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We are pleased to announce that Les Olson IT has been recognized by DocuWare as a Diamond Club Member for 2022 and a Customer Service Champion.

 

Each year DocuWare awards the top 10 sales partners in each EMEA region based on sales from the previous year.  Les Olson IT earned Diamond Club status through dedication in providing customers with DocuWare’s outstanding Integrated Document Management solution, backed by our highly qualified engineers and support team. Not only did we get the Diamond club award, but the Customer Service Champion award for 2022. Les Olson IT prides itself on excellent customer service. Our founder, Les, felt strongly about providing great service, and we’re proud to honor his legacy every day.

 

Why DocuWare from Les Olson Company?

 

More than 15,000 companies trust DocuWare for managing their most critical documents. When you partner with Les Olson IT and DocuWare, you join the thousands of industry leaders who have already discovered how the industry’s best Enterprise Content Management Platform improves operations at every level of their organization. Your business can happen anywhere with DocuWare digitalization capability, so why not start with Les Olson It?[/cz_title][cz_gap height=”33px” height_tablet=”7px” height_mobile=”5px”]

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How To Improve Your Team’s Efficiency By 25%.

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Adapting Automation to Enhance Efficiency- A Need Of the Hour

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[cz_stylish_list id=”cz_73544″ items=”%5B%7B%22title%22%3A%22Working%20off-site%3A%22%2C%22subtitle%22%3A%22Before%20the%20pandemic%2C%20people%20and%20organizations%20used%20to%20work%20on-site.%20Working%20from%20the%20comfort%20of%20your%20home%20was%20not%20a%20viable%20option%20until%20the%20pandemic%20struck%20our%20lives%20and%20unfolded%20new%20remote%20work%20concepts%20with%20the%20help%20of%20automated%20tools.%20That%20played%20a%20vital%20role%20in%20enhancing%20productivity%2C%20saved%20loads%20of%20money%20spent%20on%20maintaining%20workspaces%2C%20and%20introduced%20a%20refreshing%20face%20of%20technology%20as%20a%20savior%20in%20these%20hard%20times.%20Since%20then%2C%20people%20have%20accepted%20the%20use%20of%20automated%20tools%20as%20a%20significant%20part%20of%20their%20jobs.%22%2C%22icon_type%22%3A%22icon%22%7D%2C%7B%22title%22%3A%22Effective%20collaboration%20through%20Automation%3A%22%2C%22subtitle%22%3A%22Collaborating%20and%20communicating%20have%20always%20been%20necessary%20for%20a%20successful%20business%3B%20advanced%20automated%20systems%20made%20these%20processes%20more%20convenient%20and%20effortless.%20%20Consumption%20of%20advanced%20collaboration%20tools%20such%20as%20live%20video%20calls%2C%20online%20meeting%20setup%2C%20and%20cloud-based%20portals%20of%20google%20have%20reduced%20the%20gap%20between%20an%20organization%20and%20its%20employees%2C%20thus%20providing%20an%20effective%20working%20environment.%20To%20acquire%20successful%20collaborations%2C%20advanced%20automated%20tools%20should%20be%20utilized%20at%20their%20best%20as%20it%20maximizes%20productivity%20and%20efficiency%20of%20a%20business.%22%2C%22icon_type%22%3A%22icon%22%2C%22icon%22%3A%22fa%20czico-103-success%22%2C%22icon_color%22%3A%22%23ba0230%22%7D%2C%7B%22title%22%3A%22Organization%20of%20Data%3A%22%2C%22subtitle%22%3A%22Organizing%20data%20has%20always%20been%20a%20very%20critical%20task%20as%20it%20requires%20immense%20effort%20and%20vigilance.%20Technology%20has%20made%20these%20efforts%20much%20easier%20with%20faster%20and%20more%20accurate%20computing%20systems%3B%20%5C%22Docuware%5C%22%20document%20management%20systems%2C%20and%20many%20digital%20operating%20tools%20of%20such%20kind%20have%20enabled%20this%20process%20to%20be%20more%20convenient%20and%20hassle-free.%20Adoption%20of%20these%20tools%20can%20manage%20your%20data%20very%20efficiently%20and%20securely.%22%2C%22icon_type%22%3A%22icon%22%2C%22icon%22%3A%22fa%20czico-103-success%22%2C%22icon_color%22%3A%22%23ba0230%22%7D%2C%7B%22title%22%3A%22Elimination%20of%20your%20weaknesses%3A%22%2C%22subtitle%22%3A%22As%20an%20organization%2C%20you%20should%20be%20well%20aware%20of%20your%20weaknesses%20and%20pain%20points%20in%20terms%20of%20communication%20and%20lack%20of%20updated%20internet%20systems%20that%20become%20a%20huge%20reason%20for%20the%20massive%20decline%20of%20your%20growth%20in%20the%20business%20world.%20Figuring%20out%20your%20pain%20points%20and%20working%20on%20them%20to%20increase%20your%20potentials%20has%20become%20pretty%20easy%20with%20these%20advanced%20automated%20tools.%22%2C%22icon_type%22%3A%22icon%22%2C%22icon%22%3A%22fa%20czico-103-success%22%2C%22icon_color%22%3A%22%23ba0230%22%7D%2C%7B%22title%22%3A%22Virtualization%20as%20a%20solution%3A%22%2C%22subtitle%22%3A%22Virtualization%20is%20a%20key%20to%20effective%20business%20strategy%20as%20it%20enhances%20the%20possibilities%20of%20successful%20communication%20and%20collaboration.%20Digital%20Automation%20has%20enabled%20organizations%20to%20accept%20and%20utilize%20advanced%20computing%20systems%2C%20digital%20software%2C%20cloud%20computing%2C%20and%20other%20beneficial%20tools%20that%20cater%20to%20their%20business%20needs%20and%20prove%20to%20be%20a%20milestone%20to%20achieve%20their%20targets.%22%2C%22icon_type%22%3A%22icon%22%2C%22icon%22%3A%22fa%20czico-103-success%22%2C%22icon_color%22%3A%22%23ba0230%22%7D%2C%7B%22title%22%3A%22Team%20Motivation%3A%22%2C%22subtitle%22%3A%22Motivating%20team%20members%20has%20always%20been%20a%20mandatory%20factor%20when%20it%20comes%20to%20running%20a%20successful%20organization.%20A%20well-organized%2C%20motivated%2C%20and%20focused%20team%20attains%20great%20achievements.%20When%20we’re%20talking%20about%20achieving%20goals%20and%20setting%20up%20targets%2C%20we%20should%20consider%20technology%20and%20advanced%20automated%20systems%20as%20our%20reliable%20partners%20in%20this%20never-ending%20journey%20of%20success.%22%2C%22icon_type%22%3A%22icon%22%2C%22icon%22%3A%22fa%20czico-103-success%22%2C%22icon_color%22%3A%22%23ba0230%22%7D%5D” sk_icons=”font-size:29px;color:#ba0230;” default_icon=”fa czico-103-success” sk_lists=”font-size:18px;color:#ba0230;font-weight:500;” sk_subtitle=”font-size:16px;color:#323232;”]

