top xRM: Enterprise Content Management System (ECM) for SAP ERP and SAP S/4HANA

top xRM: Enterprise Content Management System (ECM) for SAP ERP and SAP S/4HANA

Central Challenges of Digitalization are Overcome by the ECM System

With our SAP-based Enterprise Content Management System in top xRM, you can consolidate, in one electronic record, all the information, documents and functions that are generated over the course of a business process. For example, you can store SAP objects, Office documents, PDF files and emails in structured form in an Enterprise Content Management System. Not only does this make the entire contents available to all participants at all times – regardless of their geographic locations. The consolidation of information, documents and functions also forms the basis for universal digitalization with an ECM system.

With top xRM you have an Enterprise Content Management System at hand, which equips you well to meet the central challenges of digital transformation. The ideal case is to digitalize your business processes end-to-end, but unfortunately heterogeneous solutions and applications often represent just a part of the total business process and are not fully integrated. The consequences: Unlike in a universal ECM, data are not always transmitted fully or correctly, the information stream is not universal, and there is a lack of transparency.

ECM system from top flow can be seamlessly integrated into an existing SAP environment

Of course, top xRM, and thereby the ECM system, as a technology can be directly integrated into SAP ERP or SAP S/4 HANA. Consequently, the processing of SAP objects operates automatically. It is easy to add documents from other applications to specific electronic records by drag-and-drop operation, and document management is simplified in general. The user interface of top xRM and of the Enterprise Content Management System was implemented in both the SAP GUI version and in SAPUI5, so it has a look and feel that is similar to that of Office applications. So, you benefit from an excellent user experience.

top xRM: das Enterprise-Content-Management-System (ECM) für SAP ERP und SAP S/4HANABundling information, documents and functions with top xRM as ECM

But top xRM does even more as an ECM system. From its collected and organized content, workflows can be established and automated, controlled and monitored. This produces greater efficiency in processes and makes them transparent. In addition, our Enterprise Content Management System enables team collaboration that is independent of location and time – even beyond company boundaries. All of this makes top xRM far more than just a conventional Enterprise Content Management solution. We have implemented an extended relationship concept with the add-on. This is an advanced development of CRM and SRM which not only models the relationships to customers and suppliers, but to all partners.

 

Benefits of top xRM at a glance

  • Models business processes universally and in a structured way, makes them transparent and digitalizes them end-to-end
  • Consolidates all information, documents and functions that are produced throughout a business process into one electronic record
  • Interfaces fully to the commonly used email clients Microsoft Outlook and IBM Notes, making it possible to execute email client functions directly from top xRM
  • Makes it possible to run through workflows (sequential and parallel steps) that have been predefined on the node level, and to start ad-hoc workflows at any time
  • As a browser application, it is the ideal collaboration platform – including for customers and suppliers. An access authorization system limits viewing of the process based on specific user roles
  • Offers fully preconfigured record types for business processes in different business areas or use scenarios, such as: Purchasing, Sales, Human Resources, Project Management, Contract Management, Real Estate Management
  • Makes it possible to create record types for nearly all conceivable business processes and digitalizes the processes in this way
  • Enables tracking of the current status
  • Is integrated directly into SAP ERP or SAP S/4HANA without an interface – the SAP GUI or an SAPUI5-based browser application may be used as the user interface
  • Is certified for SAP ERP 6.0 and SAP S/4HANA

Standard functionalities of top xRM

  • Makes all functions available via a dashboard: e.g., to search for existing electronic records, to create new records, to search for documents or to call up favorites
  • Automatically creates electronic records – e.g.,
    by generating an SAP object
  • Links and integrates different records (record-in-record principle)
  • Automatically fills out record attributes – e.g., from the data of SAP objects
  • Interfaces fully to the email clients Microsoft Outlook and IBM Notes:
    • Lets users import, write, reply, forward, send and save emails, including with attachments
    • Creates dates and tasks from the SAP system
  • Makes it easy to handle documents via drag-and-drop – e.g.,
    from Windows Explorer or the mail client
  • Enables dynamic in-place editing of Office documents
    with chronological versioning and lets users compare the contents of different versions
  • Local check-in and check-out of PDF documents including commenting function
  • Models, controls and monitors workflows including approval and release routines based on SAP Workflow Management
  • Ad-hoc workflows which reference any desired node of an electronic record
  • Graphically depicts workflows including traffic light function for identifying their status
  • Displays responsibilities and deadlines including itemization of changes
  • Workflows can be edited from mobile end devices – online and offline

