February 2009 Tom & Koen met at Fujitsu EMEA customer conference in Marrakesh – Morocco. A conference on all topics concerning imaging documents, storing them, managing them in paperless offices.
After three days of studying specs and features of scanners, comparing document management systems with scrolling command lists, flying drop-down menus and more click-buttons than Microsoft ever stuffed in Excel, time had come for the closing diner. Tom and myself were honoured to join the table with a Swiss professor specialized in automation of business processes. When we all rounded up what we learned and saw at the conference and during the breaks at the sponsors-exhibition, we agreed that the document world had become far too complex for normal people like us. All the systems we had seen were actually dragons with innumerable heads, tales, functions, menus and buttons. At a certain point the professor stated that a user just wants three things:
- he wants to store a document without any hassle
- he wants to find it back, when he needs it
- he wants to do with the document what he has to do
So, according to his needs a user should only have those three options in a document management system: Add a document, find a document and an action-option.
The user interface of Smartdoc was born: we decided to build a full featured documanagement system as an app, with only two icons, which confronts the user with other possibilities, only when meaningful.
Smartdoc is more than just a job for us. We really enjoy what we do and truly believe that what we do can really make a difference. If you think we could help your company and like what we have to offer, get in touch with our sales department.
Why do you need documanagement?
Companies get a lot of documents, images and other information. Did you know that many companies do a better job managing their office supplies than they do their business documents? It’s true. Very few businesses take the time to consider the expenses that they incur on a daily basis.
- Time is wasted on searching documents. Almost 10% of an average office employee’s day is spent trying to locate the correct information and documents.
- Time is spent on recreating documents, because it’s easier than trying to find them.
- Documents are everywhere across the company, rather than centralized.
- Some documents are stored locally that could be lost or damaged at any time.
Work smarter, not harder
Search and find documents instantly using Smartdoc. Full-text document searches on content or any selection of keywords gives you immediate search results. Search criteria can include everything from file properties to archive date. Add extra information through indexes and predefined templates.
We reduced time spent on searching documents and improved our productivity.
Use workflows to inform people. Communication amongst colleagues and clients is an essential part of the productivity process. Notifications and approval features in Smartdoc keeps people informed about document changes. Document approval workflows automatically route documents to one or more users for review and sign-off. As files are electronically routed, approvals are recorded. Actions can be configured to automate tasks based on approval status.
Enrich your documents with Smartdoc. Customize documents with extra indexes and templates. Templates are fully configurable and let you add descriptive information to files, making them easier to categorize, archive, search and find. Everyone can start adding documents without extra training. Adding documents is as easy as drag-and-drop. Files can be add one at a time, or in bulk by folder. There’s no limit.
We reduced our workload and improved our customer service.
Workflows automate processes, improving efficiency. Smartdoc lets you easily configure routing and management options to meet the needs of specific business processes.
Use watchfolders and let Smartdoc monitor a folder that receives scanned files or documents processed by other applications. Many business processes and administrative tasks can be automated in this way.
Electronic document searching is a significant advantage in document management systems over shared-file servers, where information is hard to find, often duplicated, and easily deleted or lost.