[cz_title id=”cz_87358″]Sign up for a free consultation with one of our software solutions experts and explore the ways you could make incremental improvements and increase productivity and ultimately revenue.[/cz_title][cz_gap height=”15px”][cz_button title=”Get a Free Consultation” btn_position=”cz_btn_block” btn_effect=”cz_btn_fill_right” sk_button=”font-size:17px;color:#ffffff;font-family:Assistant;background-color:#ba0230;border-style:solid;” id=”cz_103373″ link=”url:%23consult|||” sk_hover=”color:#ffffff;background-color:#e9283b;”][cz_gap height=”35px”]

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Introducing

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One of many solutions that Les Olson Company offers to improve your organizations efficiency.

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Click To Learn more about Docuware

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Get a Free Consultation

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Have you ever avoided improvements and upgrades to technology in order to reduce costs?

Have you outsourced certain aspects of your technology?

Do you look toward technology as a way to establish or increase efficiency?

Have you leveraged document management tools?

Do you have a technology plan in place that is guiding your decisions for future investments?

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Taking Advantage of Digital Transformation is a Must for SMBs

New digital tools and processes have the potential to totally transform the businesses that adopt them. Three quarters of organizations feel that digital transformation is changing how business is done. Businesses everywhere can take advantage of new efficiencies, capabilities, streamlined operations, improved customer satisfaction, and cost savings. Many small and mid-sized businesses feel that digital transformation is just for the “big guys”, but the truth is, it has the power to even the playing field and make SMBs more competitive with larger organizations.

 

Where to Start?

If you’re ready to begin your digital transformation, it can be overwhelming to find a starting point. It’s important to have a measured and strategic approach, and the key is determining which core business processes will benefit the most from digital transformation. Here are the three top areas where you can see an immediate benefit:

 

Accounts Payable

Accounts Payable is a fundamental activity for all businesses that is often bogged down with manual processes and paper files. This can result in a labor-intensive AP process that leaves organizations behind their competitors. The purpose of automation is to reduce the manual steps in the AP process. By reliving the burden of day-to-day manual entry and other repetitive activities, organizations can save $16 per invoice, sometimes more. AP staff are then freed up to focus on more productive activities that add value to your business. On average, it pays for itself within 6-18 months.

 

Software systems like DocuWare can manage the entire AP process from electronic invoice delivery and document management, to workflow automation and analytics. There are a number of ways SMBs can see an immediate advantage to streamlining AP processes. You can take advantage of early pay discounts that are normally overlooked, ensure vendor satisfaction by processing accounts faster, and get better insight to predict financial outcomes.

 

Human Resources

Human Resources is yet another department that is buried in paper documents despite the increasing digitization of business processes. Unfortunately, paper shuffling claims up to 60 percent of the average office worker’s time, and can account for up to 45 percent of labor costs. This results in HR staff often spending far more time performing administrative duties, rather than hiring the best talent and maintaining high moral.

 

Managing any staff requires documentation that starts well before an employee is hired, and continues even after they leave the company, including applications, background checks, state and federal taxes, health insurance, employee reviews, and more. That’s not to mention things like workplace claims, training and certifications, and annual benefits re-enrollment. And don’t forget, when an employee retires or quits, there is even more documentation to keep track of.

