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Office to Go: Smartphone, Tablet or Notebook?

Posted by on Jul 14, 2016 in Blog | 0 comments

By Josefine Kinseher  Email by smartphone, video conference on a tablet, and a roaming office thanks to a notebook: many employees are using mobile devices to work from home or on the road. Here are some tips and application ideas to maximize your mobile office. The Smartphone: Steady Companion Make phone calls, text back and forth, plan appointments, retrieve and answer emails – smartphones are the all-round talent for communication and the indispensable companion of all business travelers. Many business apps – from the voice recorder to a scanner – have turned the smartphone into a handy pocket office. It’s also not a problem to sift through documents thanks to models with a display of around 5 inches. But a smartphone isn’t really suitable for looking through more extensive Excel spreadsheets or writing longer texts, particularly without a proper keyboard. Tip 1: Use the smartphone as a workflow central. Sign off on contracts, check over invoices or release a budget – with a smartphone plus the DocuWare Mobile app, decision makers can stay involved with any authorization process, even when dashing between appointments. Tip 2: Use your smartphone as a scanner. With the PaperScan app and Intelligent Indexing web service, you can quickly store taxi receipts and any other travel expenses right from the road, in a well-organized way. The Tablet: Lightweight and Trendsetter  At home, tablets have truly met up to the hype. The sleek design, comfortable display, touch screen, light weight and quick ramp-up are all fueling its popularity. But these slick devices are making their mark on the business world as well, the domain of the smartphone and notebook. Most devices meet business requirements such as HDMI interface or Bluetooth for image and sound reproduction. Tablets are therefore being used for meetings and customer presentations. Anyone using Office apps and PowerPoint or is interested in creating other files directly on the tablet, generally works with an external keyboard for additional comfort. But again: for deeper, more comprehensive conceptual work, this type of device is limited. Tip 1: Use a tablet as a portable reference tool. Instead of schlepping along product catalogs, price lists, contracts or order books in paper form, you can always have access to the latest versions on your tablet with DocuWare. Just set your DocuWare Client to touch mode. Tip 2: Tablets are great for forms management. Forms for ordering or support can be filled out digitally, signed and archived right on a tablet. Tip 3: Don‘t use tablets and smartphones in isolation. With the app DocuWare Hub, you can centrally store documents from any business app and assign them to a project. Information silos on separate mobile devices can be easily avoided in this way. The Notebook: Proven All-Rounder Even if tablets are lighter and quicker to launch, for many business travelers, notebooks are still in the briefcase. Your advantage: working with files and programs is as per usual, additional apps aren‘t necessary. Many tasks that were once tied to the office – often in administrative and creative areas – can now be done from home, thanks to the notebook. Ideally, a big monitor and external mouse or keyboard are also helpful in this area. Tip 1: Use the notebook like a tablet. Most new generation devices have a touch screen, making using your finger similar to using a tablet. There are even notebooks with a...

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Is Paper Killing your Business in the Digital Age?

Posted by on Jul 10, 2016 in Blog | 0 comments

By Thomas Schneck  The more digital your business is, the less likely it is that a dependence on paper is negatively impacting customer satisfaction, increasing your exposure to compliance issues, reducing operational efficiency and decreasing overall productivity. To help convey the benefits of eliminating paper from your business by becoming a paperless office, we’ve produced a new infographic using data from IDC, AIIM and our own case studies. Click here for a copy. In the infographic, Is Paper Killing Your Business in the Digital Age?, you’ll find: A detailed view of the negative impact paper-based processes have on your top and bottom line Real-life, data-driven examples of businesses that have implemented paperless processes Statistics highlighting exactly where becoming a paperless office really pays...

