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’.

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