 

There is great benefit in automating HR processes with document and content management tools. Luckily, developers such as DocuWare offer solutions that are specifically designed for these very processes.[/cz_title][cz_gap height=”40px”]

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Sales

The buyer’s journey is so different than in the past. People find all of the information they need to research and choose a product on their own. By the time a customer contacts your business, they are typically already close to making a purchase decision. That means your business needs to be ready to move fast in order to close deals. Your sales team needs instant access to information and a great sales process is essential for customer satisfaction.

 

Give your sales team the modern tools they need, such as centralized, cloud-based document management and workflow automation.

 

Sales and marketing are dramatically enhanced by workflows that digitize documents and leverage workflow automation to route information to the right team. Once the deal is done, sales representatives can digitize, manage and share contracts with a workflow to facilitate collaboration between sales, legal, and executive reviewers.

 

Recommendations:

What are best practices? Here are some recommendations to consider as you move forward.

 

Evaluate Your Current Processes

It is important to thoroughly evaluate your current processes so you can pinpoint gaps in performance. Which areas can you save the most time? Which processes are causing opportunities to fall through the cracks? Take a hard look at your processes in their current state, and be honest about how they are falling short.

 

Establish Objectives

Now that you’ve thought long and hard about your current processes, you need to determine how you would like them to change. You can do this by determining specific expectations and objectives. For example, reducing the time needed for an invoice payment or reducing the number of hours spent on-boarding a new hire from 5 hours to 1 hour.

 

Evaluate Targeted Options

Many software solutions have solutions that are specifically made for core business functions like AP, HR, and Sales. This can be the quickest and most reliable way to implement an efficient solution.

 

Les Olson Company is a proud DocuWare partner. Our team of certified professionals can help your business implement the perfect solution to immediately start streamlining your business operations.

 

Source

AIIM Study “Digitalizing Core Processes”

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Web Client

Single sign-on now available for DocuWare Cloud

DocuWare supports Microsoft Azure Active Directory as an identity provider. DocuWare Cloud customers can now log in to DocuWare using single sign-on. Once a user has been registered with Azure Active Directory, a single login is enough to automatically log in to multiple parts of DocuWare like Web Client, the Desktop Apps, Configuration and Administration, as well as for user synchronization.

 

Benefits

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Access forms directly in the Web Client

The Web Client now has its own area for forms. The users see all forms for which they have user or administrator rights. With user rights, you can open a form as usual in a separate tab, fill it out, and submit it or call up the link to the form. Forms for which you have administrator rights can also be opened from here to be edited in the DocuWare Configuration. Keep the list of forms clear by hiding forms you do not need via the settings in the main menu.

 

Application

[/cz_title][cz_stylish_list id=”cz_105260″ items=”%5B%7B%22title%22%3A%22All%20forms%20that%20have%20to%20be%20filled%20in%20regularly%2C%20such%20as%20purchase%20orders%20or%20reimbursement%20forms%20for%20business%20trips%2C%20can%20be%20called%20up%20directly%20in%20the%20Web%20Client%20and%20then%20filled%20out.%22%2C%22icon_type%22%3A%22icon%22%7D%5D” default_icon=”fa czico-071-interface-1″ sk_icons=”font-size:20px;color:#ba0230;”][cz_title id=”cz_39633″]

Benefits

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Filter lists and result lists

Filter lists and results lists, in order to narrow down the displayed hits and access the required documents more quickly. The filter option is available for all text fields.

 

Application

[/cz_title][cz_stylish_list id=”cz_98312″ items=”%5B%7B%22title%22%3A%22Restrict%20entries%20in%20the%20result%20list%20without%20changing%20the%20search.%20Resetting%20the%20filter%20returns%20the%20original%20result%20list.%22%2C%22icon_type%22%3A%22icon%22%7D%2C%7B%22title%22%3A%22Reduce%20predefined%20lists%20to%20the%20required%20entries%20without%20changing%20the%20list%20definition.%22%2C%22icon_type%22%3A%22icon%22%7D%5D” default_icon=”fa czico-071-interface-1″ sk_icons=”font-size:20px;color:#ba0230;”][cz_title id=”cz_39633″]

Benefits

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Filter a select list in table fields

A select list contains predefined index entries a user can click on instead of entering them manually. When the entries are filtered, the select list only shows those entries that match the content of another index field.

 

These filtered select lists are now also possible for table fields. The entries of table fields can optionally be filtered via index fields or other table fields. Conversely, the entries of select lists for index fields can also be coordinated with the contents of table fields. This feature is available for storage, index, and workflow dialogs.

 

Application

[/cz_title][cz_stylish_list id=”cz_84321″ items=”%5B%7B%22title%22%3A%22An%20invoice%20is%20to%20be%20posted%20to%20a%20cost%20center%20of%20a%20particular%20branch.%20To%20do%20this%2C%20the%20employee%20first%20enters%20the%20branch%20in%20the%20corresponding%20index%20field%20of%20the%20store%20dialog%2C%20as%20shown%20in%20the%20screenshot%20below%2C%20and%20then%20only%20those%20cost%20centers%20that%20are%20assigned%20to%20the%20branch%2C%20are%20displayed%20in%20the%20table%20field.%22%2C%22icon_type%22%3A%22icon%22%7D%2C%7B%22title%22%3A%22To%20assign%20an%20amount%20in%20a%20split%20invoice%20to%20the%20correct%20cost%20type%2C%20the%20employee%20first%20selects%20the%20cost%20center%20in%20the%20table%20field.%20They%20will%20then%20find%20the%20assigned%20cost%20types%20in%20the%20corresponding%20field%20in%20the%20same%20table%20row.%22%2C%22icon_type%22%3A%22icon%22%7D%5D” default_icon=”fa czico-071-interface-1″ sk_icons=”font-size:20px;color:#ba0230;”][cz_title id=”cz_39633″]

