Super fast deployment sets DocuWare apart

When it comes to choosing a document management system (DMS) for your business there are many factors to consider. Cost is likely to be a major factor, as are included features, ease of integration with third party systems and ease of use.

One factor that may be overlooked, however, is the time it takes to deploy a chosen solution and the potential disruption to a business during the deployment stage. This is where our DMS, DocuWare, has the edge over many of its rivals.

Preconfigured Solutions give DocuWare the edge

The industry standard for the time it takes to deploy a DMS can be measured in weeks. This is because each new system generally has to be built from scratch, whether its intended use is invoice processing, human resources or simply document control.

But because DocuWare comes with preconfigured solutions, developed over many years of experience working with businesses, the deployment time is, on average, just THREE DAYS. Often faster.

With the majority of functions included in DocuWare’s preconfigured solutions perfect for most businesses it takes just a few days to adjust the system to meet any specific requirements. That makes DocuWare the fastest DMS on the market in terms of deployment times.

This also means that there is little to no disruption to a business, as the majority of the work can be done in the background with only a few hours of the configuration time likely to directly affect staff in any way.

What preconfigured solutions are available?

DocuWare provides four “out of the box” preconfigured solutions to suit common business functions. They include:

• Smart Document Control
• Invoice Processing
• Employee Management (HR)
• Electronic Sigantures

Smart Document Control

The preconfigured solution for document control is a ready-to-use way to end paper and file chaos. It gives you the power to securely archive core business documents with built in collaboration workflows and tools for editing, processing and authorisations, as well as a simple permissions set up to ensure your documentation is accessible only to those who should have access.

This is the ideal solution for storing on and offline correspondence, proposals and contracts, purchase and sales orders, invoices and more – all the key documentation your business needs to run, but without the need for paper handling and filing.

Invoice Processing

DocuWare, via its preconfigured solution, completely automates the invoice process from capture and data extraction through approval forwarding right though to your existing accounting software.

Whether your invoices arrive via email, from which DocuWare can automatically capture and index them, or snail mail, where they can be scanned and stored, once the data is in the system it kicks off workflows that pass it through automatic checks, manual or automatic approval by nominated staff to automated export to the likes of Sage, Quickbooks or any other accounting software you may use.

This reduces invoice processing time from days or weeks to just a matter of MINUTES – and gives you more opportunity to take advantage of things like early payment discounts.

Employee Management

The preconfigured solution for employee management can handle all the documentation related to human resource departments, providing a wealth of functions for job application management and the hiring process, new employee onboarding, performance reviews and disciplinary procedures.

With tiered access controls to ensure security, privacy and compliance, employees are empowered to manage their own HR functions. This includes, for example, booking time off – DocuWare can log the time against holidays earned and even compare holiday requests against other key members of staff before forwarding the request to a line manager for approval.

Electronic Signature

The electronic signature preconfigured solution provides the simplest, most flexible way yet to send secure documents from within the system for signing via one of DocuWare’s approved providers, ValidateID or DocuSign.

Several types of signature are supported:

• Centralised – typically used internally for employees
• Remote – for sending to customers or clients devices
• Biometric – can be signed via esignature device or tablet using fingerprint
• Multipositional – where documents need signing on multiple pages or locations

Rapid deployment, minimal disruption, maximum performance

DocuWare’s preconfigured solutions – which are all quickly and easily tailored to individual business’ requirements – genuinely give you the ability to go paperless, speed up internal processes and lighten your staff’s paper-based workloads within a matter of days. The cost is easily offset by the time saved, both at deployment stage and on an ongoing basis throughout the time you use it.

Speak to Keeley Travis today about implementing DocuWare within your organisation. You could be enjoying these benefits – and many more – quicker than you might think. Call now on 0161 683 4247 or email sales@keeley-travis.co.uk