Document management in a company refers to the storage, organization and access to documents within a company. This includes documents such as contracts, order confirmations, invoices, delivery bills, declarations of conformity, product data sheets and much more. While all these documents used to be organized in filing cabinets, these days they are largely managed digitally. More and more companies are using specialized software solutions for this purpose.
At Iptor multiflex, we go one step further: our aim is not only to digitize paper files, but also to connect them seamlessly with the ERP system.This creates an end-to-end process chain that not only reduces administrative costs, but also increases the flexibility and competitiveness of our customers in the long term.
Access to all documents
Smooth business processes are guaranteed when relevant documents are stored centrally and shall be available for all employees at all times. The DMS software from Iptor multiflex supports this process by integrating documents into the ERP system and the associated processes. E-mails, invoices, images or other files can be assigned to a business case and archived using drag & drop. The DMS also guarantees automatic versioning and audit-proof archiving.
Flexible mapping of specially defined workflows directly in the DMS
Granular access controls and workflow automation allow documents and the associated tasks to be assigned to the relevant employees in a targeted manner. One example of this is the processing of order documents: from initial receipt to final approval, each step is clearly documented and automatically forwarded to the users defined in the workflow. This increases efficiency and reduces errors to a minimum.
In addition, invoices can be automatically recorded, digitized and classified. Manual typing of order information is no longer necessary, as it is recognized by OCR or barcodes and automatically saved in the system. This makes the entire ordering process transparent and traceable
ERP, DMS and webshop linked - brings many advantages.
Many e-commerce retailers struggle with slow ordering processes, pricing errors or outdated information on product pages. These problems will be highly relevant in 2025 - especially with regard to the new Product Safety Regulation.
Christoph Arzt, Head of Product Development at Iptor multiflex, explains: "Linking an ERP system with the DMS and the web store opens up new possibilities for process optimization and data synchronization. It is important for us to create a fully integrated DMS-ERP-Webshop solution from the outset, which enables seamless synchronization of all order data, invoices and delivery information."
We highlight the most important advantages for e-commerce companies:
- The product pages always contain up-to-date images and information, as these are synchronized with the DMS and Enterprise resource planning system
- Automatic document archiving provides maximum transparency and speeds up order processing.
- Access to invoices and delivery bills is secure and uncomplicated, both for employees and webshop customers.
- The flexible definition of workflows allows customized processes and reduces manual data maintenance.
Function overview
Have we piqued your interest? Our DMS offers a wide range of solutions specifically designed to optimize your daily business processes and increase operational efficiency. The core functions include
- Complete integration into the Iptor multiflex ERP Solution
- Optional storage of documents in the database or in the file system
- Automatic storage of PDF documents when printing the document
- Manual document storage via drag & drop
- Direct access to mx.DMS documents from mx.ERP
- Scan documents with automatic recognition via barcodes
- Preview function for PDF, Word, Excel, text and image files
- Automatic versioning
- Check Out / Check In procedures for document processing
- Multiple search results can be managed simultaneously
- Freely definable keywording
- Automatic text recognition for keywording using the OCR Wizard
- Detailed user rights control
- Full-text search via keywording and scanned documents
- “Stamp function” for approving documents
- Flexible mapping of specially defined workflows directly in the DMS
- Supports the connection to Microsoft Outlook
And that's not all - our development roadmap for the coming year.
Whether it's market changes, growth or new legal requirements - we want to ensure that our customers are as well prepared as possible for the future. That's why we have planned exciting new functions for our DMS for 2025.
- KI – Document verification via AI - AI is used to determine information (such as order value, supplier article numbers, quantities, net prices, delivery date) at item level. If the system detects a deviation from the order in the ERP, the user is notified.
- Automatic keywording through AI – Immediately after a PDF is inserted into the DMS as an incoming invoice or as an order confirmation for an order, the values from the document (e.g. delivery note number, order number) are added to the keywording using AI.
- Formulas with string functions – For keywording, it will be possible to specify formulas with string functions. This allows the keywording to be filled automatically.
- Document rights per organizational unit and document type – Extension of rights per document type (assignment of rights per document type and organizational unit).
- Dual control principle for deleting documents – To delete documents, the employee must create a “Request for deletion” and specify whether the document should be deleted completely or only the last version. The document is then given the status “Marked for deletion” and can be permanently removed from the system by an authorized employee.
- Mandatory fields in workflows – Mandatory fields can be defined for each workflow step.
- Resubmission date – Documents can be given a resubmission date (for example, contracts that need to be checked once a year).
- Encryption – Encrypted storage of documents in the database.
- Duplicate check – A duplicate check is carried out when importing incoming invoices.
You are future-proof with us.
An integrated ERP and DMS solution such as Iptor multiflex creates the basis for future-proof and smooth corporate management. By intelligently linking document management, Enterprise ressource planning and online trading, you automate business processes, reduce errors and strengthen collaboration between your employees.
English 
Deutsch 