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Workflow Update for DocuWare Mobile

Posted by on Jul 10, 2016 in Blog | 0 comments

By Katja Leonhardt  With DocuWare Mobile, you can always keep your document workflows in motion – even while traveling. Access your workflow tasks and all your stored documents from anywhere. The update of DocuWare Mobile makes it even easier to use workflows.Aside from improved details, the new update of DocuWare Mobile contains expanded support for workflows when used with DocuWare Version 6.9. It’s available for iOS and Android. The Windows version will be following shortly. DocuWare Mobile is now in its third generation. With the app, you can directly take part in document-based workflows with a smartphone. It’s particularly handy for accounting workflows with tight deadlines, such as invoice authorizations: you then benefit from early payment discounts when invoices are approved for payment in a timely fashion. All workflow tasks are displayed in a simple, well-organized way on your smartphone:  But this is a powerful tool for many applications, certainly not just invoicing workflows. Everything from researching in a central document pool to storing digital documents from any source or app to complex workflow tasks, including escalation management and delegation plans are all part of the...

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Receiving Email Invoices…and Quickly Processing Them

Posted by on Jul 10, 2016 in Blog | 0 comments

By Claudia Goebel • July 06, 2016 You receive more and more invoices by email? We’ll show you how you can organize your incoming mail in a way that all received invoices can be processed very efficiently – regardless if you receive an invoice in paper format or in electronic form. The most important thing to remember: store all invoices in one bucket! There are many options to define the capturing and approving of invoices in a company. Here’s a proven approach with DocuWare… 1. All invoices are collected in one electronic mailbox The accounting department configures one central mail box with an unique email address (e.g.; invoices@company.com). ALL invoices are sent to this address regardless if they have been received in paper or as an attachment to an email. – Paper invoices can be scanned – for example in the mail room – and then can be mailed as PDF to a central email address. Many times this is done with a Multi-Functional Peripheral (MFP) which can be set up with this central email address. – Email invoices can go directly to the central mail address. Please ask your vendors to send all invoices in the future to this one central address. In case an invoice is sent by mistake to another email address of a colleague then this invoice can be forwarded to the central address by this colleague. 2. Importing invoices into the DocuWare tray From the central mail box, all invoices are transferred automatically by using the modules Connect to Mail or Connect to Outlook right into a DocuWare tray or directly into a DocuWare file cabinet. In this further example below we assume that the invoices – paper and original email invoices – are moved to a DocuWare tray where they will be manually checked. 3. Check invoices Now it is the accounting department’s turn: They will check if the invoice complies with the legal aspects regarding mandatory information that needs to be contained in an invoice. Only then are invoices accepted by the tax authorities, otherwise they need to be modified by the vendor. 4. Archive invoice and start the approval process The accounting department stores the invoices from the DocuWare tray into a DocuWare file cabinet where they are stored securely and legally compliant. When filing the invoice or later on when working with the document, each time index criteria are automatically assigned. This is important since this index criteria can be used to derive which persons and departments have received and approved each invoice. In addition, using the DocuWare Intelligent Indexing feature, index information such as vendor name and invoice date can be read automatically directly from the paper invoice or from the original email invoice. This means that these index criteria are already pre-assigned during the filing of a document which facilitates the whole process. How the invoice is further processed further depends on the internal setup of a company. Many times, at this point a liability is recorded within the accounting system so it is clear that an invoice needs to be paid. 5. Approve, post, pay In many companies, invoices first need to go through an approval process – a workflow – before they can be posted. This lets you align the invoice to the internal purchase process. Or the invoice needs to be routed to the responsible...

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Workflows: Tips for Top Performance

