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”]

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

[/cz_title][cz_stylish_list id=”cz_17473″ items=”%5B%7B%22title%22%3A%22No%20need%20to%20manually%20enter%20login%20data%22%2C%22icon_type%22%3A%22icon%22%7D%2C%7B%22title%22%3A%22Standardized%20login%20page%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_77719″ image=”13812″ css_width=”50%”][/cz_image][cz_gap height=”25px”][cz_title id=”cz_67725″]

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

[/cz_title][cz_stylish_list id=”cz_13272″ items=”%5B%7B%22title%22%3A%22Faster%20access%20to%20the%20required%20forms.%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_38768″ image=”13814″][/cz_image][cz_gap height=”25px”][cz_title id=”cz_12688″]

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

[/cz_title][cz_stylish_list id=”cz_54624″ items=”%5B%7B%22title%22%3A%22The%20right%20documents%20are%20always%20handy%20and%20clearly%20accessible%20in%20lists%20and%20result%20lists.%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_63784″ image=”13815″][/cz_image][cz_gap height=”25px”][cz_title id=”cz_23586″]

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

[/cz_title][cz_stylish_list id=”cz_72876″ items=”%5B%7B%22title%22%3A%22Clear%20and%20informative%20select%20lists%20%E2%80%93%20only%20the%20relevant%20entries%20are%20displayed.%22%2C%22icon_type%22%3A%22icon%22%7D%2C%7B%22title%22%3A%22Rule%20out%20incorrect%20assignments%20when%20indexing%20right%20from%20the%20start.%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_100288″ image=”13818″][/cz_image][cz_gap height=”25px”][cz_image id=”cz_75312″ image=”13820″][/cz_image][cz_gap height=”25px”][cz_title id=”cz_53502″]

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

[/cz_title][cz_stylish_list id=”cz_72499″ items=”%5B%7B%22title%22%3A%22Only%20relevant%20email%20content%20is%20stored%20and%20displayed%20conveniently%20in%20the%20viewer.%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_89716″]

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

[/cz_title][cz_stylish_list id=”cz_20408″ items=”%5B%7B%22title%22%3A%22The%20accounting%20department%20receives%20an%20email%20with%20several%20invoices%20attached.%20The%20employee%20saves%20the%20mail%20text%20and%20the%20different%20invoices%20individually%20in%20the%20file%20cabinet%20so%20that%20the%20approval%20workflow%20can%20start%20directly%20for%20each%20invoice.%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_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

[/cz_title][cz_stylish_list id=”cz_34377″ items=”%5B%7B%22title%22%3A%22This%20feature%20enables%20comprehensive%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_title id=”cz_39307″]

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

[/cz_title][cz_stylish_list id=”cz_70034″ items=”%5B%7B%22title%22%3A%22In%20your%20company%2C%20customer%20documents%20are%20imported%20that%20always%20contain%20Codabar%20as%20a%20barcode%20type.%20To%20ensure%20more%20precise%20assignment%20when%20barcodes%20are%20read%20out%2C%20you%20can%20create%20a%20configuration%20that%20only%20recognizes%20this%20type.%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_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”]

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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Using document management software (DMS) creates reduced operating expenses and, therefore, business continuity. However, it also creates business continuity through data backup and redundancy should a natural disaster occur and destroy a business’s on-site information.

Aligning DMS Vendor Innovation with Organizational Purpose

Although DMS strategy and software are developed to adapt to business demands, they will also grow independent of organizations’ demands—meeting needs of which organizations are not yet aware.

It’s for this reason that when a DMS vendor adds a new feature to its product spread that organizations should explore how it can benefit them before dismissing it.

In fact, most DMS vendors do not update their software before considering the future needs of its buyer base. That’s why it’s worth exploring how your business can adapt to future challenges through DMS technology.

Why Document Management Turns Information into Strategy

As the marketplace diversifies, DMS development teams will update solutions to not only help businesses manage information effectively, but also to develop information management strategies.

A combination of software and strategy, within the next 5 years, DMS will include a diverse set of road maps for information management strategy—which will greatly empower knowledge workers.

For instance, Infosys, a business technology and consulting firm, notes that one of the biggest changes DMS will face within the next several years is its permeation throughout the organization, particularly beyond the points of mere implementation and use—turning it into a more “complete business solution.”