Benefits

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Maximize table fields

Fill in table fields conveniently in the new, maximized view, with all the usual functions and commands of the Web Client. This also applies to workflow dialogs.[/cz_title][cz_image id=”cz_34037″ image=”13825″][/cz_image][cz_gap height=”25px”][cz_image id=”cz_67811″ image=”13827″][/cz_image][cz_gap height=”25px”][cz_title id=”cz_105017″]

Additional Features for Custom Email Archiving

Block email attachments and images from archiving

When email is imported into DocuWare you can exclude from storage: images embedded in the mail text or specially defined files. This feature, which was previously available for email from Outlook, is now also available for email from other sources.

 

Application

[/cz_title][cz_stylish_list id=”cz_42109″ items=”%5B%7B%22title%22%3A%22Embedded%20images%20are%20often%20logos%20from%20signatures%20or%20other%20graphic%20elements%20which%20the%20sender%20did%20not%20add%20themselves.%20Block%20these%20unimportant%20elements%20to%20prevent%20them%20from%20being%20saved%20as%20separate%20files%20in%20the%20file%20cabinet.%22%2C%22icon_type%22%3A%22icon%22%7D%2C%7B%22title%22%3A%22Specify%20the%20maximum%20size%20of%20the%20file%20to%20be%20blocked.%20Only%20image%20elements%20in%20a%20signature%2C%20which%20are%20only%20a%20few%20kilobytes%20in%20size%2C%20are%20excluded.%20The%20image%20files%20in%20the%20attachment%2C%20which%20are%20typically%20larger%20than%20this%2C%20will%20still%20be%20stored%20in%20the%20file%20cabinet.%22%2C%22icon_type%22%3A%22icon%22%7D%5D” default_icon=”fa czico-071-interface-1″ sk_icons=”font-size:20px;color:#ba0230;”][cz_title id=”cz_36199″]

Benefits

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Save email attachments as individual documents

Store mail text and all attachments individually as separate documents in the file cabinet instead of a single, clipped document.

 

Application

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Benefits

[/cz_title][cz_stylish_list id=”cz_96847″ items=”%5B%7B%22title%22%3A%22Edit%20documents%20from%20the%20attachment%20directly.%20Unclipping%20is%20no%20longer%20necessary.%22%2C%22icon_type%22%3A%22icon%22%7D%5D” default_icon=”fa czico-071-interface-1″ sk_icons=”font-size:20px;color:#ba0230;”][cz_title id=”cz_45107″]

Use XML invoice from the attachment for indexing

If you want to store and index an email with an attached invoice in XML format, use elements from the XML attachment for indexing.

 

Application

[/cz_title][cz_stylish_list id=”cz_97790″ items=”%5B%7B%22title%22%3A%22Store%20the%20article%20numbers%20of%20the%20invoice%20from%20the%20XML%20content%20as%20entries%20in%20the%20keyword%20field.%22%2C%22icon_type%22%3A%22icon%22%7D%5D” default_icon=”fa czico-071-interface-1″ sk_icons=”font-size:20px;color:#ba0230;”][cz_title id=”cz_36199″]

Benefits

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New Configuration Options for DocuWare

Organization settings in DocuWare Configuration

The functions from DocuWare Administration have now been moved to DocuWare Configuration, ensuring that your DocuWare is always technologically up to date. Following the migration of file cabinets, user management, and stamps, now general information, such as the organizational GUID, and the language and time settings for automated processes have also moved – these can now be found in Organization settings. This new section is only visible to users with administrator rights of a DocuWare organization.

 

In addition, DocuWare Cloud customers can connect their organization to an identity provider under Organization settings > Security to enable single sign-on. The security settings are only visible to DocuWare Cloud customers.[/cz_title][cz_image id=”cz_73394″ image=”13830″][/cz_image][cz_gap height=”25px”][cz_title id=”cz_65048″]

Individual barcode settings

The settings for OCR (Optical Character Recognition) in DocuWare Configuration are now called Text and barcode recognition. Individual barcode configurations can be created in the new Barcode section.

 

The default settings for barcodes cover most possible uses of barcodes in companies. In addition, experienced users can now use DocuWare Configuration to conveniently adjust both the performance and quality of the barcode recognition that takes place in DocuWare Desktop Apps when scanning. So far, this option only existed via a settings file.

 

Application

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Benefits

[/cz_title][cz_stylish_list id=”cz_89278″ items=”%5B%7B%22title%22%3A%22Set%20barcode%20recognition%20individually%20if%20required.%22%2C%22icon_type%22%3A%22icon%22%7D%2C%7B%22title%22%3A%22Read%20out%20barcode%20values%20more%20precisely%20for%20document%20indexing.%22%2C%22icon_type%22%3A%22icon%22%7D%5D” default_icon=”fa czico-071-interface-1″ sk_icons=”font-size:20px;color:#ba0230;”][cz_image id=”cz_18836″ image=”13832″][/cz_image][cz_gap height=”25px”][cz_title id=”cz_20126″]

Text and barcode recognition in document processing

In your document processing configurations, you can add specific settings for Text and barcode recognition, for example to get even better results when importing or scanning.