Posted by on Apr 25, 2016 in Blog | 0 comments

Workflows: Tips for Top Performance By Claudia Goebel • April 25, 2016 Workflow Manager makes it easy for you and your colleagues to quickly manage tasks like invoice authorizations. To help you make the most of your DocuWare system when using workflows, we’ve put together a few best practice tips. For example, Workflow Manager can help three colleagues look at portions of an invoice within seconds, and then initiate payment once everything is authorized. So it’s helpful to understand what makes this quick processing possible: The workflows have their own database, which is separate from the file cabinet data and a document’s index data. So, in the example mentioned, authorization decisions are not written into the index data, but rather are placed in this special database belonging to Workflow Manager. So how does this impact the speed: to process these tasks, the actual document doesn’t have to be uploaded. So that all system resources which would otherwise be committed to a document can be used for other processes. This is also how Workflow Manager is different from Task Manager – in case you had previously worked with this module. If you are tackling a certain task with Workflow Manager, in prinicipal you don’t even have to open the document involved. It’s enough to open the task with a single click in DocuWare Client and make your decision in a form provided – for example, to authorize partial payment. It’s only when you double-click on the task that the actual document will open. Never Change Index Entries Again With Workflow Manager, you can let a workflow basically work on its own. Values taken from a document’s index data are incorporated into your workflow by using Workflow Designer — you can assign index values to these variables, just one time. To learn how to set up these variables, click here. You can then access these variables for every workflow task and every step, and then work with them as needed. This is also true for email, for which you can use variables to incorporate the name of a recipient and parts of a subject text or email body text. Transparency for Decisions The best way to trace decisions made in a workflow is to use the worklow history option, which can be viewed with a quick click. It shows you in one spot what happened with a certain document and when. It’s possible to use stamps in workflows, but not really necessary. Who Sees a Task…and When? Tasks can be assigned to users, by roles or for substitution plans. So what does this mean exactly – who sees a task, for example, when a role has been assigned? It’s easy: When a task has been assigned to a user, then only this user will see the task. If a task has been assigned a role, then all users who fit this role will be able to see the task. As soon as one of these users opens and completes this task, it will disappear from everyone else’s task list. If a task has been assigned by a certain substitution rule, then the first user in the substitution chain will be assigned the task. Only if this user appears as “Not in Office,” will the task then be forwarded to the next person in the list. In the...

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Integration: Programming into DocuWare

Posted by on Mar 31, 2016 in Blog | 0 comments

By Ahmet Tas • March 01, 2016 Are you interested in integrating DocuWare into your own applications to automate tasks and boost your efficiency? Regardless if it’s a program, website or app – it’s easy. And the possibilities for integrating DocuWare’s features are virtually limitless! With DocuWare SDK, you can do far more than just upload and retrieve documents, much more than change index entries. Here are a few simple examples… Search for documents in multiple file cabinets Set pre-defined stamps Store documents from a basket into a file cabinet Modify multiple index entries with one pass All of this can be handled via your web application, mobile app or native program – no matter if it’s automatic or interactive, you never have to leave the primary application. Users don’t need to waste time switching between various programs to get a job done. The standardized REST interface, which DocuWare SDK uses as its foundation, makes all of this possible. It enables integrations with an extremely broad set of programming languages and technologies (.NET, PHP, Java, NodeJS, Ruby, Perl). In our GitHub Repository, you’ll find code examples to begin programming with DocuWare SDK based on C# und .NET. You’ll also need Visual Studio (download here). We are working on expanding our offerings on GitHub. Please feel free to add your own entry to help us fill the...

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DocuWare Mobile – Third Generation

Posted by on Mar 31, 2016 in Blog | 0 comments

By Mirco Schoepf • March 14, 2016 The development of mobile apps is a tradition at DocuWare that goes back to 2011 with the release of a first smartphone app that allowed you to view, edit and stamp archived documents. This was followed by PaperScan, DocuWare Mobile II and DocuWare Hub, all apps for mobile document management. Now the third generation of DocuWare Mobile is hitting stores. With this completely retooled app, you can be a part of document-based workflows right on your smartphone. Especially for invoicing workflows, that have tight payment schedules and require quick turnaround, seamless processing is critical: only when bills are released for payment in time, can an early payment discount be claimed. But this app isn’t just great for invoicing workflows – DocuWare Mobile users can participate in all sorts of workflows, no matter the context. Customer experience was a large focus in the redesign and development of DocuWare Mobile. This lead to innovations like a document viewer which is completely guided by gestures for maximum comfort when handling documents. Standard features such as document searches, task lists, and forwarding of documents by e-mail can also be found in the new app. Teamplayer DocuWare Mobile’s major strengths come into play in combination with other apps. This makes DocuWare Mobile and PaperScan an unbeatable duo. Classic example: you scan your travel documents and then pass them directly to a workflow, which in turn initiates the quick refund of your travel expenses. In addition, DocuWare Mobile lets you capture documents from nearly all third-party apps as a PDF or JPG and save them in DocuWare. The connection between the app and DocuWare is a quick matter: just install DocuWare Mobile, start it, scan the QR code in the main menu of Web Client, enter your password…done. Then all your workflows, searches and task lists will appear on a dashboard.   One for all DocuWare Mobile runs as a native application on all iOS, Android and Windows Phone devices.  The functionality on all of them is exactly the same. The interface is also quite consistent in each. This makes sure that the app will be widely accepted – regardless on which device.     To download DocuWare Mobile: AppStore PlayStore Windows Store                    ...

