This is the reason why so many HR teams are insistent about deploying ShareDocs Enterpriser

ShareDocs Enterpriser is an ideal match for your pile of documents. Noted. Now that’s something almost every document management solution can help you with. Then what actually makes ShareDocs Enterpriser stand above its competition? Its capability to auto-link documents to one record. True that! We’ve proposed this solution to so many HR teams and consulting firms and we have them coming back to us with “immediate deployment” emails!

The simple reason why this is happening to us is the fact that we’ve understood their need. Each one of us knows how tedious it is to take care of documents and their copies. Add an employee count of 10000 or 100000 to it! Multiply this count with at least 15 documents coming from each employee. Ever wondered how HR executives take care of all of these documents and also face compliance and audit rounds? Having a DMS at their beck and call definitely reduces their load as all documents are found on a software’s platform. What sets ShareDocs Enterpriser apart from all document management solutions is its feature called ‘Document Sets’.

This feature helps the DMS admin to create a set of employee documents. Once the system has understood the logic behind clipping related documents to each other (by the common data found in each of these, employee code for instance), the DMS automatically links the documents as and when they are uploaded. When retrieving the documents of one employee, the HR executive then just has to feed in the employee code into ShareDocs Enterpriser and the job is done! All documents uploaded against that record show up on the screen. What’s more, you can also view the list of missing documents: documents not submitted yet as well as documents that have been lost at any point.

A leading manufacturing company’s HR manager recently told us how relieved she feels after having set up ShareDocs Enterpriser in her organisation. From the time she assumed the role of the HR head until she started using ShareDocs Enterpriser, she says, she only kept wondering how she’d accommodate and maintain documents of the 7000 employees that work for her corporation. Her lit-up face and the comfort that she finds in retrieving documents post a few clicks just goes to show how ShareDocs Enterpriser has been able to identify her problem area and fix it for her.

This and many other functionalities that ShareDocs Enterpriser boasts of are the very reason why the DMS is able to create a huge demand in the market. What’s most important is the fact that ShareDocs Enterpriser has been developed after considering all possible loopholes in a typical DMS and the issues that DMS users face. That’s the reason why ShareDocs Enterpriser comes with an email feature that lets you send a document to an internal or external recipient. If the recipient is a ShareDocs Enterpriser user, he can easily look up the document. If it is sent to an external recipient, the sender can either let the recipient download the document or view it on a clickable link that expires on a date and hour set up by the sender. Isn’t that effective?

What’s your take on this?

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!

This will immensely help users who have to collate data, create reports, or take decisions based on the reports created. For instance, in order to give clearance certificate/clearance approval to an employee who is serving his/her notice period, it will be very convenient for all department heads to find all documents related to that employee in one place. These documents will include all the documents created for the employee before joining and during his/her tenure. These documents could include the job application form, pre-joining medical reports, resume, undertaking forms, previous experience letters, provident fund form, social security form, visa application form, foreign travel settlement form, undertaking signed with the facility management, and all other approval/clearance forms. All department heads can find all these documents in one place and conclude if the employee has no pending issues with the organization and then sign on the clearance form (which will again be scanned and uploaded on the DMS for later reference).

 This functionality will surely reduce the man-hours that are spent on locating files and putting them to use. Not just that, it can also reduce the time spent on taking decisions or signing off reports and help to put the saved time to better use. After all, time saved is time earned!

 

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