 

Application

[/cz_title][cz_stylish_list id=”cz_65527″ items=”%5B%7B%22title%22%3A%22The%20text%20and%2For%20barcodes%20of%20a%20customer’s%20Chinese%20documents%20are%20not%20recognized%20precisely.%20A%20special%20document%20processing%20configuration%20used%20during%20import%20increases%20the%20recognition%20accuracy.%22%2C%22icon_type%22%3A%22icon%22%7D%5D” default_icon=”fa czico-071-interface-1″ sk_icons=”font-size:20px;color:#ba0230;”][cz_title id=”cz_36199″]

Benefits

[/cz_title][cz_stylish_list id=”cz_89619″ items=”%5B%7B%22title%22%3A%22Text%20and%20barcodes%20on%20documents%20are%20recognized%20more%20effectively.%22%2C%22icon_type%22%3A%22icon%22%7D%5D” default_icon=”fa czico-071-interface-1″ sk_icons=”font-size:20px;color:#ba0230;”][cz_image id=”cz_54681″ image=”13840″ css_width=”60%”][/cz_image][cz_gap height=”25px”][cz_title id=”cz_87847″]

Filter external select lists in advance

Filter the data from an external source before it is transferred to DocuWare as a select list. This is now also possible for DocuWare Cloud, provided a database connection to the external source is available. Check in the new preview which data is selected; this way you can ensure that the correct data is transferred to DocuWare.

 

Application

[/cz_title][cz_stylish_list id=”cz_57932″ items=”%5B%7B%22title%22%3A%22The%20goods%20booking%20system%20provides%20DocuWare%20with%20an%20external%20select%20list%2C%20containing%20only%20the%20orders%20with%20the%20value%20%5C%22Delivered%5C%22%20in%20the%20%5C%22Status%5C%22%20index%20field.%20This%20value%20is%20used%20to%20trigger%20the%20workflow%20for%20invoicing%20in%20DocuWare.%22%2C%22icon_type%22%3A%22icon%22%7D%5D” default_icon=”fa czico-071-interface-1″ sk_icons=”font-size:20px;color:#ba0230;”][cz_title id=”cz_36199″]

Benefits

[/cz_title][cz_stylish_list id=”cz_15508″ items=”%5B%7B%22title%22%3A%22Precise%20selection%20of%20the%20data%20to%20be%20transferred%20to%20DocuWare.%22%2C%22icon_type%22%3A%22icon%22%7D%2C%7B%22title%22%3A%22Clear%20and%20informative%20select%20list%20to%20trigger%20workflow.%22%2C%22icon_type%22%3A%22icon%22%7D%5D” default_icon=”fa czico-071-interface-1″ sk_icons=”font-size:20px;color:#ba0230;”][cz_image id=”cz_28533″ image=”13846″][/cz_image][cz_gap height=”25px”][cz_title id=”cz_107163″]

Configuration overview with more details

The configuration overview for the modules Autoindex, Deletion Policies and Transfer has been revised and expanded. The interface now shows more details, such as the status and the time for the next execution, like shown below for Autoindex.[/cz_title][cz_image id=”cz_97221″ image=”13850″][/cz_image][cz_gap height=”25px”][cz_title id=”cz_48558″]

Import Request: select file cabinet directly in the overview

Select the Request file cabinet that you want to re-import on the overview page of the module by clicking the link in the Request file cabinet column. Previously, it was necessary to open the configuration in order to select a request file cabinet. This step is no longer necessary.[/cz_title][cz_image id=”cz_25372″ image=”13854″][/cz_image][cz_gap height=”25px”][cz_title id=”cz_28972″ cz_title=””]

Prepare Request file cabinet for an electronic signature

Ensure that the file of an exported Request file cabinet can be electronically signed. By default, the zip file name of a Request file cabinet is automatically changed for the download. However, in order to be electronically signed, the exported file cabinet must be intact in every respect. Use the option Allow electronic signing after download in an export configuration to prevent the renaming.

 

Application

[/cz_title][cz_stylish_list id=”cz_15742″ items=”%5B%7B%22title%22%3A%22In%20Spain%2C%20according%20to%20law%2C%20digital%20tax%20documents%20can%20only%20replace%20paper%20documents%20for%20archiving%20purposes%20if%20the%20integrity%20of%20the%20electronic%20documents%20can%20be%20guaranteed%20to%20the%20tax%20authorities.%20This%20is%20the%20case%20with%20an%20electronically%20signed%20Request%20file%20cabinet.%22%2C%22icon_type%22%3A%22icon%22%7D%5D” default_icon=”fa czico-071-interface-1″ sk_icons=”font-size:20px;color:#ba0230;” cz_stylish_list=””][cz_gap height=”25px”][cz_title id=”cz_59172″ cz_title=””]

Workflow: PDF with annotations as email attachment

If you have automatic emails sent from workflows, you now have the same format options as in the Web Client: Original format (default), PDF with annotations and PDF without annotations. When sending, the document name stored in the file cabinet is used, not the original file name.

