ShareDocs Enterpriser Wins the Coveted Rising Star Award 2018 for Document Management Software from FinancesOnline Reviews!

 

FinancesOnline Awards

2018 kicked off as a year of recognition and appreciation. However, the icing on the cake is the ‘Rising Star Award’ that ShareDocs Enterpriser received from FinancesOnline – a trustworthy software directory that guides business, big and small, to choose the best software for their requirements. Continue reading ShareDocs Enterpriser Wins the Coveted Rising Star Award 2018 for Document Management Software from FinancesOnline Reviews!

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

Does your DMS Autolink Records? This One DOES!

Most document management solutions do a fantastic job at storing documents. They help people like you and me to manage a huge pile of documents. In fact, the retrieval systems of these DMS’ are so impeccable that they turn mountains into molehills when you wish to look up the documents you need.

Now, that’s the case with one document. How about finding all related documents in one place? How about feeding in just one value or information related to one record? What if your DMS shows up all related documents in one place? Well, that is absolutely possible. Automation is for the benefit of the human race. And so are document management solutions!

Continue reading Does your DMS Autolink Records? This One DOES!

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

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!

 

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

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.