 

Further topics:

top sales RM

The top xRM digital sales file

unites the functions of document management and process control into the digital file as an ECM solution in SAP – interface-free integration without any complicated subsystems ensures data integration is completely seamless.

top xRM answers questions related to sales processes …

  • What is the process status?
  • Which specifications has the customer made available?
  • What is the complete sequence of correspondence?
  • Which persons/departments still have outstanding tasks related to the process and what is the deadline?
  • What decisions have been made?
  • Which SAP records are involved in the process?

… with functions such as

  • Create and display process folder
  • Create, store, answer emails
  • Create, change, display, send SAP offer/order
  • Create, store, display, change document
  • Manage notes
  • Define status
  • Define task
  • Start workflow
  • …..

top sales RM

The digital sales file with workflow management

Globalised markets, intensified competitive pressure and increasingly demanding customers are the challenges facing sales management. The sales department needs to generate turnover, create customer loyalty and, at the same time, fulfil the requirements for optimised sales productivity.

At the same time, unclear, non-uniform, complicated processes – above all in administration – tie up time and energy that could be more effectively employed elsewhere. top sales RM completely reorganises sales processes and generates the required efficiency, optimises the collaboration of office-based and field staff, and takes the stress out of time-consuming administrative tasks.

High-quality customer care

top sales RM is a comprehensive solution package of digital files for all sales processes.

The files bundle all information relating to the sales process (enquiries, offers, orders, contracts, discussions, emails, etc.) and documents all activities that take place in the sales department. This transparency ensures a high level of quality in customer service and thus leads to improved customer retention.

Integrated customer file

An integral component of top sales RM is the customer file, which depicts the customers with all their information and relationships in a structured and transparent way. Sales can find here all important information, e.g. about contacts, contracts, payment behavior, documents, correspondence, product spezifications, etc. and can navigate from here to all current or also prior business transactions.

Technology

top sales xRM is SAP-certified and based on the SAP Folders Management / Records Management technology. The application is integrated into SAP without interfaces – complicated subsystems are completely eliminated!

 

Benefits of the digital sales file

  • Bundles all activities related to the customer in one central location
  • Efficient collaboration of teams (office-based and field staff, cross-departmental)
  • Automated administration process (approvals, agreements, etc.)
  • Accountability through documented workflow
  • Auditing acceptability
  • Use of the existing SAP concept of roles for flexible assignment of authorisation at node levels

top sales RM

The digital sales file with workflow management

Increased transparency for internal and external team members
Improved quality of customer care
Higher levels of customer retention

That means:

  • All information regarding the customer is available in digital form on a central platform independent of location and time.
  • Automated processes create better efficiency
  • Optimised release strategies
  • Structured overview of processes
  • The greatest possible transparency
  • Saves working time and therefore costs
  • Increases effectiveness within the value-added chain
  • Improves competitiveness

top purchase RM

The top xRM digital purchase file

unites the functions of document management and process control into the digital file as an ECM solution in SAP – interface-free integration without any complicated subsystems ensures data integration is completely seamless.

top xRM delivers when it comes to the purchasing process

  • Everything at a glance: From demand triggers through the request process up to product and supplier decisions, the ordering procedure, goods receipt and the evaluation.
  • Everything is managed: Approvals, responsibilities, contracts, appointments.
  • Everything under control: Specifications, emails, SAP master data, SAP documents, notes, etc.
  • Everything in one cockpit: Create, store, answer e-mails. Create, display, change, send SAP inquiries/orders. Store, create display documents. Start workflow, forward folder, make appointments, manage notes

top purchase RM

The top xRM digital purchase file with workflow management

The efficient management of purchasing and supplier structures contributes greatly to a company’s competitiveness. It is only possible to master these challenges with perfect IT support. top purchase RM delivers just this support “out of the box”. The results are significant improvements in efficiency through automation of purchasing processes, visualisation of interconnections as well as monitoring and active management of the process.

top purchase RM offers a digital purchase file on the basis of SAP Folders Management / Records Management. The SAP-integrated ECM solution for purchasing supports the procurement process with automated processes and, at the same time, documents the entire process chain.