 

Application

[/cz_title][cz_stylish_list id=”cz_97128″ items=”%5B%7B%22title%22%3A%22If%20you%20stamp%20documents%2C%20for%20example%20to%20sign%20them%20with%20a%20bitmap%20signature%20file%2C%20the%20stamp%20remains%20as%20an%20annotation.%22%2C%22icon_type%22%3A%22icon%22%7D%5D” default_icon=”fa czico-071-interface-1″ sk_icons=”font-size:20px;color:#ba0230;” cz_stylish_list=””][cz_gap height=”25px”][cz_title id=”cz_34948″ cz_title=””]

Technical Information

Changed system requirements

Compared to DocuWare Version 7.2, the system requirements have changed as follows:[/cz_title][cz_stylish_list id=”cz_12685″ items=”%5B%7B%22title%22%3A%22Windows%207%20SP1%20and%20Windows%20Server%202008%20are%20no%20longer%20supported%20as%20operating%20systems%2C%20neither%20for%20clients%20nor%20for%20servers.%22%2C%22icon_type%22%3A%22icon%22%7D%2C%7B%22title%22%3A%22MS%20SQL%202008%20and%202008%20R2%20are%20discontinued%20as%20supported%20databases%2C%20MS%20SQL%202019%20is%20added.%20Oracle%2018c%20and%2019%20c%20are%20also%20added%2C%20but%20not%20for%20multitenant%20architecture.%22%2C%22icon_type%22%3A%22icon%22%7D%5D” default_icon=”fa czico-071-interface-1″ sk_icons=”font-size:20px;color:#ba0230;” cz_stylish_list=””][cz_gap height=”25px”]

[cz_image id=”cz_48125″ image=”13540″][/cz_image][cz_gap height=”25px”][cz_title id=”cz_50917″ cz_title=””]Did you know that in 2019 the US Postal Service delivered over 142 billion pieces of mail? Sending and receiving documents by mail has been a critical part of running a business since the inception of mail delivery. While we all suddenly find ourselves in a very different work environment, mail continues to be sent to our offices, whether our employees are working from the office, or not. This gives businesses a new and unique challenge; how do we continue to receive and route our mail while our teams work remotely? In this article, we will discuss how you can utilize DocuWare to create a digital mailroom to help your employees work from home collaboratively.

 

As businesses are adapting on short notice to a “new normal,” they are realizing the importance of the equipment that has been used daily in the office. Not every employee has copy or scan capabilities in their home, and if they do, their capabilities vary, depending on the devices available to them. Hard-copy mail and inter-office mail are often mission-critical and can be time sensitive. Having gaps in technology and an unclear plan in place can create delays that hold up your business workflow.

 

So how can businesses limit the physical contact that is had with hard-copy mail pieces, while still ensuring that important legal, financial, and business documents are routed to the proper individuals and departments, quickly and securely? A great solution is importing mail into DocuWare Cloud.

 

You can designate an individual who is responsible for scanning hard-copies of mail into DocuWare Cloud. This can be done in a variety of ways:

• TWAIN or WIA scanner
• Desktop apps
• Scan into department-specific document trays
• Auto-ingest mail from a company email address

While employees are working from home, many may simply not have access to a scanner, don’t worry! DocuWare has a free mobile app to address this scenario. DocuWare PaperScan is a free app available for Apple or Android devices. It allows you to scan, crop, compile, route, and store hard-copy documents from your phone.

 

Digitizing your mail is only part of the puzzle. The other part is organizing those files in your system to ensure that those documents can be easily found and utilized effectively. DocuWare’s filing system is easy to use and understand because of its system of digital Document Trays and Filing Cabinets. These Trays and Cabinets can be customized to fit your organization’s needs, whether you need several, or just one. You can also create filing systems across various departments. Think of a Document Tray as your Mailbox, and Filing Cabinets as your more long-term, permanent storage for digital files. Whatever your current mailroom worklfow is, DocuWare can be set up to mirror that digitally.

 

As always, privacy and security should be a top consideration. DocuWare allows you to designate limited Mailroom Privileges so that employees scanning mail don’t have unlimited access to the entire system. Access can be limited to the adding of documents into Document Trays, and privileges can be assigned on a case-by-case basis by placing users in Groups and Roles. In addition, DocuWare can help keep your organization compliant with regulations that you may be required to meet in your industry.

 

DocuWare is more than just a digital filing system for your documents. Really, where DocuWare shines is, what it allows you to do after you’ve reviewed the documents in your Document Tray, indexed them, and sent them to a Filing Cabinet. DocuWare has tools for advanced workflow processes to help you automate many tasks to save time and money. You can do an in-depth custom setup to precisely tailor your workflow, or even utilize DocuWare’s free Process Planner tool that allows users to build organizational process charts to visualize how you want to route mail through your system.

 

DocuWare makes it easy to know when you have new documents to review. You can easily set up automated email notifications and reminders when documents are scanned into the system. You also have the ability to create task lists that automatically update and assign tasks in real time. Your employees will know exactly what is on their task lists, and what they need to do to finish the job. There is great oversight with the ability to review completed and uncompleted tasks to make sure things are still moving along.

