4 a closer look at saperion ecm contract records - Saperion AG

A closer look at SAPERION ECM Contract Records
Maintaining the filing plan
The filing plan used to create a record can be modified as needed. A standard filing
plan is included with the installation of SAPERION ECM Contract Records. Of
course, it can also be adapted to each company's specific requirements.
Granting access rights / signature rules
The administrator can use access lists to grant highly differentiated access rights to
a document. A preliminary configuration gives the responsible person a straightforward
way to grant or deny certain users access.
Signature rules are particularly important when managing contracts. For example,
it may be necessary to define which persons in specific departments may approve
contracts and which types of contracts require dual approvals.
Establishing these rules is an important step when launching contract records because
each company has unique requirements.
In most cases, it makes sense to implement approval workflows for contract generation
because approval reviews sometimes discover critical points that require revision
of the contract. SAPERION ECM can be optionally equipped with a graphical
editor for modeling more complex processes.
Capturing new documents
New documents may be scanned directly into the contract records. Similarly, files
from an existing file system may be transferred into the record. Users who create
documents in Microsoft Office applications have additional "Load from record" and
"Save in record" functions within the relevant Office application.
Documents may be enriched with index values immediately upon capturing. Doing
so helps ensure proper filing and subsequent retrieval with the search function.
Of course, sometimes manual capturing is inconvenient. In these cases, documents
captured by an external scanning service, for example, may be automatically imported
into the SAPERION ECM Contract Records system.
Working with the template manager
If the user decides spontaneously to generate a document within the context of the
open record, he or she can call up the template manager without leaving the record
itself. Once the user selects the desired template, the unfinished document is
loaded into the Office application and – if defined in the document template – filled
with index data from the record. From there, it is a simple matter to finalize the
document in Word (or another Office application), print the document, and then
archive it directly into the record.
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