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Is There A Better Way To Manage And Control Company Documents?

Posted by on Mar 22, 2016 in Blog | 0 comments

Is There A Better Way To Manage And Control Company Documents? By Thomas Schneck • March 10, 2016 In many small businesses, people tend to be very good at their jobs – but fairly poor at keeping track of documents. Without the right processes and workflows in place, efficient document organization, control and management is a struggle. By introducing software that aids in overcoming that struggle, small businesses gain back enough wasted time that it’s like adding another full-time employee to the business. Before focusing on improving the document lifecycle in a small business, it’s important to understand the different terms associated with modern document management. Document Management Vs. Document Control Traditionally, the term document management refers to the storage, search, retrieval, archive and safe deletion of electronic documents. Document management software enables easy conversion of paper to digital documents. The term document control refers to the larger lifecycle of a document: security, version control, review, approval and disposal. With control comes an audit trail that ensures compliant behavior when dealing with documents, as well as the ability to automatically flag documents that have reached their required retention period. Today’s modern document management software combines both facets in a kind of 360-degree digital document management and control that businesses require, regardless of whether they operate in a regulatory environment or not. Document Management Vs. Content Management When tackling document management for the first time, it’s also important to make the distinction between what’s traditionally referred to as document management and content management. Document management usually refers to documents by departments. In the accounting department, this would include POs, proof-of-deliveries and invoices. In a document management system, these files would be scanned, stored and incorporated into interdepartmental workflows directly from the software. Content management refers to all other materials surrounding those documents, which would be customer voicemail, email, pictures of damaged goods from the shipping department and other physical papers related to the entire job or project. External And Internal Document-Handling Process Improvement In a document management system that combines both documents and associated content, businesses are better able to control the entire lifecycle of a document through both external and internal workflows. In terms of external document handling, communication with a client over a sales order becomes much simpler with version control and change-tracking technology. If a client comes back with changes, the salesperson may edit the document. The system automatically logs changes, and the salesperson can revert to a previously edited version if necessary. Without this version control and change-tracking technology, employees are creating another version of the document, storing the old version in a new folder and pointing employees to the new version of the file. In some cases, the naming convention may change and be entirely inconsistent with the one before it, so any employee remains unsure of where the document stands in a state of readiness for the client. This kind of manual work slows businesses down. In terms of internal document handling, collaboration workflows may be set up for each document so that every relevant person in the process knows where the document stands at any time. The ability to create an audit trail increases a company’s ability to stay ISO or SOX compliant, because the digital document management system will ensure that every employee follows the same process every time with the correct checks and balances in place. Prioritizing Demand For Document Management Where does implementing...

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Ways Document Management Enhances Employee Mobility And Efficiency

