Paperless – Integrated Document Management

DocLink electronically captures documents; streamlines business processes using workflow; automates routing and distribution of all printed documents, reports and forms; and provides instant retrieval from the desktop and web. With DocLink, you can go paperless by implementing in any department and for any process. This allows your business to be more cost-efficient, time-efficient, productive, green-friendly and organized.

Why Document Management?

The overall impact of processing, handling and storing paper documents in the workplace is astounding from a financial, environmental and resource perspective. Not only can the inefficiencies attendant with paper-based bottlenecks be cumbersome on day-to-day operations, but the improper storage or loss of these documents can cripple or devastate a business. See the statistics below on the impact of paper and why companies are implementing document management solutions such as doc-link.

Capture documents internally and externally;

  • Automate capture and indexing with OCR, Barcode, XML import and ERM (Electronic Report Management)
  • Capture inbound documents by scanning, faxing and email
  • Print capture documents from Microsoft Office
  • Retrieve, view, annotate and print/fax/email documents and reports with security from the desktop
  • Collections can fax or email invoice copies with delivery receipt backup in seconds from the desktop

Workflow processes provide control and approval of documents

  • Configure workflow to match approval process steps in sales order processing and payables management
  • Move invoices through for remote or local approval and update invoice index with check number
  • Audit and match invoices with purchase orders, receivers and packing slips for instant reconciliation
  • Allow vendors to fax or email documents directly to doc-link
  • Collect remote office approvals, invoice reviews and both email and electronic approval annotations and data
  • Access vendor and GL account codes without accessing the accounting system
  • Import data directly into voucher entry screen. eliminating transposition errors and double keying of data
  • Recall invoices by account charged within a date range
  • Give access to auditors to all invoices by account, amount or vendor

Schedule and distribute documents automatically based on receiver preferences

  • Automatically distribute documents to recipients based on their preferences – email, fax, FTP or print – such as:
    • Vendor purchase orders
    • Customer invoices and statements
    • Financial and sales reports
    • Electronic business forms
  • Create templates to isolate and communicate data to the exact needs of the recipient
  • Collate supporting documents behind primary documents for automated distribution
  • Export sent data into various formats (XML, HTML, PDF, TIFF, CSV, EDI, etc) for repurposing

Retrieve, view, annotate and route documents instantly

  • Access documents with fully protected, role-based security
  • Track all actions to a document to a full audit level

Do you need help selecting the right solution?