DocuWare's DMS solution features multiple automation tools to help your office run like clockwork. You can easily program your company's workflow process into the system by inputting a few simple rules.
Companies wanting to upload existing physical documents into a digital database with ease may also want to give DocuWare a closer look. The scanning function captures and identifies text from physical documents to fill in metatags to sort files for you. It does this automatically, but you can oversee the process to make necessary adjustments or corrections.
Once your documents are in your system, you can access them through any internet-enabled device. The interface doesn't work with a folder directory. Rather, you search for documents using metatags. Users can place important documents in a document tray that are available for easy access.
DocuWare has several standard operating practice (SOP) configurations, including models for finance and accounting, human resources, and sales. These modes allow your office to automate processes, such as sending invoices, so that items are sent to the right people for approval (or for further follow-up) and are then archived. In a human resources setup, job applications that are physically delivered or emailed can be imported into the system and forwarded to HR. Any aspect of record-keeping, such as performance reviews or time-off requests, that HR handles can be automated by DocuWare.
For sales departments, processes such as forwarding leads, digitizing and managing contracts can be automated with collaboration between sales, marketing and legal teams made easier. DocuWare integrates with several popular programs, such as Microsoft Office, as well as CRM and accounting platforms that include Microsoft Dynamics, SAP, QuickBooks and Sage.
Workflow automation processes can be customized for numerous occasions with a simple logic engine that's easy to learn and customize with "if" and "then" rules. For example, you can set newly added documents of a certain type to be assigned to a department and add the following rule: "If document is approved, then assign to..." Or, conversely, "If document is rejected, then assign to…"
There are numerous actions and variables you can add to the engine to create the optimal workflow for your office. There are guides and video tutorials available on DocuWare's website to help you learn the software. Further technical support is available by phone or email. Our experience with DocuWare's support was mostly positive. It took some time to reach somebody on the phone, but when we did, the rep was polite and knowledgeable about the platform.
DocuWare's automation tools are sophisticated but easy to learn. The platform allows you to digitize large volumes of documents and get them to the right people in your organization. Several possible integrations allow DocuWare to become a central part of any sales, marketing, HR and accounting departments.
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