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Eine Gruppe von Menschen steht um einen Tisch herum und jeder setzt ein großes Zahnradstück in eine Formation aus miteinander verbundenen Zahnrädern ein. Der Tisch hat eine helle Holzstruktur und die Zahnräder variieren in Größe und Farbe, wobei das mittlere Zahnrad golden ist.

Microsoft Teams Integration, enaio® coLab and KAIROS

enaio® 11.10 – New Features

The new version 11.10 of enaio® is available since October 2, 2024.

With the release of the latest version, our market-leading ECM product enaio® offers a wide range of new features and optimizations that make working with documents and e-mails more convenient. The release also makes life easier for admins and developers. The optimizations and new features include:

Overview of previous enaio® versions

Current information on releases, discontinuation dates, and all other information on our ECM solution is found in our documentation.

To the documentation

All new features of enaio® 11.10

enaio® coLab: Design update and additional features

The document sharing tool enaio® coLab has been updated with a new and more modern design based on the familiar Angular technology stack. The interface is now responsive and adapts perfectly to different screen sizes, whether on tablets or cell phones. The integration of Microsoft 365 was also driven forward.

Advantages for users:

  • Direct display and editing of Office files
    You no longer have to download files or switch between different applications. Open and edit your Office documents directly in enaio® coLab and save valuable time.
  • Improved collaboration through file sharing
    Share your documents easily and securely with colleagues and partners. The improved file sharing function enables smooth collaboration and ensures that everyone involved is always up to date.
  • Increased productivity through seamless integration
    Thanks to the link with Microsoft 365, you can create, edit, and save your documents directly in the application.
  • Optimized user experience
    Our new design and enhanced functions offer you an improved user experience. Intuitive operation and seamless integration ensure that you can concentrate on the essentials.
  • Personalization
    Users can customize the UI according to their preferences, for example, by changing color themes or adjusting menu items.
  • Security
    Improved security functions such as the option to integrate a virus check via a webhook ensure secure handling of uploaded files.
  • Performance
    Optimizations in the backend ensure better performance, especially when working with numerous files.

enaio® coLab project room

enaio® coLab overview of the project rooms

Microsoft Teams: Saving files in enaio®

With enaio® version 11.10, we are expanding the link between our ECM solution and Microsoft Teams: Now you can also archive files that are shared in Microsoft Teams in enaio®.

Advantages for users:

  • Prevention of data loss
    The ability to archive files from Microsoft Teams in enaio® prevents important documents from getting lost in the Teams or SharePoint jungle.
  • Centralized document management
    By archiving in enaio®, you have all relevant documents in one central location and can manage and search them efficiently.
  • Increased productivity
    The seamless integration between Microsoft Teams and enaio® saves time and reduces the effort of manually transferring files.
  • Security benefits
    By archiving in enaio®, you benefit from the platform’s extended security and compliance functions in terms of data security.

Note: This function is currently available to enaio® users.

File documents in enaio® with one click

Confirmation of successful transfer

How it works: The new function is available in individual as well as meeting and channel chats. +++ The archived files appear in the enaio® inbox and can be further processed there.

New feature: Account assignment tool

The new account assignment tool was specially developed to optimize the processing of structured data sets in tabular form. This tool offers a variety of functions that can significantly improve efficiency and flexibility in financial accounting.

Key features:

  • User-defined row customization
    Users can split, merge, and reset table rows. This enables flexible and precise processing of data sets.
  • Dynamic catalog elements
    Depending on the table content, suitable catalogs are offered dynamically in enaio®. This facilitates the selection and allocation of relevant data.
  • Automatic totals adjustment
    Totals are automatically adjusted when splitting rows, which increases the accuracy and efficiency of data processing.
  • Validation and fault diagnosis
    Comprehensive validation functions and error diagnostics (logging) ensure a high level of data integrity and facilitate troubleshooting.

Advantages for users:

  • Time saving and efficiency: Thanks to the automated functions and the ability to edit tables with high flexibility, users save valuable time and can concentrate on more important tasks.
  • Reduced development costs: Thanks to the uniform basis for both client variants, only a one-off development effort is required. This results in lower project costs and faster implementation.
  • Increased flexibility: The dynamic catalog elements and the option of connecting to third-party systems such as Navision or other ERP systems offer a high degree of flexibility and adaptability to different requirements.
  • Usability: Modern technology and the clear user interface ensure intuitive operation and a pleasant user experience.

Screenshot of the account assignment tool with sample invoice

Prospects: The account assignment tool is being continuously developed. Future functions include embedding account assignment templates, context-driven delivery of catalogs, and links to other third-party systems. These extensions will further enhance the functionality and benefits of the tool.

On course for AI: Integration of enaio® KAIROS

With KAIROS, we present an AI-based tool that enables the flexible automation and acceleration of document and incoming mail scenarios. This integration brings numerous advantages and new possibilities for our users.

KAIROS enables AI-supported, automated and efficient classification of incoming documents. By using pre-trained AI models from OPTIMAL SYSTEMS, document classes and metadata can be recognized automatically. These models can also be quickly retrained or “tuned” on a project-specific basis with customer-specific data in order to achieve even greater accuracy.

