Sharedocs Enterpriser Takes the Next Step towards Automation

Artificial Intelligence

In December last week, ShareDocs Enterpriser unfurled its latest feature that is built upon the Artificial Intelligence principle. Just as AI revolves around perceiving its environment and taking intelligent decisions to maximize the chances of success at some goal, the intelligence of ShareDocs Enterpriser’s search functionality has been taken a notch up. This new feature is called ‘Auto-linking of Documents’. The feature automatically links all documents with similar data entry to each other.

Until this update was released, ShareDocs Enterpriser users had to manually link documents to each other and create document sets. Manual linking of documents has been retained as a feature so that users’ engagement in document management remains intact. However, the auto-linking feature aims to ease the search criteria for multiple documents. With the on-boarding of this functionality, users will be able to view all the documents related to the document’s data entry! Continue reading Sharedocs Enterpriser Takes the Next Step towards Automation

This is why Document Management Solutions shall be the Future of Organisational Excellence

As AI (Artificial Intelligence) is gearing up to take over the world, the way organisations work is changing by each day. Automation is becoming the need of the hour and reduced human intervention seems to be the goal of tomorrow. Cost-effective, less time-consuming processes are fast replacing traditional, manpower-driven workflows. In such a scenario, it is but obvious that document management solutions are most relied upon by organisations, irrespective of their size, product and expanse. Here’s why we think document management solutions are soon going to be the future of organisational excellence.

  1. They are smart solutions

Continue reading This is why Document Management Solutions shall be the Future of Organisational Excellence

Does your document management solution come with these 12 Features?

Document management solutions help you preserve your physical documents for long. But that’s not all! The longevity of confidential documents also has an impact on business continuity and long-term returns. Hence, it is important to take a wise decision when you choose a document management solution. There can be a huge difference between planning to install a document management solution and actually implementing a DMS that simplifies your business process.

Irrespective of the DMS that you finalize upon, these 12 features are a must in a document management solution. Here’s the list:

  1. Document indexing – Document indexing refers to segregating documents according to the categories of document mostly dealt with by your organisation. It also helps to add additional information to a document. For example, adding client details to the invoices can help to retrieve documents based on both invoice number as well as client name. Thus, document indexing helps to reduce time during search and retrieval of documents.
  2. Folder structure –  Having a customized folder structure in place helps to fasten work processes. Your DMS should have different folders for different departments or user groups. To ensure data security, access to these folders should be restricted to only a few user groups. This can help to prevent other user groups from accessing important and confidential data.
  3. Workflow – Work flows faster and generates quick results when work processes are aligned to the needs of the business. Customized workflow designs can help with requisitions, approvals and workflow management. It can help to detect bottlenecks and prevent damage or delays.
  4. Document sets – An efficient document management system always helps to auto-link multiple documents. These auto-linked documents, irrespective of their location, can be stored as ‘document sets’. Sets work like virtual folders and help you retrieve multiple documents with a single click.

  5. Document Templates – Document management systems not only help to manage existing documents but also simplify the document generation process. If a DMS comes with customized document templates, bulk document generation can be a cake walk! What’s more, it ensures minimal human intervention!
  6. OCR – Technology is put to best use only if a DMS comes with a built-in OCR. Optical Character Recognition (OCR) is a tool that helps to retrieve documents based on the content that they contain. This tool can be employed during the indexing phase for document retrieval within seconds!
  7. Encryption – The primary role of a DMS is to provide data security. This is done by document encryption. If a DMS encrypts the documents uploaded on its server, you can trust it for data security. It helps to restrict unauthorized access. So, even if a hacker downloads your confidential documents, he/she cannot decrypt it at their own whims!
  8. Structured search – Documents are not always retrieved by their names or their content. At times, you’d want to retrieve documents falling in a certain period of time. Perhaps your query may be entirely different. If the DMS you choose comes with a query builder and performs structured search of documents, you’re getting the best deal! Structured search can also help you generate reports. You can save the query and use it anytime you like!
  9. Data Import – If the volume of your documents is high and the data to be fed in indexing fields is already available in some other software solution like ERP, you can simply import that data into a document management solution. If the DMS you’re thinking about lets you do that, go for it. Make sure, it also accepts data entry in CSV or similar formats and auto-links the same with the documents uploaded.
  10. Universal File Viewer – The types of documents an organisation has to deal with can be varied. Does that mean you hunt for varied executable files to view varied documents? NO!! The perfect document management solution will never let you waste time on that. It has to offer you the ‘Universal File Viewer’ feature. This way, you can view documents belonging to 22 file formats! (without having to wonder how to!) 🙂
  11. Web-based access – The most user-friendly DMS is the one which lets you manage your documents on the go. Your location, your time zone, your gadget should have nothing to do with the documents that you wish to work on. If the DMS offers web-based access, you have control over your documents 24×7. More productivity, better use of time!
  12. Integration – Even if you’ve found the best document management solution, if it does not work in tandem with your existing process solutions, it is a total waste of investment. The ideal DMS is the one which integrates with any process solution or software solution that makes your workplace smarter and complete!

