Encodian

Document Manager for Microsoft Flow

Encodian's Document Manager for Microsoft Flow allows the user to carry out powerful document management and image manipulation operations on documents including enabling users to quickly convert, OCR, encrypt, watermark and merge documents into PDF or PDF/A format.

Features

  • Convert common document formats to PDF or PDF/A
  • Merge multiple documents to one PDF
  • OCR documents to make them text searchable
  • Copy permissions to converted document
  • Copy metadata to converted document
  • Watermark converted documents with text or images
  • Encrypt and password protect converted documents

Benefits

  • Quickly convert common file types into PDF/A format
  • Merge multiple files into a new single PDF document
  • Ensure converted documents are text searchable
  • Copy permissions to maintain security
  • Copy metadata to maintain association with source file
  • Ensure regulatory compliance with PDF/A format
  • Protect documents with AES 256 encryption and password protection
  • Quickly add watermarks to documents prior to distribution

Pricing

£0 to £349 per licence per month

  • Education pricing available
  • Free trial available

Service documents

G-Cloud 11

102174282186551

Encodian

James Sales

07989432799

james.sales@encodian.com

Service scope

Service scope
Software add-on or extension Yes
What software services is the service an extension to Microsoft Flow
Cloud deployment model Public cloud
Service constraints Planned maintenance work will be communicated to buyers in advance.

Platform service levels are governed by the hosts platform, Office 365 and Azure.
System requirements Microsoft Flow license

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Target response times for for online support Monday - Friday, are as follows P1 - 1 hour, P2 - 2 hours, P3 - 4 hours, P4 - 8 hours. Evening and weekend support can be provided at extra cost.
User can manage status and priority of support tickets Yes
Online ticketing support accessibility None or don’t know
Phone support Yes
Phone support availability 9 to 5 (UK time), Monday to Friday
Web chat support No
Onsite support Yes, at extra cost
Support levels Encodian’s standard issue priorities and are detailed below. Each issue should be communicated to Encodian in accordance with the agreed procedure defined by the selected support service. Upon raising an issue our team would work with you to agree and assign one of the following priorities.
Priority 1 - Access to the either the core solution or agreed business critical components is unavailable or severely limited.
Priority 2 - Access to parts of the core solution are unavailable or severely limited and for which a workaround is not available.
Priority 3 – Non-critical component(s) are unusable or hard to use having an operational impact, but with no direct impact on services availability. A workaround is available.
Priority 4 - Non-critical or personal component(s) are unusable, where a workaround is available or a repair is possible.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started User documentation is available via the Encodian support website at https://support.encodian.com
Service documentation Yes
Documentation formats HTML
End-of-contract data extraction Users can contact Encodian support to request an extract of any data we hold about them or their organisation.
End-of-contract process Every subscription level from Free through to Enterprise allows full conversion functionality but will be constrained by number of operations, document size and data throughput at each price point.

If a paid subscription is not renewed at the end of a term then the organisation will revert to our free subscription.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
Application to install No
Designed for use on mobile devices Yes
Differences between the mobile and desktop service There are no differences between mobile and desktop services.
Service interface No
API Yes
What users can and can't do using the API All functionality available via the SharePoint Online PDF Converter is also available via a REST API in Microsoft Flow.
API documentation Yes
API documentation formats Open API (also known as Swagger)
API sandbox or test environment Yes
Customisation available No

Scaling

Scaling
Independence of resources The Encodian SharePoint Online PDF Converter is hosted on the Azure platform and takes advantage of native auto scaling functionality as demand increases.

Analytics

Analytics
Service usage metrics Yes
Metrics types The following service metrics can be retrieved by the user:
Subscription level
Operations per Month
Data per Month (MB)
Operation Size Limit (MB)
Expiration Date
Operations Usage
Data Usage
Application Installation Status
Reporting types Real-time dashboards

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Staff screening not performed
Government security clearance Up to Developed Vetting (DV)

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations European Economic Area (EEA)
User control over data storage and processing locations No
Datacentre security standards Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency At least once a year
Penetration testing approach Another external penetration testing organisation
Protecting data at rest Physical access control, complying with CSA CCM v3.0
Data sanitisation process No
Equipment disposal approach In-house destruction process

Data importing and exporting

Data importing and exporting
Data export approach Users can contact Encodian support to request an extract of any data we hold about them or their organisation.
Data export formats CSV
Data import formats CSV

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks TLS (version 1.2 or above)
Data protection within supplier network TLS (version 1.2 or above)

Availability and resilience

Availability and resilience
Guaranteed availability We guarantee 99.95% up time of the application. Conversion credits will be added to a users account should our up time guarantee not be met.
Approach to resilience Encodian Document Manager or Microsoft Flow is hosted on the Microsoft Azure platform and is subject to the resilience features available including failover to UK and European data centres.
Outage reporting Email alerts will be issued to registered service users if there there is a service outage.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication Other
Other user authentication Users are authenticated via their own Office 365 subscription to their own SharePoint Online tenant.
Access restrictions in management interfaces and support channels There are no management interfaces.
Access restriction testing frequency At least every 6 months
Management access authentication
  • 2-factor authentication
  • Username or password

Audit information for users

Audit information for users
Access to user activity audit information Users contact the support team to get audit information
How long user audit data is stored for At least 12 months
Access to supplier activity audit information Users contact the support team to get audit information
How long supplier audit data is stored for At least 12 months
How long system logs are stored for At least 12 months

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification No
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications No

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified Yes
Security governance standards ISO/IEC 27001
Information security policies and processes https://www.microsoft.com/en-us/TrustCenter/Compliance/ISO-IEC-27018

Operational security

Operational security
Configuration and change management standard Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Configuration and change management approach Further details can be found here - https://www.microsoft.com/en-gb/download/confirmation.aspx?id=26647
Vulnerability management type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach Further details can be found here - https://www.microsoft.com/en-gb/download/confirmation.aspx?id=26647
Protective monitoring type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach Further details can be found here - https://www.microsoft.com/en-gb/download/confirmation.aspx?id=26647
Incident management type Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach Further information can be found here - https://www.microsoft.com/en-gb/download/confirmation.aspx?id=26647

Secure development

Secure development
Approach to secure software development best practice Conforms to a recognised standard, but self-assessed

Public sector networks

Public sector networks
Connection to public sector networks No

Pricing

Pricing
Price £0 to £349 per licence per month
Discount for educational organisations Yes
Free trial available Yes
Description of free trial The free version of the service is not time limited and provides all the conversion functionality with the following constraints:

50 conversion operations
2MB operation size limit
50MB of data per month

Service documents

pdf document: Pricing document pdf document: Terms and conditions
Service documents
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