Digitalised and automated process steps

For example, technical and commercial approvals can be obtained from the appropriate person responsible through the system. All information required to carry this out (such as e.g. tender documents, contracts, analyses, master and transaction data, etc.) is available in the file and visible to those involved in the process, depending on authorisation. Assessments of tendering processes, suppliers, contracts, technical details or releases are possible independent of time and location. Reminders guarantee on-time processing.

The result: Processes become transparent and lead times are significantly shortened.

Integrated supplier file

An integral component of top purchase RM is the supplier file, which depicts the creditors with all their information and relationships in a structured and transparent way. Purchasers can find here all important information, e.g. about contracts, certification, creditworthiness, current price lists, contracts, etc. and can navigate from here to all current or also prior business transactions.

Technology

top purchase RM is SAP-certified and based on the SAP Folders Management / Records Management technology. The application is integrated into SAP without interfaces – complicated subsystems are completely eliminated!

 

Benefits of the digital purchase file

  • Bundles all the activities of the strategic and operative purchasing process
  • Automated processes and structured approval/release procedures
  • Documented workflow
  • Optimised release strategies in the process
  • Auditing acceptability
  • Use of the existing SAP concept of roles → for flexible assignment of authorisations at node levels

top purchase RM

The top xRM digital purchase file with workflow management

Approval and release processes in purchasing become more transparent and effective.

That means:

  • All purchasing knowledge is available in digital form on a central platform independent of location and time.
  • Automated approval processes achieve shortened lead times and more efficiency
  • Optimised approval/release strategies
  • Structured overview of processes
  • The greatest possible transparency
  • Interface-free integration into SAP facilitates seamless flow of information and avoids complicated subsystems
  • Saves working time and therefore costs
  • Increases effectiveness within the value-added chain
  • Improves competitiveness

top contract RM

The top xRM digital contract file

unites the functions of document management and process control into the digital file as an ECM solution in SAP – interface-free integration without any complicated subsystems ensures data integration is completely seamless.

top xRM facilitates systemisation, convenience and security for contract management

  • Centrally manage contract templates
  • Generate business transaction contracts
  • Manage and document contract drafts
  • Supervise contract negotiations
  • Control contract conclusions
  • Archive the original contract
  • Monitor the contract validity
  • ……

top contract RM

The digital contract file with workflow management

Companies have to deal with a multitude of contracts, which are concluded, supervised and sometimes archived or saved in a decentralised location.

Unnecessary costs are generated if a company does not adhere to deadlines. Very often, there is not a clear overview of access possibilities. Above all with reference to security and authorisation.

Contract management in SAP with digital files

The SAP-integrated ECM file solution, top contract RM (contract file), not just manages contracts to ensure they are audit-compliant and structured with all corresponding data managed on one central platform.

Coordination and approval of contracts between departments, legal departments and the management also takes place through the system. Overarching workflows are initiated and documented in SAP as part of contract management – from the creation of the contract, the management templates or the check-and-release process through to extending contracts or terminating them. Integrated deadline management ensures that no deadline is ever missed.

The result: A clear overview and transparent agreed rights and obligations, conditions and deadlines.

Technology

top contract RM is SAP-certified and based on the SAP Folders Management / Records Management technology. The application is integrated into SAP without interfaces – complicated subsystems are completely eliminated!