    Wondering where you’d find the best deal? Connect with us!


Scaling Through Automation

As part of our efforts towards automation and accuracy, we are proud to share the next development, better worded as ‘functionality’, of ShareDocs Enterpriser. We have moulded the solution further to ensure lesser human intervention by facilitating document uploads without metadata!

As part of this functionality, ‘DMS Admin’ can define the nomenclature for a category or metadata of documents. Then, irrespective of the document type, the DMS will automatically assign the metadata to the respective documents and upload them in the correct folder or sub-folder.

Let’s take an example to understand this process.

Example: Let’s say, a user has to upload 500 documents, which include sales bills, purchase invoices, tax invoices, and the likes.

Current Process: A user has to:

  1. segregate the documents;
  2. put them together as per their category or metadata;
  3. scan the documents;
  4. go to the folder/sub-folder where the user has to upload the documents;
  5. manually select the relevant metadata;
  6. upload the documents in the DMS.

New Process: The administrator has to define the specific words/letters which are used to identify and categorize different document types.

When the user has to scan and upload multiple types of documents, the user has to:

  1. scan all the documents at one go;
  2. select the ‘upload without metadata’ option.

Depending upon the nomenclature, the DMS will then automatically:

  1. assign the metadata;
  2. upload the documents at the location that has been defined for each document type.

If the administrator has not defined the location of the documents of a particular metadata, the DMS will upload the documents in the local folder/the folder or sub-folder which is used by the user at that point in time.

Let’s break this down to further understand this process. Say, all sales bills have the word ‘sales’ and all purchase bills have the word ‘purchase’ in the document. The DMS will capture this information and use it as a metadata to scan and upload the document in the correct folder. This means, all ‘sales’ bills will be stored in the folder maintained for ‘Sales Bills’ while all the ‘purchase’ bills will be stored in the folder maintained for ‘Purchase Bills’.

5 ways to calculate ROI for your ECM investment

Step 1
Estimate current document handling and storage costs. To find out how much is currently spent on a monthly basis to handle paper documents, list down the following: number of employees who handle paper documents, their average hourly salary, and time spent by each employee retrieving documents, making copies, recreating existing information, and faxing documents each day.

Estimate also the number of paper copies generated each day (pages), cost per copy (paper, toner, ink); amount spent on physical offsite storage per month, hours spent accessing this offsite storage and amount spent on filing supplies; as well as the amount spent on overnight delivery services and postage per month, or the number of faxes sent per day.

This exercise would give you a rough estimate of the labor, copying, storage and distribution cost of a paper-based office. You would be surprised at the staggering cost this exercise on a daily, weekly or monthly basis.

Step 2
Estimate the impact of a document management system on your operations. For each cost item you identified in Step 1, estimate how much of a reduction can be expected as a result of implementing ECM. It would be helpful to forecast a best-case and a worst-case scenario. For example, reducing time spent filing documents by 75 percent could be the best-case scenario, while a 50 reduction may be a worst-case scenario.

Step 3
Multiply the savings (percentages) by your initial cost factors. This provides a best- and worst-case scenario of the monthly savings that your unit will realize as a result of more efficient content management.