Documents can be transmitted to KAIROS thanks to the integrated AI connector (see blue box on the right), whereupon KAIROS returns the recognized class of the document as well as optionally extracted index data. In addition, the tool provides the confidence values for the extracted data, which facilitates optional human post-processing if the confidence is below a certain threshold.

Advantages for users:

  • Automation and efficiency: The integration of the KAIROS enables a significant reduction in the manual effort involved in document classification and indexing. This leads to faster processing and increased productivity.
  • High accuracy: The ability to retrain AI models with customer-specific data ensures a high level of accuracy in the recognition and classification of documents.
  • Simple integration: Thanks to the AI connector, integrating KAIROS into existing systems and workflows is straightforward and transparent.
  • Flexibility and adaptability: KAIROS is flexible and can be adapted to the specific requirements and data of each project.

Example of a KAIROS scenario: Conformity check for invoice management

Verification client

AI connector: An AI connector provides an integrated API that encapsulates the complexity of AI analysis through KAIROS in a manageable way. This allows KAIROS to be easily and transparently integrated into any project, whether client or server-side.

Security update: Two-factor authentication

Two-factor authentication (2FA) is also new from version 11.10 of enaio®. This helps to further enhance the security of enaio® (also see the blue box on the right). The function is available for enaio® client and is implemented using time-based one-time passwords (TOTP).

Advantages for users:

  • Improved security
    The introduction of 2FA makes access to enaio® much more secure. Even if an attacker gains access to your user name and password, they also need the unique code that is only generated on your mobile device.
  • Protection against misuse
    2FA prevents misuse of enaio®, which would be possible through automatic logins via single sign-on (SSO). Access to the computer is no longer sufficient; you also need the mobile device and the generated code.
  • Flexibility and control
    User-specific configuration of 2FA is supported in enaio® administrator. This makes it possible to exclude administrative or technical users from 2FA if necessary.

Implementation and use:

  • Simple setup
    Synchronization with TOTP clients on mobile devices is realized via a QR code that is displayed once for initialization.
  • Broad application
    2FA is effective for the following clients when activated:
    • enaio® client
    • enaio® capture
    • enaio® administrator
    • enaio® editor
    • enaio® editor-for-workflow
    • enaio® administrator-for-workflow

Two-factor authentication: Configuration

Two-factor authentication: User management

What is two-factor authentication?
Two-factor authentication (2FA) is a security mechanism that requires a second factor for verification in addition to the conventional user name and password. In enaio® we use the TOTP method (Time-based One-Time Password), in which time-based one-time passwords are generated. These passwords can be accessed on mobile devices via common authenticator apps such as Google Authenticator or Microsoft Authenticator.

Design it yourself: the ModalDialog-AddOn

The ModalDialog-AddOn enables customized and freely configurable modal dialogs to be opened directly from data masks.

Advantages:

  • Flexibility and adaptability
    The ModalDialog-AddOn supports you in implementing a wide range of business processes and scenarios. This allows you to flexibly display additional business logic and interact with enaio®. You can also develop your own add-ons to display selected data from the data form graphically, enrich this data with additional sources, and then save the enriched and reorganized data back to the form.
  • Standardized implementation
    Thanks to the common ModalDialog API, which encapsulates the respective APIs of rich and web clients, you only need to create one implementation for both clients. The HTML and JavaScript code of the ModalDialog-AddOn is usually hosted on the enaio® service-manager in the project and can therefore be accessed by all clients.
  • Advanced visualization and data enrichment
    The ModalDialog-AddOn allows you to visualize, edit, and restructure data on the index data form in a different way. You can merge data from different fields and access external data sources via microservices to further enrich the data.
  • Integration into existing workflows
    The add-on can be used in workflow forms as well as index data forms. This means that the values from the modal dialog can be written back to the index data form at the end, which enables seamless integration into your existing processes.

ModalDialog add-on administration area

ModalDialog add-on properties window

enaio® account assignment tool application example
One specific application of the ModalDialog-AddOn is the enaio® account assignment tool, which was implemented by OPTIMAL SYSTEMS as a project solution. This tool shows how the add-on can be used to meet specific business needs and provide users with improved data processing and visualization.

Further expanded: Multilingual workflows and catalogs

Version 11.10 of enaio® significantly expands support for multilingual workflows and catalogs. These new functions offer numerous advantages for users, especially for companies that operate in a multilingual environment.

Main features:

  • Multilingual field labels on workflow forms:
    • Users can now see field labels in their own language, which improves user-friendliness and efficiency.
    • This simplifies workflow modeling since separate forms no longer need to be created for each language.
  • Dynamic multilingual catalogs:
    • Catalog entries can be displayed in the respective language depending on the context and user preference.
    • This applies to both static and dynamic catalogs that are linked to WF variables.
  • Multilingual full-text search (FTS):
    • Full-text search now supports the translation of list entries and can process search requests in multiple languages.
  • Simplified workflow modeling:
    • There is no need to create separate workflows for each language.
    • Buttons and static labels can now be created with the same identifiers in the GUI, which improves clarity and consistency.
    • It is now possible to attach icons to buttons in workflow forms, which supports intuitive operation in the client.

