Document Genetics' Blog

Regain control of all inbound documents with a Digital Mailroom

Business Automation Software Blog by Document Genetics

February, 2022

Digital Mailrooms helps regain control of documents



Are you spending time sorting, scanning, renaming, and uploading documents, or keying in lots of data by hand?

Well, with a Digital Mailroom you can have one entry point for all incoming business documents regardless of the format (paper, fax, email, etc) and also categorise from all other sources such as network drives, filing cabinets and web forms.

Once processed by the Digital Mailroom, all documents will be securely stored, easily recovered and form workflows to meet the demands of all departments and remote workers within your company - all with minimum human intervention!

So, to find out how to tame your document flow, go to the Digital Mailroom webpage.

Business Automation Software Blog by Document Genetics

Automating Purchase Invoices Workflow Example

January, 2022

We all carry out lots of repeatable tasks during our working life, many of which involve paper documents and a logical set of rules. Workflow software, or as it's also known BPM (Business Process Management) software, allows us to create the business process, with all of its relies and logic in a paperless environment. Users would normally interact with the workflow process via email or a web portal on their intranet.

Benefits of this type of system range from reduction in labour costs, faster processing of tasks, accountability and ability to remodel a business process rapidly.

Formate eVo Workflow

Workflow software offers many attractive benefits and associated savings. However many products on the market are expensive and complex and only suitable for large corporate companies with big budgets and IT resources.

Formate eVo, whilst not a dedicated workflow tool, can perform simple workflow functionality at a fraction of the cost. Formate eVo can follow a predefined set of rules and has interfaces into email clients & servers, MS Excel, XML, Adobe LiveCycle Designer and MS SharePoint (web portal); all of which can be used to build a workflow process.

Formate eVo isn't suitable for very complex workflows with thousands of users across a very large organisation and for this environment we would always recommend a dedicated workflow product. However, in many instances Formate eVo can work well, for a fraction of the cost.

Suitable Formate eVo workflow applications may be:

  • Purchase Requisitions
  • Holiday Request Forms
  • Customer Complaints
  • Customer Request for Information
  • Engineering Change Notes
  • Supplier Invoice Approval
  • Distributing Incoming Post Electronically

An example application:

Before placing an official purchase order, an employee must raise a purchase requisition which then needs authorisation by his/her immediate manager. Depending on the value (e.g. over £10,000), the purchase order may then need signing off by a company director. The existing paper process is time-consuming, poorly controlled and often results in lost purchase requisitions. If approvers are on holiday it stops working completely until that member of staff returns to work.

The new Formate eVo process allows the employee to raise an electronic purchase order requisition, using either MS Excel or an intelligent Adobe LifeCycle Form (this appears like a PDF document but is a form template that can be filled in). The spreadsheet or Adobe Form allows the employee to fill in all the relevant details (supplier name, product, unit cost etc), and then submit the completed document via email.

Celebrating 20yrs Square

The Legacy Document Challenge

Document Archiving Bundles Ease the Way..

Most business managers understand that organising information effectively and making it easier to find saves money and improves efficiency, but what about all those historical and legacy documents stored in filing cabinets and boxes?

The task of digitising these documents may seem daunting, but it doesn't need to be that way because we have simplified the Legacy Document Challenge by creating Document Archiving Bundles to meet the needs of any archiving project:

Take on the legacy document challenge with infoRouter to move forward on your digital transformation journey.

• Easy to use Bulletproof Scanners plus Full Page OCR (Optical Character Recognition)
• Application of Metadata to assist classification & retrieval
• Browser-based search client - free web-services API
• Database Lookups - Barcode Recognition.
• Lease, rental or outright purchase options
• Ready to use within a few hours!

To download a PDF with pricing and more information about dealing with the challenges of historical or legacy documents please CLICK HERE (no registration required).


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