Service description easy archive
1. General information
1.1 overview
easy archive cloud offers a GoDB compliant long term archiving of your documents and data in the cloud.
1.2 operating system
Easy archive is operated 100% from an ISO 27001 data center of EASY SOFTWARE AG. For more information about hosting https://easy-software.com/en/service-description/hosting/
1.3 Clients
easy archive is accessible via a web app as well as a mobile app for iOS and Android (currently in BETA). An additional upload client is also available for macOS and Windows. The upload client is designed exclusively for uploading files and does not function as a search or administrative interface.
1.4 Connectors
Certain connectors can be managed via the admin surface, while others are managed by easy. The configuration of easy-managed connectors is coordinated with easy.
2. Product specifications
2.1 easy archive
| Feature | Description | Included | Product Codes |
|---|---|---|---|
| Audit-proof archiving with versioning | easy archive offers the ability to store data and documents in an audit-proof manner according to GoBD and GDPR | ✔ | 5_dm_101700GB & 5_dm_101700GBMS |
| full-text search | search through archived documents with full-text search | ✔ | 5_dm_101700GB & 5_dm_101700GBMS |
| Data modeling with schemas | Model your own document types with schemas. Schemas can include various metadata such as custom access conditions, rentention requirements, and more. | ✔ | 5_dm_101700GB & 5_dm_101700GBMS |
| Automatic and customizable rentention periods | Retention periods are automatically applied to standard documents. Set your own retention periods for each schema. | ✔ | 5_dm_101700GB & 5_dm_101700GBMS |
| Audit Log | Audit Log records which users have created, edited, and deleted documents. | ✔ | 5_dm_101700GB & 5_dm_101700GBMS |
| Folder structures | Sort documents into a folder structure. | ✔ | 5_dm_101700GB & 5_dm_101700GBMS |
| Upload Client (MacOS, Windows) | Automatically archive all new and modified documents from selected folders in the local file system. | ✔ | 5_dm_101700GB & 5_dm_101700GBMS |
| Hybrid Connector | Verbinden Sie ihre on-premises oder externe easy Archive und easy DMS um über das Client zu suchen. Das Hybrid-Connector stellt eine RFP Client zur Verfügung, um sicher auf easy Archive und easy DMS zuzugreifen. | ✔ | 5_dm_101700GB & 5_dm_101700GBMS |
| Role-based Access Control Rights | Connect your on-premises or external easy Archive and easy DMS systems to enable seamless document search via the client. The Hybrid Connector provides a RFP client for secure access to easy Archive and easy DMS. | ✔ | 5_dm_101700GB & 5_dm_101700GBMS |
| Web Client | https://archive.easy-software.com/archivelogin | ✔ | 5_dm_101700GB & 5_dm_101700GBMS |
| Native Mobile App for iOS & Android (BETA) | Easily archive documents and photos straight from the native app. Requieres easy configuration during the beta phase. | ✔ | 5_dm_101700GB & 5_dm_101700GBMS |
| SSO authentication with OpenID Connect, Microsoft Entra AD (Azure AD) | Use SSO with Microsoft Entra AD or any other OpenID Connect System. The OpenID Connect System or Entra AD must be configured to allow access to the application. | ✔ | 5_dm_101700GB & 5_dm_101700GBMS |
| Basic athentication (email and password) | optional, can be set up by easy | Optional | |
| easy dm CLI | Manage your archive with our CLI Tool. | ✔ | 5_dm_101700GB & 5_dm_101700GBMS |
| OData interface | A RESTful web service based on the Odata standard. | Optional | 5_dm_101700API |
| Content Webservices & Spooler Import Service | A Restful web service for the easy archive. | Optional | 5_dm_101700API |
| easy archive User | easy archive users are named-users who have access to the easy archive web and mobile apps. | ✔ | 5_dm_101700US |
| email post box | An Inbox for easy for Exchange. | Optional, Setup service required | |
| ArchiveLink | Support for archiving from SAP via ArchiveLink. | Optional, Setup service required | 5_dm_10170300 |
| easy for BC | easy for BC extends Microsoft Dynamics 365 BC with features for audit-proof archiving of documents and data. | Optional, Setup service required | 5_dm_10170612 |
