controlled precisely down to the level of text blocks or clauses by assigning person- and role-related authorizations. You can define responsibility for each text block. In this way, you can ensure that the correct data and content are included in your documents. This eliminates the possibility of serious errors due to incorrect data or disputable wording. In addition, you create transparency as to which obligations your company has entered based on documents and contracts. In this way, you create the basis for a company-wide set of rules for dealing with documents and retain control over all content (document governance).
Our technology is therefore particularly suitable for complex corporate structures and groups, where other systems often reach their limits. ESCRIBA is already enterprise-ready in the standard version and ensures compliance with complex operational and legal requirements. This noticeably reduces the workload of those responsible, lowers operating costs and sustainably reduces compliance and liability risks.
No- and Low-Coding is a modern way of software development, where code is no longer written manually, but applications are created with prefabricated code building blocks. Over the last two decades, we have continuously developed our document management with our customers and are now the technology leader in document generation and automation. In the past five years, we have made document generation no/low code capable and integrated it into our platform. This provides our customers with the full range of services for the digitalization of document-intensive processes: a powerful electronic file, adaptive case management and a complete business process management system (BPMN 2.0).
In addition, ESCRIBA offers a lever for the establishment and expansion of a self-service portfolio in the web context (portal) and, at the same time, a link for the realization of cross-person and distributed workflows in day-to-day business. This creates a solid basis for a continuous, seamless, and consistent document-centric process design that integrates seamlessly with existing workflow systems. This provides you with a flexible tool for the management of service processes as well as their continuous optimization.
Christian Keller
Business Development
Then please feel free to make an appointment with me directly. We will discuss your requirements and possible solutions based on the ESCRIBA ECAP NLC platform in a personal meeting. I look forward to your enquiry.
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