Office to Go: Smartphone, Tablet or Notebook?

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 detachable keyboard, so you can use the computer just like a tablet. Tip 2: Use DocuWare in Windows Explorer. When working on the laptop screen, searching and archiving in DocuWare via Windows Explorer Client is all very comfortable, since no other client must be opened....

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Is Paper Killing your Business in the Digital Age?

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

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

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.; 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 cost center manager. And there are invoices which have been paid by direct debiting or which have been paid privately by an employee. With DocuWare, all these different scenarios can be covered in an optimal way once the specific processes have been analyzed thoroughly. The approval process with DocuWare is...

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Workflows: Tips for Top Performance

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 substitution plan, the users or positions who can complete certain tasks, and in which order, has already been...

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Integration: Programming into DocuWare

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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