DocuWare
What a Document Management System (DMS) entail?
A Document Management System (DMS) is software designed for the efficient and straightforward management of documents, securely storing them in archives with strictly defined access permissions.
With a DMS, businesses can securely store critical documents and information, create workflows that monitor organizational processes, and ensure these processes are executed in a stable, predictable, and measurable way.
Manage all your documents quickly and easily
Why choose DocuWare?
Efficiency and optimization
DocuWare enables the automation of manual processes, reduces or eliminates time-consuming paper-based document processes and ensures centralized document storage with controlled access.
Synthesis and centralization of business processes
The staff responds more promptly and easily to business challenges, while data-driven decision-making is facilitated by the centralized information and documents, which are easy to access.
Easy and quick access to information
DocuWare offers a wide range of features and tools that simplify document access, search, and filtering. This allows employees to obtain all the necessary information quickly and easily, without unnecessary complications.
Lower operating costs and resource efficiency
By having easy access to a centralized archive offering real-time information and stable workflows, users will be able to make informed decisions, leading to major savings in different business areas such as inventory, auditing, and human resources.
Customer relationship improvement
Centralizing information with DocuWare improves customer relationships. Documents required for partner interactions, such as contracts, addendums, or quotes, are always easily accessible with just a click.
Cash flow and expense monitoring improvement
Electronic invoicing and the implementation of approval workflows significantly streamline the payment process. Invoices can be paid in advance and reach the accounting department on time.
Facilitating electronic signatures
DocuWare's integrations with electronic signature providers help reduce paper usage in the company, as well as enable the tracking and automatic approval of contracts, addendums, attachments, and other documents.
How can a DMS be applied?
Invoice approval workflow
Streamline the approval and verification process for invoices, enhance transparency, and assist the finance department in recording and processing payments.
Benefits
- Storing documents in centralized and organized archives
- Capturing information and automated approval workflows
- Linking with contracts, orders, and other documents
- Integration with existing company software
Components and features of a DMS
Digital archives
Documents are stored in these archives. In DocuWare, they are referred to as FileCabinets, where you can utilize all document management and workflow automation tools for seamless collaboration.
Document access
Staff responds more quickly and easily to business challenges, while data-driven decision-making is facilitated by the centralized information and documents, which are easily accessible.
Workflow implementation
When implemented correctly, based on the company's internal processes, the solution can assign different tasks to various employees, regardless of their department, work location, or team.
Document indexing
Using tags, or indexing in DMS terms, documents are organized into the required categories and subcategories, forming a database where searches are simple, intuitive, and quick.
Optical Character Recognition (OCR)
This technology recognizes the characters contained in documents. Thus, in addition to the tags defined for document archiving, users will be able to search for documents based on their content.
Searches
The effort put into properly archiving documents truly shows its value when searching for them. In DocuWare, the time needed to find a document can be reduced from hours to minutes or even seconds.
Integration
capability
DocuWare can easily integrate with other software to automatically copy information or send data captured from documents to other software systems. Examples include SAP, Outlook, MSSQL, Oracle, and mySQL.