Document Connection for “Soft Copy” Transactions

Take transactional documents and data that land on a user’s desktop workstation and automatically move it through your business.

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According to research company IDC, email is the most prevalent method for knowledge workers to distribute documents to internal stakeholders (nearly 70%).

And that’s in organizations with high adoption of electronic content management, content sharing, and collaboration software.

Connection Challenges for Soft Copy

Individual employees generate, receive, and process a significant volume of transactional documents at their workstation every day. 

These are all very important, but mixed input types and transactional steps themselves can make the effort to capture and distribute documents very costly.

Input

Challenges at Input

  • Soft-copy inputs include a mix of manual, semi-automated, and automated documents generated and received by users at their workstation.

  • Examples: MS Office, Watch folder, and email.

More
  • Transactional soft copy documents vary by source, format, and function, but all require additional processing downstream.  This is important to recognize to optimize ECMs that rely on automating document inputs.

  • Soft copy inputs include documents generated by users in desktop applications (MS Office, LOB apps), routed through watch folders, and routed by email. and are typically isolated without activity by a user.

  • The document content that users input to systems is prone to variation, error, and inefficiency, which creates avoidable costs and hampers growth.

Capture

Challenges for Capturing

  • When using a highly automated ECM system, unrecognized documents create exceptions.

  • For less automated documents, need to maintain user generated edits to maintain process integrity and compliance. 

More
  • Regardless of how automated the initial document may be, once edited, combined, or enhanced at some point in the transactional path, these changes are often difficult to share with sales, operations, and administration.

  • When a previously automated document goes unrecognized, it creates an exception. Who fixes the transaction? Who decides whether to automate the document going forward?

  • For documents generated or received by a user in soft-copy format, many recurring transactions are never recognized as a document to capture.

Distribute

Challenges for Distribution

  • Transactions often require soft-copy documents to be routed to multiple destinations in multiple formats.

  • Exceptions that are not properly identified, routed, and corrected undermine the value of content management.

More
  • Transactional documents typically need to be distributed to multiple places in many different formats.

  • Some documents need to be retained in their original format.  Other documents contain data that should be extracted and sent to transactional systems to complete different operational and administrative processes.

  • For recurring transactions, decisions to classify, name, route, save, print, or otherwise deliver the document or data take unnecessary time and effort and often create errors and rework.

Manage

Challenges for Managing

  • Inability to track and audit transactional use and compliance.

More
  • Transactions involving soft-copy documents create incomplete visibility to business performance; blind spots regarding progress and status.

  • Many transactions require business decisions and authorizations.

  • Capture and distribution exceptions create a backlog of unresolved transactions.

  • Many transactions require auditability to maintain regulatory compliance.

More
  • Transactional soft copy documents vary by source, format, and function, but all require additional processing downstream.  This is important to recognize to optimize ECMs that rely on automating document inputs.

  • Soft copy inputs include documents generated by users in desktop applications (MS Office, LOB apps), routed through watch folders, and routed by email. and are typically isolated without activity by a user.

  • The document content that users input to systems is prone to variation, error, and inefficiency, which creates avoidable costs and hampers growth.

More
  • Regardless of how automated the initial document may be, once edited, combined, or enhanced at some point in the transactional path, these changes are often difficult to share with sales, operations, and administration.

  • When a previously automated document goes unrecognized, it creates an exception. Who fixes the transaction? Who decides whether to automate the document going forward?

  • For documents generated or received by a user in soft-copy format, many recurring transactions are never recognized as a document to capture.

More
  • Transactional documents typically need to be distributed to multiple places in many different formats.

  • Some documents need to be retained in their original format.  Other documents contain data that should be extracted and sent to transactional systems to complete different operational and administrative processes.

  • For recurring transactions, decisions to classify, name, route, save, print, or otherwise deliver the document or data take unnecessary time and effort and often create errors and rework.

More
  • Transactions involving soft-copy documents create incomplete visibility to business performance; blind spots regarding progress and status.

  • Many transactions require business decisions and authorizations.

  • Capture and distribution exceptions create a backlog of unresolved transactions.

  • Many transactions require auditability to maintain regulatory compliance.

DeskConnect Solutions for Soft Copys

It’s as easy as “File / Print / DeskConnect” to convert soft copy documents into automated transactional workflow.

Input

  • Supports manual, semi-automated, and highly-automated input paths.

Capture

  • Automated document recognition continuously updated through machine learning.

  • Extract and classify text, graphics, metadata, etc.

  • Capture documents after edit and manipulation.

Distribute

  • “File / Print / DeskConnect” auto routes documents and data to ECMs, file sharing systems, LOB systems, etc.

  • Exception Management tools route errors for operational processing and machine learning.

Manage

  • Track and account for document delivery.

  • Automated summary data for transactional delivery to ECMs.

  • Document Authority Controller.

We have an Electronic Content Management (ECM) System. Why do we need DeskConnect?
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DeskConnect adds value to any ECM. The Association for Intelligent Information Management (AIIM) warns that Enterprise Content Management (ECM) is not a singular technology, rather a process or function that bundles multiple modular technologies and strategies. According to AIIM, as technologies continue to evolve and create new data sources and formats, an effective ECM will need to link to one or more automation system to perform effective content and data capture, management, storage, delivery, and retrieval. Each new system, document, and format will introduce the possibility of a new error or exception. This reinforces the need for dynamic document recognition and exception management processes to maintain the relevance of the core ECM systems. DeskConnect keeps the ECM dynamic and effective.

See it in action!

TESTIMONIALS

Soft copy Connection using DeskConnect is changing the way companies exchange data with their business partners.  Check out a few case studies and contact FabSoft to identify a reseller who can help you!

Hard copy Connection with MFDConnect is an important component of the overall document management solution.  Check out a few case studies and contact FabSoft to identify a reseller who can help you!

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