Step 4
Estimate the costs associated with ECM. The costs of software, licensing, hardware (and maybe employee training) must be factored in. However, they will vary significantly from department to department or from organization to organization, especially in the area of conversion expenses (i.e. document imaging required to convert paper documents into digital files).

Step 5
Calculate ROI. The return on investment should be the net annualized document handling savings divided by the total ECM costs, as a percentage. Using best- and worst-case scenarios should enable you to arrive at a high and low estimate for the ROI.

Smartness added to Document Sets in ShareDocs Enterpriser

We are happy to introduce some more Smartness to “ShareDocs Enterpriser”

What exactly are Document Sets in ShareDocs Enterpriser ?

Document Sets are Virtual Folders. It’s a group of related documents created in one step & then can be managed as a single entity.  When a document set is added to the DMS, users can attach unlimited new documents to that document set. But currently there was a small problem. For example, when you create a document set, you have to manually link documents.

To solve this, smartness is added to this functionality. Some common/unique or Global fields can be used to create document sets. When we fill up information in a document set, we will use a common or global field; and this smart functionality will automatically link all documents with that particular common or global field data from defined metadata. These documents will be shown in that individual document set record.

To explain this, let us see some examples.

Example for HR – Suppose, you have created Metadata for Job Offer Letter, Appointment Letter, Confirmation Letter, Increment Letter, Promotion Letter etc. with a common/unique or global field “Employee Code” in every metadata. When you will start entering information in a document set, as soon as you insert employee code with other information, all documents with that particular employee code will be automatically linked & can be seen in that individual document set record.

Example for Projects – While working on projects, people rarely create individual documents. Instead, most of the times, a set of multiple related documents is created. These documents are created in phases or simultaneously by one or more people in the project; the file formats may be different e.g. word documents, excel files, JPG images etc. Now these documents has to be linked in some or the other way. Here our smart functionality comes handy. With a unique number for each project, all related documents will be automatically linked & can be seen in that document set record.

Example for Purchase Department – Normally your process will be as below:

You have an enquiry for some material from XYZ client. Now you will ask for quotations from 3 vendors, A, B & C. After comparing quotations, you will give your best quote to the client. Client will give PO. You will send PO to your vendor, purchase that material & send it to your client with a Sales bill. Now in this process, various documents are involved. Incoming, Outgoing Quotations &purchase orders, Purchase Bill, Sales Bill, Delivery Challans.  You have many clients. So when you create document sets, you will have some unique fields for your help. E.g. Client name/Purchase Bill No. /Sales bill No. etc. With the help of these fields, all related documents will be automatically linked & seen in that document set record.

This functionality has many advantages.

In a single glance, you will come to know which documents are missing.

You don’t have to manually link documents.

It is time saving.

It will help you for compliance

Key Benefits of Paperless Filing System Software

A paperless filing system offers many important business benefits including:

  • Greater organization— If you have ever had the frustrating experience of trying to locate a document in a stack of papers or in an overloaded file cabinet, you’ll appreciate how much easier your work life will be with an office paperless software solution. You can quickly and easily access specific documents on your computer by performing a fast search by file name, date or keyword.
  • Cost savings— The expenses associated with a paper filing system extend beyond the cost of the paper. There’s also the cost of printer maintenance, ink, filing cabinets, storage space, and the manual labor involved with filing. With paperless document management, these costs will be reduced significantly, which can have a major impact on your company’s bottom line.
  • Increased data security— Going to great lengths to protect confidential data is an absolute necessity, especially in industries such as healthcare and securities that must adhere to strict government regulations. Paperless filing software gives you greater control over who has access to sensitive patient or client information and how this data is shared with others, while helping you remain in compliance from a legal standpoint.
  • Physical protection— Think of what would happen if you maintain a paper filing system that’s damaged or destroyed by a flood, fire or other disaster. Vital data would be lost forever. Paperless office solutions eliminate this worry once and for all. You’ll be able to store critical information in the cloud, and as long as there’s an Internet, you’ll always be able to retrieve your data!
  • Enhanced file sharing capabilities— In order to share a paper file with a colleague, it must be physically transported to the individual. The transportation of the file takes time, and it may require an additional shipping expense. Faxing is another option, but this can also involve additional phone costs, as well as lead to potential security and privacy issues. Paperless document management offers the convenience and security of sending a document from one computer to another in a matter of seconds.