Why Document Management Software Increases Workflow Transparency

Few business processes are given a visual road map in organizations, making them difficult to implement, remember, and use. However, DMS features like workflow, for instance—create a traceable process road map. This keeps employees accountable for specific tasks and helps system admins identify roadblocks to project completion as they arise.

DMS also centralizes processes for offices with multiple branches, including the external auditors who oversee them. Within the next decade, it is possible that document management software vendors with satellite and remote access will have created an established road map for auditors, which can be replicated across many different industries.

This trend will also shift organization’s awareness, making them focus more on content collaboration rather than the management of transactional content, which will also increase demand for document management software use.

How Document Management Enables Enterprise-grade Tech Sufficiency

As DMS technologies become more sophisticated, so does their ease of use. Given that some DMS vendors sell on an international basis, customer support in the industry demanded an overhaul not too long ago.

The language and cultural barriers to providing effective customer support overseas and across continents has posed significant barriers. However, the increased usability of DMS offerings has reduced the problems associated with this issue, and users of these technologies are becoming increasingly self-sufficient.

The Future of Document Metadata in DMS

Metadata’s role in the DMS market will gain an even stronger foothold as organizations look to retrieve higher volumes of content and information based on what the content contains, not where an employee has stored the content. This makes the content storage and retrieval process simpler and more automated.

For organizations striving to grow considerably within the next five years, metadata-driven DMS with Zonal OCR/Natural Language Processors (NLPs) and other file retrieval add-ons will be the best options as growing organizations accumulate information rapidly and without control.[/cz_title][cz_gap height=”30px” id=”cz_62034″]

Les Olson Company has earned this designation through a dedication to providing customers with DocuWare’s outstanding Integrated Document Management solution, backed by our highly-qualified engineers and support team.

Why DocuWare from Les Olson Company, a DocuWare Diamond Club Partner?

More than 14,000 companies trust DocuWare for managing their most critical documents. When you partner with Les Olson Company 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.[/cz_title][cz_gap height=”25px”]

Today’s CFOs and CIOs are always on the lookout for ways to reduce operational costs. Any change that helps their employees find documents they need more quickly, for example, could help your team become more efficient – reducing your operational costs.

Digital document management (sometimes called enterprise content management or ECM) cuts costs by bringing together a number of concepts, technologies and strategies to reduce or eliminate tedious, time-consuming activities that don’t drive revenue. Often, ECM is able to automate previously manual tasks, such as maintaining financial compliance records.

Here are the top 5 ways document management can help reduce operational costs.

1. Storage Costs

When you switch from paper-based processes to digital document management, you don’t need to purchase expensive file cabinets or pay to store and maintain the hard copies of your business records. As a result, you’re able to free up office space for more productive uses than storing paper archives.

2. Copying and Printing Costs

By moving from paper to digital documents, there’s no need to create multiple copies for inter-office distribution or to file the same documents into a variety of departmental filing systems. A master copy of the electronic document is stored in the system’s centralized repository, where it’s available to all authorized users. Similarly, there’s no more need to create carbon copies of documents sent to customers and store them in-house. The result is that you spend far less time and money on printing, supplies and equipment.

3. Personnel Time

Document management offers significant improvements in efficiency, resulting in less personnel time spent storing and retrieving documents. Tasks that took minutes or hours with a manual, paper-based system takes seconds with a digital document management system. Since all documents are stored in a centralized location, there’s no more time wasted while waiting for colleagues to provide requested documents.

4. Business Process Costs

Using the digital workflows available in a document management system helps you streamline many business processes in accounting, sales, customer service and HR departments. Depending on the department, optimizing these workflows could lead to faster payment collection, lower purchasing costs, higher consumer satisfaction or increased employee retention.

5. Security and Disaster Recovery Costs

With a digital document management system, it’s easy and inexpensive to automatically back up your documents to other secure locations, helping to ensure business continuity in the event of a natural disaster or security breach.

This eliminates the costs of expensive offsite storage for paper backups or creating special disaster-proof archiving rooms. If you need to retrieve these documents in the future, you just click a button – there’s no longer the expense of having documents delivered from off-storage facilities.

If your organization still relies on hard copies and paper-based processes, you’re probably spending too much on basic operational costs. when you consider these five ways digital document management could help you reduce those costs, there’s a great opportunity to improve the bottom line and implement efficient processes that help your company grow.

The content of this article was provided by DocuWare.

Les Olson Company is an authorized DocuWare dealer. DocuWare is an excellent Document Management software that helps businesses get a handle on their document workflows.[/cz_title]