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Page 1: Document management - enhanceduk.s3.amazonaws.com Document... · Sales & Billing Purchasing Workflow ... Document Management is easy to use and cost-effective to deploy so that you

Document typesAccess Document Management isflexible, enabling you to store anynumber and type of document. Forexample, financial statementsproduced in Word and Excel can bestored alongside general businesscorrespondence such as emails andimages. Any hard copies are quicklyscanned and automatically posted toyour chosen location within the store.With all your information in one place,you know exactly where to go,regardless of what you are looking for.

Accessing your documentsAccess Document Management isbuilt on powerful Microsoft SQL-basedtechnology, enabling you to work withlarge volumes of documents withease. Documents can be expanded infull screen view or rotated if requiredto make them easier to read.

Multiple databasesFor complete visibility of your businessinformation, can access informationheld in any Microsoft SQL-baseddatabase, not just those held in AccessDimensions.

Web-based accessUtilising web services, everyauthorised member of staff can searchand retrieve documents from theirdesktop, regardless of location. Thisboosts collaboration on projects,contracts and correspondence andhelps provide instant answers tocustomer and supplier queries.

Filing & scanningUser InboxEach user has their own Inbox, whereall imported documents arrive beforebeing committed to the central store.

Documentprocessing

Documentcreation

Input Approval Archiving

File & index

Documentarrives

Sales & Billing

Purchasing

Workflowforms

Documentsgenerated

Stages ofapproval

Scan & attach

Alert Authorisationcomplete

Documentverified

Transactionfully processed

Documentavailable to all

authorised users

Timesheets& expenses

consulting | software | solutions www.theaccessgroup.com

Document management

Access Document Management reduces the cost of processing, storing, managing and retrievingyour business-critical correspondence. Everything from board packs and purchase invoices tocertificates of conformity and graphics can now be scanned, indexed, searched and checked in/outfrom a secure, space-saving electronic archive. Fully integrated with Access Dimensions, AccessDocument Management is easy to use and cost-effective to deploy so that you can use it in everypart of your organisation.

Contents

Document types

Filing & scanning

Search tools

Version control

Security & audit

Page 2: Document management - enhanceduk.s3.amazonaws.com Document... · Sales & Billing Purchasing Workflow ... Document Management is easy to use and cost-effective to deploy so that you

A flexible filing structure makes thedocuments easy to manage. Forexample, you can create subfolderswithin the Inbox for specific divisions,customers or projects. Inboxes canalso be assigned to Groups, allowingmultiple users to file documentscoming into the system. When a useris assigned as a member of the group,they automatically have access to thedocuments stored in the Group Inbox,or any of its subfolders.

Filing your documentsOnce in the system, ‘tagging’documents will ensure that they’re easyto retrieve. Tags are applied in just a fewclicks, selected from intuitive drill-downwindows. You can ensure thatmandatory tags are included (e.g.company name) alongside any optionalinformation (e.g. company geographic).A large number of default tags aresupplied with each document, whichcan be added to/edited at will. Tag listscan also be driven from SQL tables,views or stored procedures, giving youunlimited scope for searching.

Auto-filing & scanningAn optional Network Services moduleenables you process large volumes ofdocumentation with ease. Barcodesproduced in Dimensions can be printedand attached to documents such aspurchase invoices and left to scan. Eachscanned file is deposited on a networkfolder, which is constantly monitored.The system reads documents comingin and determines where they shouldbe sent, for example, a specific userInbox or a certain folder.

Document identifiersThe filing process can be furtherrefined through the use of documentidentifiers. These enable you to buildadditional information into barcodesand filenames, giving AccessDocument Management moreinformation when filing thedocument. For example, you couldapply set values to specific barcodesso that when filing purchase invoices,the system automatically populatesthe ‘Database Name’ field and fills outthe ‘Purchase Ledger Primary’ tag.Again, this option requires the use ofthe Network Services module.

File prefixesThis function lets you code documentsso that similar documents areautomatically stored together. Forexample, you could tell the system tosend all documents with the prefix ‘S-INV’ to ‘Sales and Order Confirmations’folder. This also makes it easy to locatea specific type of document, forexample, when looking for all invoiceswithin a list.

Barcode identifiersSimilarly, adding a prefix to barcodeswill ensure that only specifiedbarcodes are read by the system. Thisis particularly useful when processingthird-party documents (such aspurchase invoices) where the sourcefile may already contain a number ofbarcodes. Adding a prefix to theconfiguration means that only thecorrect information is picked up, andenables large volumes of documentsto be scanned using just one separatorsheet. It also eliminates the time-consuming process of redactingirrelevant barcode information prior toscanning.