 

We recommend DocuWare Cloud for setting up a Digital Mailroom. Not only will this help your business through this period of remote work, but will also streamline your mail distribution processes moving forward, and future proof your processes should remote work be required again later.[/cz_title][cz_gap height=”60px”]

[cz_image id=”cz_34312″ image=”13475″][/cz_image][cz_gap height=”25px”][cz_title id=”cz_72401″]With so many people working from home, digitizing documents is more important than ever. But if you don’t have a scanner at home, you’re out of luck, right? Wrong! DocuWare has a free mobile scanning app that works with, or independently of DocuWare. In this article, we’ll discuss some of the features of the PaperScan App, and how you can use it to digitize and distribute your paper documents from home.

 

The PaperScan App is an incredibly handy tool that is available to download to your Apple or Android smartphone. Once you have it, you can scan documents to applications like DropBox, GoogleDrive, and DocuWare. This is a great solution to address gaps in scanning hardware across home offices since it’s free and works with, or without DocuWare. It enables you to share high-quality scans of documents with your co-workers across locations, so you can share information in real time. If you do use DocuWare, you can use PaperScan to quickly upload your documents directly to DocuWare to integrate with your current workflows.

 

Using the app is as easy as opening it on your smartphone and placing your device above the document you want to scan. PaperScan then automatically recognizes the documents, and triggers an image capture. The app will also automatically optimize the scanned image by adjusting the contrast correcting distortions, and cropping the edges so your scan looks nice and neat. You can scan all kinds of documents of any size and you’ll get great scan quality, even if the light in your home isn’t ideal. There’s even a batch scan mode, and you’ll have the ability to email, print, and AirDrop single-page documents.

 

We hope this simple and free tip helps you stay productive. If you would like information about how DocuWare can help your business manage document workflow for remote workers, check out our helpful article, or contact us.[/cz_title][cz_gap]

[cz_image id=”cz_107390″ image=”13436″][/cz_image][cz_gap height=”25px”][cz_title id=”cz_73736″ cz_title=””]Accounts Payable can become more efficient by digitizing existing paperwork. DocuWare has features that allows businesses to automatically receive invoices and extract data for processing, helping AP to break free from paper and manual data entry. Businesses that are still stuck in their paper processes and manual workflows are being hit the hardest by COVID-19. The biggest flaw of their workflows are being exposed – they can’t be easily performed from anywhere.

 

Additionally, as we learn more about this virus, we now know that it can live on surfaces for a matter of days. Co-workers can keep their distance in the office, but paper documents changing hands still creates a risk. The fact is, there’s no reason for this risk, given the technology that exists today, and the ability to take documents completely digital. Not only does digitizing your document workflow protect the health of your team, it also optimizes your business and improves your processes. In this article, we’ll look specifically at the benefits of Document Management for invoice processing.

 

Do Keep Digital Documents Digital

It’s more common than you’d think for people to receive documents and invoices through email, only to print them off, then scan their paper version back into digital form to be filed somewhere on their computer. We recommend keeping any digital documents you receive digital, and not unnecessarily convert them to paper. This simple change can minimize the potential for human error, and expedite your overall process by eliminating an extra step.

 

If you are used to handing over a paper document to someone in the office, and are having to adjust your method of transfer, consider these methods of digitizing your paper documents to email to remote co-workers or contacts:

• PaperScan, a free mobile scanning app from DocuWare
• Stand-alone Scanners
• Multi-function Copiers
• Fax-to-email

Don’t Do Batch Processing

Batch processing can be extremely inefficient for your team. It causes large periods of downtime in between batches, waiting around for the next batch. On the other hand, it also causes periods of crunch time when a batch finally does arrive. Ideally you want to have a consistent workflow process where Accounts Payable is receiving and processing invoices in real time. This creates a steady flow of tasks, rather than an all-or-nothing situation.

 

How to Strengthen the Complete Invoice Process

 

1 ) Capture

DocuWare’s Intelligent Indexing replaces error-prone and time-consuming data entry by recognizing and recording all the data that is printed on invoices. For example, rather than having invoices come to a personal email address, and having that individual monitor the email for invoices, DocuWare can automatically pull invoices from a dedicated invoicing email address and create tasks for them. This process eliminates the cost of printing, reduces potential for human error, and allows AP to spend less time searching for invoices. This is just one example of how DocuWare can help to eliminate extra steps during the document capture process.

 

Capture is an important step and shouldn’t be neglected. This is the part of the process where your critical information gets into the system. It needs to be done right. Intelligent Indexing utilizes machine learning to scan your documents, and intelligently extract the business-critical information to index into your document management system. This allows DocuWare to automatically index your documents by a variety of data points, including invoice numbers, without any manual data entry.

 

2 ) Secure Storage

All businesses say that data security is important to them, but you wouldn’t know it by the way many actually practice their document storage. There is a surprising volume of sensitive business documents flowing in and out of personal Dropbox, or Google Drive accounts, with no oversight from the organization. Even paper files that are physically stored on premise are often not adequately secured, giving access to anyone who wants them, no matter their intentions.

 

DocuWare provides a comprehensive means of secure document storage with tools like encryption, passwords, access controls, and more. All invoices are stored within a secure, accessible repository, tightly organized based on captured index data. Access anytime, anywhere, from any device.

