Pick Your Path to Better Document Management

All trademarks and registered trademarks are the property of their respective owners.© HelpSystems LLC. All rights reserved.

Pick Your Path toBetter Document Management Go Paperless by Automating Your Key Document Processes

Pick Your Path To Better Document Management

Your Presenters

Richard SchoenDirector of Document Management Technologies

Greg SchmidtSenior Technical Solutions Consultant


• HelpSystems Overview• Document Management Overview• Common Problems & Solutions• Webdocs Introduction & Demo• Q&A

Agenda


Flexible IT Software Solutions

IT Operations Management

IT InfrastructureMonitoring Cybersecurity

Document & Forms Management

Business Intelligence

Compliance & Audit Reporting

• Workload Automation & Job Scheduling

• Business Process Automation• Data Backup Management• Disk Space Management

• Message & Event Monitoring• Performance & Application

Monitoring• Remote Monitoring &

Management for MSPs• Network Monitoring

• Vulnerability Assessment• Virus Protection• Identification & Access Management• Security & Integrity Monitoring• Security Policy Management• Intrusion Prevention & Detection• Encryption

• Document & Image Management• Automated Process & Workflow

Management• Electronic Forms Management• Signature Capture & Approval

Management

• Enterprise Data Access• Executive Dashboards &

Reporting• Mobile Data Access• Data Warehousing

• Compliance Reporting• System & Audit Reporting• SOX Compliance• HIPAA Compliance• PCI Compliance


Document Management Solution Overview


Forms Management

Input Forms—Capturing Data (Webforms)• Turn any paper-based form into an online form• Validate data as it’s entered (no re-keying)• Capture signatures on forms• Merge data with fillable PDFs for pixel-perfect output• Store in Webdocs (if form needs to be preserved)

Output Forms—Generating Business Output (iForms)• Eliminate pre-printed forms• Generate form document output as PDF, TIFF, Excel, and CSV• Use spool files, text files, XML, and database for source data• Create individual documents or document packets• Print, email, and file automatically to network folder, SharePoint, or

Webdocs


Common Problems: Which Path To Take?

• Paper

• Workflow

• Data entry

• Everything else


Paper Problems

• Receive lots of paper documents

• Manually file the paper

• No easy way to access documents

• Paperwork kept on user desks

• Can’t find paperwork quickly


Document Examples

• Bills of lading• Proofs of delivery• Sales proposals• Contracts• Expense reports• Time sheets• Loan agreements• QC documents• HR documents

• Designs• Health records• Patient and consent forms• Purchase orders • Maintenance reports


In the Beginning…


Where Do We Keep Our Documents?

When you’re done with a document, please return it to the filing cabinets.

Thank you,Finance Team


How Do I Locate a Document Today?

Name: Acme Corp


But We Already Manage Documents!


How Do I Locate My “Managed” Documents?


Locating an Electronically Indexed Document

Customer name: Acme CorpCustomer number: 200556

Order: ORD100Order Date: 1/1/2016

Order Total: $1200.45


Scanning or Capturing Incoming Paper Documents

• Multi-Function Printer/Scanner/Copier (MFP)

• Desktop scanner

• Mobile devices

• Scan workstation

• Tray capture

• Imaging client


Current Manual AP Invoice Processing

Vendor A Vendor B Vendor C

Vendor X Vendor Y Vendor Z


Workflow Problems

• Purchasing approvals

• Payment approvals

• Security sign-offs

• Paperless shop floor

• Electronic signature capture

• Distributing daily reports


Security, Audit, and Invoice Approvals

• Security reports

• Audit reports

• AP invoice approvals

• Any document

• Audited approval workflows

• Demonstrable workflow processes


Generate Shop Floor Paperwork Packets

Order WO4568732


Paperless Shop Floor or Warehouse Environment


Equipment and Machine Inspections


Generate Shipping and Customs Documents


Business Form Generation, Output, and Distribution


Capture Signatures in the Field or at the Dock Door

Create Deliver Sign

Generate Pick-Up Sign


Capture Signatures on Paperwork—It’s as Easy as 1.2.3

Generate Sign File


Capturing, Managing, and Delivering Reports and Forms

• PC, Unix, and Linux-generated reports

• IBM i spool file reports

• iForms, AFP, and other forms

• Automated document delivery

• Burst, split, and merge spool files and PDF documents

• Online access via any browser


Automated Report and Document Delivery

SharePoint

Email/Fax

Network Folder

Webdocs

FTP Server

Domino


Data Entry Problems

• Enter data from paper

• Enter to more than 1 system

• No validation in place

• Need to collect signatures

• Generate letters manually


Customer Letters and Correspondence Documents


Web-Based Fillable Forms

• Any paper form

• Eliminate a scanning project

• Data can be used right away

• Capture new metrics data

• Interface to any business system

• Generate pixel-perfect PDF output


Microsoft Office Document Capture and Editing

• Edit Office documents

• Capture and archive email

• Word

• Excel

• Outlook

• Version control


Everything Else: Where Do We Begin?

• Not sure where to begin

• Need a trusted advisor

• Need to achieve a quick win

• Want a FREE consultation with an expert


Traditional Document Management Starting Point

• Invoices• Purchase orders

• Bills of lading• Proof of delivery

• Statements• Acknowledgements, etc.

Documents are scanned Images are indexed Images are stored in ECM

system or network drive


Additional Benefits

Remote accessfrom anywhere

Access documentsfrom ERP system

Route for electronicapprovals

Improve response times


Digital Mailroom—Capture Every Inbound Document

Contracts Invoices Orders Online Forms

Scan Fax Email Web Form

AR, AP,Finance

HumanResources

Order Entry Purchasing


Monitor and Capture Inbound Invoices and Email

• Any mailbox

• From/To/Cc/Bcc

• Subject

• Body

• Attachments

• Entire message contents


Introduction to Webdocs

Capture and Manage Scanned Docs, Reports, and Forms• Capture scanned image documents• Manage forms captured via Webforms• Archive reports for online access• View documents from any web browser• Secure by department or user groups• Version control to track document changes• Supports any PC file or document format

TIFF, PDF, Word, Excel, PowerPoint, Outlook Emails, Audio and Video Files


Paper and Electronic Document Capture

Paper document capture

Scanner or MFP device

Automated email capture

Monitor inboxes

Inbound and outbound fax

Scanner orMFP device

Web form data capture

Capture data viaonline entry

Application integration

ERP, financial apps, etc.

Automate foldermonitoring

Automatedworkflow

Application:Generated documents

such as reports and forms

Approval processing

Applicationcapture

Microsoft add-ins, PDF print driver, drag and drop


Integration

HelpSystems Document Management products can be easily integrated with ERPs.

UP NEXT...

Demo Time

UP NEXT...

Questions and Answers Please enter your questions in the chat log


Thank You for Attending

For more information:

Website:https://www.helpsystems.com/solutions/

document-forms-management

Telephone:Sales: 800-328-1000

Support: 952-933-0609

Technical Experts:[email protected]@helpsystems.com

mailto:[email protected]

mailto:[email protected]

Pick Your Path to Better Document Management

Software

Transcript of Pick Your Path to Better Document Management