Search toolsSearch filtersPowerful search filters make it quickand easy to find the document youwant. For example, you can tell AccessDocument Management to look inspecific folders and sub-folders, tosearch by document type, and to filterdocuments by tag values such asaccount code and database name.Once you’ve found what you’re lookingfor, you can save your search for nexttime and edit the criteria as required.

Content searchAccess Document Management alsoprovides a Content Search. Thisenables you to retrieve documentswhere any specified keyword or phraseis present, and is particularly usefulwhen you don’t know the specificdocument title. Content Search can beused both as a starting point, or tofurther refine a search based on tagvalues. You can search any documentssupported by Microsoft IndexingServices (e.g. Word, Excel, PowerPoint),

as well as any text documents or PDFswhere the file is text-searchable. Thisincludes all documents output fromDimensions – making it very easy tolocate, for example, a specific keywordwithin your supplier invoices.

Version controlCheck in/out Access Document Managementenables you to track every changemade to a document over its lifecycle.For example, users can ‘check out’ adocument, make changes to it, and‘check it in’ as a new revision. Eachrevision can be accompanied bydetailed notes. For example, the usercould record when they anticipatechecking the document back in andeach revision can be marked as either‘minor’ or ‘major’ to give the user anindication about the work carried out.

Version historyOn checkout, the document cannot beedited by another user. This ensuresthat work is not doubled up, andeliminates the risks of multiple copies.Should the person not be able to‘check in’ the document for any reason,the administrator has the option to‘undo checkout’ at their discretion.Each time a document is checkedin/out and comments added, the‘version history’ is updated for aninstant snapshot of the document’sprogress.

Security & auditProtection against riskDigital data provides the safest formof storage. Duplicates are easily madeand saved in multiple locations,protecting against disasters such asflood and fire. To protect againstinternal risks, viewing can be restrictedby specified users, groups, or acombination of both.

Document deletion & recoveryOnce users are finished with adocument, they can send it to theirInbox recycle bin. It won’t be includedin any of searches or be visible toother users - but it can be restored tothe Inbox if required. Documentsdeleted from the recycle bin are sent

2©Access 2010. E&OE.

Page 3: Document management - enhanceduk.s3.amazonaws.com Document... · Sales & Billing Purchasing Workflow ... Document Management is easy to use and cost-effective to deploy so that you

to the Document Recovery/Purge areaof the system. Here, administratorscan restore deleted documents in thecase of user error or purge them atregular intervals to keep server spaceat an optimum.

Batch controlFor control and visibility over alldocuments entering your business,those entering the ‘watched folder’area can be batched before beingreleased to an individual/group Inboxor committed to the store. While inthe batch, designated users canchoose to preview the documents,manipulate pages within them (using‘drag and drop’) and edit thedocument tags.

Audit trailAccess Document Management storesa full list of ‘transactions’ against eachdocument. This means that each timesomething is created, filed, checkedout or deleted, the system creates asecure audit trail, making it easy totrack each document at any stage ofits lifecycle.

Who we areAccess will give you the advice, toolsand clarity you need to make effectivedecisions, quickly and with certainty.As both a business-focusedconsultancy and a specialist softwaredeveloper, we combine our innovativesoftware with practical experience todeliver a solution that’s exactly rightfor you and your business.

You can rely on us to provide you witha solution that’s simple, proven andrelevant to your company. We haveover fifteen years’ experience ofdeveloping software here in the UKand our regional consultants havetailored and implemented thissoftware all over the UK and Ireland.The expertise we’ve gained gives us anunbeatable ability to accurately assessyour needs and deliver maximumimpact with ease and confidence.We believe your solution must beready for the future, as well as rightfor today. Because your business willconstantly evolve, we provide asoftware solution that grows with you.

Our modular software covers acomplete range of business, financialand administration processes andcan be flexed to give you the preciseview of your business that you needat any time.

Our supportive consultants combinetheir first-class software expertisewith in-depth industry knowledge toconstantly improve and simplify yourbusiness processes so that yoursolution delivers maximum value anda continual return on investment.

With Access, you can be sure you’vegot the clarity you need to reach yourbusiness goals.

Further informationFor further information aboutDocument Management or the Accesssoftware portfolio, please telephoneus on 01206 322575, [email protected], alternatively, visit our website atwww.theaccessgroup.com

3©Access 2010. E&OE.