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

Framework

G-Cloud 11

Service ID

1 0 2 1 7 4 2 8 2 1 8 6 5 5 1

Contact

Encodian

James Sales

07989432799

james.sales@encodian.com

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

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

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

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

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

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

Supplier type
Not a reseller

Staff security

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

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 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 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

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

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

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

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

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

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

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

Public sector networks

Connection to public sector networks
No

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

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