Language selection definition in the admin area

Support for Microsoft Entra ID and LDAP in directory sync

The feature in enaio® previously known as Azure Active Directory Sync will be continued with the new version under the name enaio® directory-sync. Here, the XSLT directory synchronization is replaced by a new logic. This function makes it possible to use both Microsoft Entra ID (former Azure Active Directory) and LDAP for the synchronization of user and group data.

Extended configuration options:

  • User account name source: Users can now choose whether they want to use the User Principal Name (UPN), the UPN without domain and @ characters, or the SAM account name.
  • Group prefixes: Group prefixes can be defined and removed to ensure a better overview and structure.
  • Automatic assignments: Users and groups can be imported automatically. You can also assign them specific roles and rights.
  • Improved user management:
    • Workflow organization objects: Users and groups can now be assigned directly to workflow organization objects. This enables more efficient management of organizational structures within workflows.
    • Synchronization of deactivated users: Users who are set to “WFM.deleted” via enaio® directory-sync are now simultaneously inactive in the organizational structure and marked as absent. This makes it easier to manage substitution arrangements.

Advantages for administrators:

  • Increased flexibility
    By supporting both Microsoft Entra ID and LDAP, companies can seamlessly integrate their existing directory services into enaio®.
  • Efficient administration
    The extended configuration options and the automatic assignment of roles and rights save time and reduce administrative effort.
  • Better overview
    The ability to use workflow organization objects ensures clearer and more structured workflow management.

Terms

  • Microsoft Entra ID, formerly Azure Active Directory: cloud-based identity and access management service
  • LDAP (Lightweight Directory Access Protocol): an application and access protocol for directory service providers.

Introduction of the new gateway: enaio® gateway-ng with OIDC (OAuth2)

We are introducing our new enaio® gateway-ng with version 11.10. It uses modern authentication standards such as OAuth2 and offers numerous advantages for our users.

Main features and benefits:

  • Single Sign-On (SSO) with UPN: Thanks to the integration of OAuth2, enaio® gateway-ng enables the Single Sign-On (SSO) function for enaio® webclient. Users who log in via Azure, for example, are automatically logged into the gateway and do not require an additional login for the webclient. This saves time and considerably simplifies the registration process.
  • User management in Azure: User management can be carried out directly in Azure, including all available configurations such as two-factor authentication (2FA), password reset, and password change. This offers centralized and secure management of user accounts.
  • Automatic assignments: Users and groups can be imported automatically and specific roles and rights can be assigned to them.
  • No additional setup required: enaio® gateway-ng runs directly in the Service Manager, just like the other enaio® microservices. It requires significantly less memory since it no longer needs its own Java Development Kit (JDK). In addition, there is no need for in-house certificate management, which further reduces administration costs.
  • Easy maintainability and further development: Using industry standards such as Spring Cloud Gateway facilitates the maintenance and further development of enaio® gateway-ng. The strong community and comprehensive documentation of this technology make configuration and operation easier.

Restrictions and future developments

enaio® gateway-ng can currently be used primarily for the webclient in the browser. Other clients such as the enaio® client and enaio® mobile will be supported in future releases. Certain functions, such as password confirmation for follow-ups or offline mode, are not yet compatible with the new gateway. However, these topics are continuously being developed and improved.

Further innovations

ILM tool: repositorymanager 5

In addition to the certified CMIS standard, the repositorymanager 5 offers an interface between enaio® and SAP. SAP ILM is supported at the same time. SAP ILM is a solution that defines rules for the lifecycle of productive and archived data – from its creation and storage to its deletion. With ILM, a document management system can ensure that the data stored in SAP is available in a structured manner and, for example, stored in a legally compliant manner. The repositorymanager 5 is used in enaio®, yuuvis® Momentum, and yuuvis® RAD. The current version 5 has been certified for data exchange via SAP ILM.

Efficient capture: enaio® capture-pro

The capture solution enaio® capture-pro (based on KODAK Alaris) offers maximum efficiency and productivity in all specialist areas where documents are scanned. Users can integrate their existing scanners or draw on more than 200 supported scanner models from leading manufacturers. Many other possible data sources can also be integrated via the auto-import function. Thanks to the integrated barcode reading feature, more than 20 different barcode types, including all important 2D codes such as QR codes, can be captured and forwarded fully automatically (“on the fly”).

enaio® webclient: Conversion to Angular

enaio® webclient was originally developed on the basis of the AngularJS framework. Support for this framework will be discontinued at the end of 2024. The switch to the current Angular Framework version promises, among other things, faster performance, enhanced security through updates, and synergy effects through TypeScript. Additional adjustments to the architecture and modularization are planned.

Secure storage: enaio® cloud-archive

enaio® cloud-archive is the new SaaS solution for audit-proof long-term archiving of all documents stored in enaio® in the cloud. Scaling storage space according to individual requirements is just as flexible as the management of retention times. The new solution is linked to a comprehensive support package, which includes complete administration from configuration to support from our team.

Do you have any further questions?