Posted by on Mar 19, 2016 in Blog | 0 comments

By Thomas Schneck • March 08, 2016 The unifying theme among today’s mid-sized businesses is flexibility in the face of change. Businesses are optimizing use of office space, giving employees flex time and enabling their workforce to work from anywhere with a wireless connection. These businesses are changing when, where and how they work, and in most cases, they are running more efficiently and competitively than ever before. So, in what ways are businesses going mobile to enhance efficiency without sacrificing security? The Move Toward Digitalization, Centralized Storage And Security Through the creation of digital document storage and workflows, businesses are going mobile, and many of them are using document management software to do it. From salespeople to attorneys to service technicians, employees are able to take business intelligence with them, complete work in the field and report back to the business within a single business day. In the old days, a service technician might walk into a home or business to fix a problem and, unbeknownst to them or the homeowner, accept a bad credit card number as payment for a job. The technician would go back to the office to run the payment only to find a digit is missing or the credit card fails to go through at all. Without access to crucial information, mobile workers were inefficient, and poor customer service was a result. Today, using the paper scan feature of a mobile DMS app, this same service-based company is scanning payment directly to the accounting department before ever leaving a customer’s home. This mobile-connected worker is doing better work in the field and creating better impressions with customers. In another scenario, a salesperson would take an entire client portfolio with them on the road. Sometimes that portfolio is paper-based, and other times those documents are digital files on someone’s laptop. On the upside, the sales force is able to move a deal without having to complete paperwork at the office. On the downside, no one else at the company has access to the information on these files, and worse yet, that employee is free to do whatever he wants with those documents without that company ever knowing about it. Without a centralized document management system as a safe haven for this information, a sales employee who’s just been let go from the company is free to take his laptop and his sales portfolio with him. This kind of decentralized information puts a business at risk. The Role Of Security In Mobile Document Management Businesses make money off of intelligence. If you lose that intelligence in the form of, for example, a proof of delivery, you won’t get paid for the order. In other scenarios, when dealing with sensitive and secure data, losing that information could result in heavy fines or possibly even losing your business. By lessening the chances of information getting lost or stolen, you decrease overall business risk and increase accountability. With a document management system, every document is audited, every view logged, every annotation tracked. A document management system centralizes business intelligence and creates a digital audit trail necessary for protecting proprietary information. Mobile DMS is simply an extension of your document management system, hosted in the cloud or on-premises. The mobile DMS makes centralized business information accessible by mobile workers in the field, and reduces the risk formerly associated with sending employees off with this information in...

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How To Secure Client Data And Reduce Compliance Risk

Posted by on Mar 18, 2016 in Blog | 0 comments

By Thomas Schneck • March 15, 2016  Securing client data and reducing compliance risk are usually top concerns for members of the financial industry – from banks to investment firms to individual finance departments in small, mid-sized and large businesses. These worries multiply when dealing with financial documents in paper form, which are often hard to find, easy to lose track of, expensive to reproduce, time-consuming to distribute and a liability when held onto for too long. This is why those seeking to control financial information and reduce compliance concerns turn to document management software for help. Considering DMS For Your Bank, Investment Firm Or Finance Department The paper generated by finance comprises anything from meeting notes, presentations and research to advisory agreements, portfolio recommendations and asset allocations. The paper received by finance includes anything from account paperwork, client correspondence and newsletters to investment statements, appraisals and tax returns. While it helps to understand what paper documents filter in and out of your business, it’s also important to understand what rules and regulations are attached to each document. This positions your business to handle these documents in a secure and controlled manner. What document management for financial institutions does is automatically apply these rules and regulations to each document and to the workflow the documents are part of. This lessens your required attention on securing client data and reducing compliance risk,and strengthens your ability to provide better, more efficient service to your customers – all while eliminating extraneous paper-based costs and increasing the integrity of your business. The Advantages Of DMS For Financial Institutions With a digital document management system comes the ability to store and retrieve files in a secure electronic repository, which prevents misfiling and streamlines workflows associated with any electronic document. This repository enhances internal and external workflows. Authorized employees are able to access information – whether they’re inside the office or on the road – through a secure, web-based application. Your clients may similarly access their information by providing their own individual login credentials. Employees and clients are easily able to search, view and print documents (by permission) with the ease of a click and within minutes. This kind of document distribution impacts your office’s bottom line, enhances your relationships with customers and increases your ability to comply with compliance standards in your industry. How DMS Reinforces General Compliance Guidelines Document management software usually means better compliance control for a variety of reasons: Quickly retrieving documents and associated files on demand Establishing an audit trail with original write and edit dates Ensuring accuracy, reliability and integrity of all documents in the document management system Preventing undetected and unauthorized creation or edits of client and company information Easy cross-referencing of financial documents with other company documents Overall, document management technology helps your firm stay in compliance with the laws, rules and regulations of your compliance standards. It also ensures proper supervision and surveillance of all documents stored within the system. The benefits of document management software for financial institutions are two-fold: First, you better align business processes and behavior to protect and control client data, and second, you leverage the technology to demonstrate compliant...

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