| easy for BC User | An easy for BC user is a named user for easy for BC within Microsoft Dynamics 365 BC. Directly from Microsoft BC, users can also drog-and-drop scanned documents, files, emails and other digital media onto relevant business pages – such as vendors, customers, items, assets, orders, and projects – to attach them to corresponding records | Optional | 5_dm_10170610 |
| easy for Exchange | easy for Exchange extends Microsoft Exchange Online with audit-proof email archiving and forms the foundation for extensive automation of business processes. | Optional, Setup service required | |
| easy for SAP | easy for SAP- Archiving is the complementary interface to SAP ArchiveLink. It is functionally certified by SAP. This interface enables, among other things, the storage and retrieval of all types of outgoing documents (such as customer invoices, purchase orders, order confirmations, payslip) and incoming documents (e.g. incoming invoices, credit notes, customer orders, technical drawings, employee certificates, product data sheets), print lists (e.g. journals, account lists, reports), files from SAP data archiving, as well as DART-extracts to comply with regulations from tax authority. | Optional, Setup service required | |
| easy for SAP User | easy for SAP user is a named user in SAP who accesses documents and data from the easy archive. | Optional | 5_dm_10170320 |
| easy for SAP Smart Attach | easy archive for SAP – SmartAttach links archived documents to an existing SAP data record (SAP business object). easy archive for SAP – SmartAttach provides a scalable solution for mass-assignment of (SAP-) external documents to SAP postings. | Optional, Setup service required and dedicated easy archive | 5_dm_10170302 |
| easy for SAP SING | easy for SAP – SING in combination with easy for SAP – Archiving, enriches archived documents with business-related metadata. With these attributes, documents can be found independently of SAP using clear business criteria. All standard easy functions are available to users. | Optional, Setup service required | 5_dm_10170303 |
| easy for SAP Retrieval | easy for SAP – Retrieval enables all SAP users to access all company documents (both SAP-native and non-SAP) stored in the easy archive. | Optional, Setup service required | 5_dm_10170304 |
| easy for SAP for ADK | easy for SAP for ADK supports the SAP ADK interface. | Optional, Setup service required | 5_dm_10170306 |
| easy for SAP WebDAV for SAP ILM | easy WebDAV for ILM extends easy for SAP to support SAP information Life Cycle (ILM) and ILM-compatible archuve storage. | Optional, Setup service required and dedicated easy archive | 5_dm_10170336 |
3. Description of required Customer-Specific Individual Settings
The following settings require customer-specific customization:
- Configure Corporate Design (Colors and Logos)
- Authentication via OpenID Connect systems other than Microsoft Entra ID (Azure AD)
- Configuration and implementation of custom roles
- Implementation of access permissions
- Custom schemas, views and folder structures
- Setup of the Hybrid Connector and integration of on-premises easy archives
4. Quota Management
4.1 Archiv GB
When ordering easy archiv, the customer books a specific volume of GB storage (each for a 12-months period). Additional GBs are charged at the applicable per GB-rate. The currently used storage volume in the archiv can be viewed on the dashboard.
4.2 User
The view shows all existing user accounts. Additional user accounts will incur charges.
4.3 API Calls
Access via interfaces (CMIS, Odata) is charged based on API Calls. The charging is based on the total number of API Calls used during the accounting period. API calls that create documents or entities and store them in the easy cloud are included in this calculation (5_dm_101700GB & 5_dm_101700GBMS). Additional API Calls can be purchased as needed.
5. Support and service
- Support for easy archive is governed by the “Maintance and support policy”.
- The “Standard Maintance” support level is included in all subscribed cloud services.