 

Benefits of the digital contract file

  • You always have an overview of deadlines.
  • No costs through overlapping running times or double procurements
  • Automated processes and structured authorisation procedures
  • Documented workflow
  • Auditing acceptability
  • Overview and fast access to all data, flexibly managed with authorisations
  • Use of the existing SAP concept of roles → for flexible assignment of authorisations at node levels

top contract RM

The digital contract file with workflow management

Clearer overview of existing contracts in the company and length of time they still have remaining

That means:

  • All contract knowledge is available in digital form on a central platform independent of location and time.
  • Automated approval/release processes achieve shortened lead times and more efficiency
  • Structured overview of processes
  • The greatest possible transparency
  • Interface-free integration into SAP facilitates seamless flow of information and avoids complicated subsystems.
  • Saves working time and therefore costs
  • Increases effectiveness within the value-added chain
  • Improves competitiveness

top personnel RM

The top xRM digital personnel file

unites the functions of document management and process control into the digital file as an ECM solution in SAP – interface-free integration without any complicated subsystems ensures data integration is completely seamless.

top xRM manages all information on personnel at a glance

  • SAP HCM master data
  • SAP HCM payroll data
  • Applications
  • Contracts and agreements
  • Social insurance and tax data
  • Requests and statements
  • References
  • Evaluations
  • Certificates
  • Further training measures
  • Correspondence

top personnel RM

The digital personnel file with workflow management

Personal management makes a crucial contribution towards the success of a company. Personnel planning, development, leadership and management are the challenges that HR faces every day. In this respect, efficient and lean processes are also vital in the personnel department to ensure that the scarce resource of time is able to be utilised to its full potential. The digital personnel folder is the tool for this.

Personnel management in SAP with digital files

The SAP-integrated solution, top personnel RM, lets you keep the overview at all times and provides you with all important information ad hoc. From recruiting through application management, from contracts, certificates, from monthly or annual personnel process through to an employee leaving. There is a place for every document and every process in the top personnel file. At the same time differentiated rights management ensures high security standards and protects against unauthorised access.

Administration support

With the automation of routine tasks, top personnel RM ensures a release of pressure in the organisation. You are always in the position of being able to inform, include and interact with all participants in a process (employees, departments. personnel, managers). The system makes it possible for procedures and approval processes to be optimised and made more effective, while savings in time for administrative processes can be better utilised for personnel recruitment or development, for example.

Special functions of the personnel file

In addition to the general functions of top xRM, the personnel file has the special functions of “loaning” the file/parts of the file for temporary access by, e.g., a manager.

The result: Better overview, more effective processes and high security for data protection

 

Technology

top personnel RM is SAP-certified and based on the SAP Folders Management / Records Management technology. The application is integrated into SAP without interfaces – complicated subsystems are completely eliminated and there is a seamless flow of data!

Management of the data takes place in SAP HCM with automatic adaptation of changes, e.g., for cost objects, cost centre lists or department descriptions without any parallel master data administration.

 

Benefits of the digital top personnel RM

  • Secure handling of sensitive personnel data
  • All information is collected centrally and available at the push of a button.
  • Automated procedures provide support for routine processes
  • Important and sensitive personnel data is protected from loss, destruction and unauthorised access
  • Auditing acceptability
  • Use of the existing SAP role concept → Everyone can only see what they are allowed to see.

top personnel RM

The digital personnel file with workflow management

Time savings for administration, high security for sensitive personnel data

That means:

  • All information about the employment relationship is available in digital form on a central platform independent of location and time.
  • Automated management processes relieve the pressure of routine work
  • Structured overview of processes
  • The greatest possible transparency
  • Interface-free integration into SAP facilitates seamless flow of information and avoids complicated subsystems.
  • Saves working time and therefore costs
  • Increases efficiency
  • Improves competitiveness

top project RM

The top xRM digital project file

unites the functions of document management and process control into the digital file as an ECM solution in SAP – interface-free integration without any complicated subsystems ensures data integration is completely seamless.

With top project RM

  • you create clarity for all projects
  • you depict all types of company projects
  • you structure the projects completely freely
  • you integrate SAPS objects dynamically
  • you bring together all those involved in a project on one unified information and function platform

top project RM

The digital project file with workflow management

Companies have the most varied of projects running: from product development, (re)organisation, through complete developments up to the introduction of new software. Irrespective of whether they are developmental or change projects, generally they are all very complex and characterised by a high need for documentation and information for all concerned. Therefore, structure and transparency are essential for effective project management. Planning approvals, project progress, resources, appointments, budgets and costs must be continuously monitored. Data from the most varied of sources has to be managed and made available to all those involved in the project depending on its relevance – sometimes also to different sites.