What you achieve by Implementing ShareDocs Enterpriser ?

Take a look at your desk and around your office. Do you see stacks of paper that are creating confusing clutter and taking up space? Does it always seem to take forever to find the document you’re looking for? Is a lack of organization caused by a paper avalanche making you less productive than you should be?

The good news is that you can easily reduce the amount of paper flowing through your office with the help of paperless document management software from ShareDocs Enterpriser. Our intuitive paperless office solutions allow you to easily capture, store, manage, share and protect your critical business data, so you can dramatically improve your file management process and save time and money.

Paper is obsolete. Technology is no longer a revolution; instead, it is something that has become intrinsic to modern society. Computers are the size of your hand, people are more connected than ever, and printing, filing or mailing documents is something you should never have to do again. As a business owner, it’s time for you to take that next step and finally utilize paperless systems. There are countless advantages, and you’re sure to love the instant impact it can have on your company.

  1. Instant Savings

The best business decisions are the ones that save you money, and choosing a system like ShareDocs Enterpriser absolutely falls into that category. You’re wasting money every day on paper, ink, and other printing supplies, not to mention the cost of storage space, cabinets and physical filing systems. Digital files are free once the hardware is in place, and you can forget about expenses like printer repair jobs.

  1. Top-Notch Organization

Even without the significant savings you’re sure to experience, you’d still love a paperless document management system because it is simply superior to a physical system when it comes to ease of use and organization. Looking for old files in a physical cabinet can be frustrating and can take hours, and you still may not find what you need. With a virtual system, you can search by date, file name or keyword, and you’ll have your results in seconds. Best of all, you can do that without setting foot inside of the office.

  1. Sharing and File Transfers

You know how connected the world is with social media and instant communications, and your document management system needs to be up to par. With a virtual system, any file can easily be securely shared directly to another computer within seconds. With cloud-based systems, any user with the proper interface and permissions can log on from any location and access files. Sharing has never been so safe and easy, and you’ll love how free-flowing information helps any business function at a high level.

  1. Next-Generation Security

Additionally, a system like ShareDocs Enterpriser offers unprecedented safety and security. Audit trails mean you know exactly who has access to the files and enables compliance with document regulations. Also, you can determine permissions levels—who can see, edit, and share files is within your control. Even which files each user can see is predetermined and controlled by the system, giving you privacy, security, and control.

  1. Total Loss Protection

Finally, you’ll love how a virtual system ensures that your documents and records are protected from any physical dangers, such as a fire or a flood. While the physical damage to the offices will need to be repaired, your company will retain cloud-based documentation so that business-as-usual isn’t interrupted, and you don’t miss a beat.

Indexing in Document Management Solution

Indexing is important for easy document search.

Sales Invoice
Sales Invoice

Lets take an example of Sales Invoices. Here your indexing entries will be “Invoice NO”, Invoice Date, Client, Material Details and Invoice Total.

Once you capture these indexing entries ( automatically or manually) you can search  all your Sales Invoices by using tags like ‘Invoice No.’, ‘Date’, ‘Customer’ name, ‘Material’ supplied and ‘Invoice Total’ (total amount)

There are 3 methods to capture these indexing entries in ShareDocs Enterpriser

  1. CSV Import – In case you have these entries in your ERP or your accounting software, and you can export these entries in CSV file. You can upload the same file in ShareDocs Enterpriser and link those entries with scanned images.
  2. File Names – In case at the time of scanning you have followed some specific logic for file naming which indicates some indexing entries, you can build same logic into ShareDocs Enterpriser and capture the data entry.
  3. Manual Data Entry – Once you upload documents in ShareDocs Enterpriser you get a data entry form for each uploaded file. You can manually type the required information.