DocUnity Booklet

docUnity Document Management

Contact: Harvey Heath [email protected]

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Document Management Solutions Integrated Document Management



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docUnity Document Retrieval Application

• Launch & View specific documents from your business application

Use the Integrated Document Launch Menu Button to launch documents that are a

part of a business transaction such as the Accounts Payable example below.

• Setup specific documents for quick retrieval from business application



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docUnity Document Retrieval (continued)

• Search by Doc Type, Keyword(s) and Date Range Searches can contain any combination of Keywords and Date Ranges. For example:

find all Customer PO’s for Customer 1001 received in last 60 days and the invoices

associated with the transactions.

• Related Document Viewing For Example: When viewing the Vendor Invoice - the Vendor PO, Packing Slip

and A/P Check are immediately available by clicking on the Related Doc Tab.

• Recently Viewed Document Viewing Documents that you have recently viewed are immediately available by clicking on

the Recent Docs Tab.



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docUnity Document Retrieval (continued)

• Logical Folder Searches

With a single search retrieve all of an employee’s documents or all documents

that relate to a single A/P or S/O transaction.

• Email, Print or Fax any Document

Direct interface to MS Outlook or any MAPI email software.

• Add Notes to Documents

Add specific notes to any document in the system.

• Multiple Document View

Compare documents side by side for shipping or payment discrepancies.

Customer PO compared to Customer Invoice



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docUnity Client Document Capture

• Scan Documents in the Document Viewer

Scan single page or multi-page documents using a local scanner, add Keyword

data and save in docUnity.

• Import Documents Multi-function devices or network scanners typically save scanned files in a network

directory. Doc Types in docUnity can be mapped to specific network directories for easy

importing. Just add Keyword data and save in docUnity.

• Save Email Attachments

Drag & Drop or Copy & Paste email attachments (or any digital file) into the

document view area, add Keyword data and save in docUnity.

Document Capture & Save Buttons

Import & Scan

Icons appear in

Capture Mode



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docUnity Document Capture Application

With docUnity Document Capture transform paper forms and documents into

efficient digital documents and add Keyword data based upon document type. As

documents are scanned or imported they are automatically optimized for viewing.

Keyword values are typically automatically extracted using Optical Character

Recognition or Barcode Recognition technology. Additional keywords are typically

pulled from your business system database so that the document is cross-

referenced with other related documents for easy retrieval.

docUnity Capture of a Customer Delivery Invoice using Barcode Recognition

The Barcode Sales Order # is read and SO # is used to

lookup the balance of the Keywords you’re your

business system database. The Inv. # is automatically

added after the invoice is created.



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docUnity Document Capture (continued)

Whether you require centralized scanning using a high speed document scanning

configuration or a distributed environment using desktop scanners, docUnity is a

solution that meets your document capture requirements. DocUnity can also

import virtually any type of digital file or documents that originate as faxes and

emails.

DocUnity provides a complete document capture solution that optimizes speed

and accuracy while requiring minimal user intervention.

docUnity uses Forms Recognition technology to determine the correct Vendor. The

Vendor PO #, Invoice Date and Vendor Invoice # are then read using OCR Technology.

The PO# is used to lookup the balance of the Keywords from the business system

database and the AP Check # is automatically added after the check is generated.

docUnity Automated Vendor Invoice Identification and Capture



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Distributed Document Capture

Remote scanning is a snap with docUnity Distributed Document Capture. This advanced capability lets you easily deploy distributed document scanning and indexing at remote locations using the Internet or your corporate intranet. Remote document capture eliminates the need to ship paper documents to a central site for scanning and processing. Benefits: Eliminate shipping costs of documents to your corporate office Prevent lost documents between sites Decrease scanning requirements at central site Reduce labor costs Improve customer service Use of low-cost scanners Scan Remotely, Index Centrally Remote offices scan vendor invoices as they are received. The scan operator at the corporate location verifies the invoice keywords are captured correctly and saves the documents in docUnity. The Accounts Payable representative at corporate can then set the invoice up for payment in your Accounts Payable System. Scan Remotely and Index Remotely With this method, remote offices also scan vendor invoices as they are received and then take the additional step of verifying that the Keyword data has been captured correctly. The Accounts Payable representative at corporate can then set the invoice up for payment in Accounts Payable.



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docUnity Control Center Application The Control Center is the heart of the docUni ty system. Al l system parameters and business rules are setup here. Flexibi l i ty is provided in the way documents are conf igured, captured, routed, viewed and secured. Key Features :

• Easily tailor the system to meet your company’s additional or unique requirements.

• Allows creation of business rules for Customers, Vendors, Employees and Workgroups.

• Complete database integration with your business application.

• Enhance Security: Role based Workgroups, Document and Folder permissions keep documents and information secure.

• Ensure Uniformity: Know your company’s document archive standards are being followed throughout the company with the Document Lifecycle Management process.

docUnity Control Center



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docUnity for Human Resources

Manage all employees’ documents from within the docUnity document management system. Be certain that all documents are up to date and that you have digital copies of all required governmental documents immediately available for HR or employee needs. Streamline the hiring process by having employees fill out HR forms electronically and then import them directly into docUnity. Other HR documents can be scanned using docUnity capture software.

Capture HR Documents by importing or scanning the documents in the docUnity Capture software



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docUnity for Human Resources

Folder Searches make finding employees’ documents simple.

One search using the employees’ name, employee number, dept. etc. can provide a focused list of the requested employee documents. Other searches may involve any combination of employee keywords and dates to retrieve HR documents.

docUnity Employee Folder Search

Add employee document launch points to the Payroll system so that Time Sheets

and Federal & State withholding documents are always available for payroll

personnel.



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Why docUnity Document Management

The overall business impact of processing, handling and storing paper documents is astounding from a financial, environmental and resource perspective. Not only are the inherent inefficiencies of paper-based bottlenecks cumbersome on day-to-day operations, but the improper storage or loss of these documents can cripple a business. Industry statistics quantify the impact of paper and why companies are implementing document management solutions such as docUnity. Business Continuity/Disaster Recovery

• 90% of critical business information exists only on paper. • 90% of documents that are consulted daily are handled without any appropriate management. • 70% of today’s businesses would fail within three weeks if they suffered a catastrophic loss of paper-based

records due to fire or flood. Coopers & Lybrand

• 1 in 4 businesses will suffer a catastrophic loss. U.S. department of labor

Cost Savings/Productivity Enhancement • Professionals spend 50 percent of their time searching for information, and take 18 minutes to locate each

document on average. Gartner Research

• $14,000 worth of productivity is lost per worker per year due to their inability to find the data they require to

do their job. IDC Canada

• Companies typically misfile up to 20 percent of their records - thus losing them forever.

ARMA International

• Each day one billion photocopies are made. AIIM, Forrester, Star Securities, US Department of Labor

• US companies spend approximately $20 on labor costs in order to file a document, $120 on the labor required

to find a misfiled document and $220 to reproduce a lost document. • For companies that manage their own files, employees spend between 20-40% of their time searching for

documents manually. • For lost documents, companies pay a cost of searching, 6 times the value of the original document. • Companies that need to redo documents pay 11 times more than the cost of the original document. • Out of all documents generated, up to 7% are lost. • The average document is copied 19 times. • Paper files are doubling every 3.5 years.

Coopers & Lybrand

DocUnity Booklet

Technology

document type

docunity capture

document capture requirements

related documents

paper documents

employees documents

documents betwee

setup specific documents