Project management in SAP with digital files

top contract RM (project file) is the SAP-integrated file solution for your project management. Projects are managed on a central platform in SAP. Relevant company data from SAP is available at any time and thus forms the basis for sound evaluations of risks and decisions regarding new projects or ongoing changes.

The result: Clear overview at all times; appointment and cost security

The project status is instantly visible, all project data is directly available.

Technology

top project RM is SAP-certified and based on the SAP Folders Management / Records Management technology. The application is integrated into SAP without interfaces → complicated subsystems are completely eliminated!

 

Benefits of the digital project file

  • Provides transparency and facilitates collaboration of all project participants
  • Planning, approvals, project progress and changes etc. are all traceable
  • The system monitors deadlines and budgets
  • Structured project development in SAP
  • Documented workflow and automated release processes
  • Auditing acceptability, use of the existing SAP concept of roles for flexible assignment of authorisation at node levels

top project RM

The digital project file with workflow management

The greatest possible transparency and effective project management

That means:

  • Interface-free integration into SAP facilitates seamless flow of information and avoids complicated subsystems.
  • All information on the project is available in digital form on a central platform independent of location and time.
  • Sound basis for resources, deadline and cost budgeting
  • Structured overview of all procedures
  • Transparency
  • Interface-free integration into SAP facilitates seamless flow of information and avoids complicated subsystems.
  • Saves working time and therefore costs
  • Increases effectiveness within the value-added chain
  • Improves competitiveness

The solution for (almost) every business process in SAP

More digital file types are even possible

top xRM offers flexible options for managing SAP business processes no matter what industry or which economic system. It is based on SAP Folders Management / Records Management technology.

Other digital file types can be implemented without a great deal of effort thanks to the generic approach of the ECM solution. Besides the standard files for sales, purchase, personnel, contract and project management nthere is a great variety of further applications.

Examples for already implemented files

Reclamation file
Service /Ticket file
Material file
Change file
Manufacturing Order/ Certification file
Equipment /Machine file
Transport / Delivery file
Funding file (public administration)
Real Estate file (management of several economic entities across different locations – including contracts and tenancies)
Recruiting file
Credit file
CRM file

And what is it that you need?

Get in touch with us – directly here!

address cockpit

Send serial emails from SAP – simply and conveniently

With the new address cockpit in top xRM, you can easily plan and automatically send news, information or other messages to the addresses in the SAP system.

Create targeted, personalised email campaigns for the selected addresses.
These are automatically stored in the corresponding master data files of the top xRM in the communication area. Thus, the file contains all communication and offers an overall view on all activities related to the recipient at all times.

Connection to your email client makes it possible to save the addresses there as well as store the individual emails in the outbox. Creation and dispatch are continuously recorded.

What is special about this feature is the follow-up function:

The management of responses from these recipients takes place in the SAP system. Maintaining parallel Excel tables becomes a thing of the past. Moreover, it is also possible to send reminder emails to the recipients that have not answered.

The address cockpit is included as standard in the top xRM scope of delivery.

Benefits of the address cockpit in top xRM:

  • Facilitates the communication with your target groups (customers, suppliers, business partners, employees, etc.) through the SAP system
  • Continuous documentation of all written activities in the correspondence section of the corresponding file
  • Simple selection of the addresses
  • Unified design thanks to templates
  • Link to email client, file and master data
  • Follow-up takes place within the system

top address RM (address cockpit)

Send serial emails from SAP – simply and conveniently

Extract from the functions:

  • Serial emails: Personalised dispatch of campaign via email client; design using templates possible
  • Address search: A range of different selection options, e.g. from within customers, suppliers, business partners or employees
  • Branching off from the results lists into the associated master data or folders
  • Favourite lists (“My addresses”)
  • Transfer of addresses in the email client, i.e. the addresses can be accessed when out of the office, e.g. for field staff
  • Follow-up options (e.g. acceptance, refusal of an invitation to an event)
  • Selective follow-up email to addresses for which there is not yet any response
  • Setting options for the email dispatch: Sender address, dispatch time etc.
  • Detailed protocol on the creation and dispatch of the campaign
  • Archiving the dispatched emails in the sender’s “Sent Box”