 

3 ) Automated Workflow

Have you ever had a mission-critical business document fly through the workflow process, only to become stuck once it reaches the approval phase? DocuWare helps reduce situations like this with the use of task lists, tied to automated workflows, based on Intelligent Indexing. You can create automatic workflow rules that differ, depending on the content of your documents. For example, you can elect to send invoices under $500 straight to AP to be processed, and invoices over that amount to a CFO for approval before paying. All the while, a designated user can monitor the tasks to ensure they are being completed.

 

Digitally route invoices through approval chains for faster decision making, or initiate a straight-through approval, based on your predefined business rules. DocuWare also allows for greater insight into where exactly any given invoice lies in the process, so you never have to wonder what its status is. If there’s an issue causing that invoice to stall, you will know exactly why, so you’ll be able to address it.

 

Whatever you choose to do, just start somewhere. There’s no need to overhaul everything overnight. Simply digitizing your paper documents is a huge step in the right direction, you can always add more sophisticated workflows down the line. DocuWare is an ideal solution to make your documents available to your employees, especially while they are working remotely. All they need is an internet connection, a computer or mobile device, and the PaperScan App if they need to scan documents from home and don’t have a scanner. It can really help to get everyone on the same page by streamlining your workflow, and mitigate the issues caused by differences in technology available to them at home.

 

With DocuWare, you can:

 

• Extract details from invoices, easily enter your GL accounts and cost centers
• Remove manual touch with automatic approvals, based on vendor-related QuickMatch or 3-way match
• Route invoice approval requests based on amounts, vendor name or cost centers, including multi-levels
• Automate the vendor on-boarding process
• Generate transaction records for your ERP system, eliminating double data entry and greatly reducing errors
• Eliminate searching for purchase orders, shipping documents and information necessary for processing
• Maintain compliance and a complete audit trail with transparent approval history

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[cz_image id=”cz_27399″ image=”13280″][/cz_image][cz_gap height=”25px”][cz_title id=”cz_20040″ cz_title=””]If your business doesn’t have the ability to go remote with its business processes today, you’re not alone. In recent years, businesses have slowly been converting their traditional, paper-based processes to digital workflows, but most aren’t 100% prepared to move away from paper. Normally they could transition at their own pace, but with the current global pandemic, and many work-from-home directives, businesses are urgently trying to address their technology gaps.

 

In your business, your document workflow likely begins with an individual who physically walks a paper document from one place in the office to another. That’s something we’d like to help you change. In this article we will explore how digital workflows can simplify your business, while allowing your employees to continue completing their work, even if they can’t do it in the office.

 

DO Centralize Your Records

It’s very common for businesses to have a server on-site where files are accessed. When remote work comes into play, it becomes harder to access and share information because of the added barrier of VPN technology to effectively access needed data. With multiple users working from home, there can also be constraints on the network, which can cause a slow connection. A slow connection can mean slower workers.

 

A Document Management solution, like DocuWare, allows you to provide your employees with a web portal where they can access business files quickly and efficiently. It also allows you to get rid of disorganized network drives and paper files.

 

DO Streamline Your Processes

In offices across the United States, many processes are still handled manually. This is concerning because of the need to pass a paper document from person to person at a time when contact isn’t recommended. For some businesses following work-from-home orders, this isn’t even possible right now, but offices that are still up and running shouldn’t have documents come into contact with multiple pairs of hands as it’s an unnecessary risk to the health of employees.

 

These same processes and workflows can and should be happening digitally. Not only is it safer, it’s more efficient.

 

DO Ensure Privacy

Choose a solution that satisfies regulatory requirements, and meets high security standards.

 

DocuWare is a Comprehensive Best Practice Solution

• Centralized files in the cloud
  • Cloud and on-premise options
• Simplified workflows
  • Digitize existing paper-based workflows
  • Simplify existing digital workflows
  • Automated tasks and organize documents
• Mobile access
  • Empower remote workers to access information on more devices
  • Convenient mobile apps and web browser client
• Work from home
  • Connect all of your team members with a unified process
• Manage employees
  • More insight into employee workloads & productivity
• Easy audits & secure data
• Specific solutions for HR, AP, Sales, Legal, etc.
• Satisfy privacy and regulatory requirements

DON’T Leave Employees to Find Their Own Solutions

During this time, businesses should be aware of the risks of shadow IT This is where individuals within an organization utilize software or apps on their own, without the help of their IT Administrator. It’s important to provide your employees with a solution like Document Management so that everyone is on the same page with a sanctioned solution, rather than having employees go out and find their own workarounds like Google Drive, OneDrive, or other tools that can help them do their jobs, but don’t pass muster when it comes to security.

 

You absolutely don’t want your employees transacting business data and information through personal accounts. You will have no control over how long those accounts exist, what information is retained there, and what’s in the end-user license agreement. You will also be unable to do your due diligence to ensure it meets your security expectations, and/or compliance requirements. If you can centralize your tools, you will set your business up for success and limit your liability.

 

DON’T Use Email for Document Sharing

Email is now an increasingly important tool for staying engaged with your team. The temptation will be to use email to pass files back and forth. This will work on a limited basis, however we recommend you don’t use email as your file sharing system. This can lead to lost documents, disrupted workflow, and overlooking other important communications.

 

We understand that you have many challenges right now, and we want you to know that we’re here to help you overcome them. We have the solutions to your work-from-home problems and we’re ready to quickly get your remote work solutions up and running.[/cz_title][cz_gap height=”35px”]

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