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Where we are going, you don’t need them anymore
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Archive Rooms?
* Today we’ll talk about documents... Digital documents.
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What is documanagement?
SMARTdoc, how we make a difference
Who uses SMARTdoc?
SMARTdoc demo
what document management is
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Do you know?
WHAT DOES DOCUMENT MANAGEMENT MEAN?
SHREDDING PAPERS
SHAREPOINT
SMARTDOC
ARCHIVE ROOM
FINANCE
ADMINISTRATION
* People store documents everywhere...
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PROJECT
CUSTOMER
Folder structure Relational databaseVS
* What is documanagement?
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Search Workflows Structure
Versioning
Archive
Logging ConnectivitySecurity
* 99% does not have a document management system
Too complex
Too many resources
Too expensive
Too much to change
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SMARTdoc is easy, complete and affordable
Many companies still waste too much time on their administration.
how we make a difference for your company
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What is SMARTdoc?
* The real value of documents Save Time
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Power search
Flexible search
Easy retrieval
Automatic recognition
Improved security
Automated procedures
Installed in an hour, trained in a day, implemented within a week
NO RISK = MORE COMFORT = SAVE TIME
* The real value of documents No RiskNO RISK = MORE COMFORT = SAVE TIME
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Centralized archive
Legal archive
Maximum security
Audit-proof
Intellectual capital
Sensitive documents
Used by auditors, insurance companies, social secretaries, police districts, legal departments
* The real value of documents More Comfort
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Easy retrieval
Improved workflow
Limited learning curve
Fast user-adaptation
Better internal communication
Effective customer-service
Easy-to-use interface
Centralized source of information
NO RISK = MORE COMFORT = SAVE TIME
* The real value of documents
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TIME RISK COMFORT
ConnectivityArchive space Open systemIntelligent archive Company Value
* Archive and search
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All you need is 2 icons. Easy archiving and fast searching, the core business of document management!
Create workflows, approval flows and secure
Drag & drop archiving
Scan to watchfolders or cloud
Search full text on content and indexes
Integrated with Outlook & Office
Export Data
ApplicationsERP – CRM
AnalyticsBusiness
Intelligence
WebSharePoint
* SMARTdoc is the ultimate archive for all your documents
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From everywhere to one place!
Less expensive
Faster archiving
No more risk in losing valuable information
Retrieve any document in seconds
* Client references
We can still go much further with SMARTdoc, the possibilities are endless.“ Peter Larosse, Franki Foundations
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* Transport
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Rental contracts Insurance documents Delivery notes CMR documentation Contracts Legal information Photo & video Identity papers
* Construction
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Construction Reports EPB & EPC certificates Invoicing & Delivery Email Correspondance Contracts Legal information Photo & video Safety information
* Distribution
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Invoices Offers & Calculations Delivery Notes Email Correspondance Contracts Legal information Brochures & Photo
* Services
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Contracts Offers & Calculations Invoicing & Delivery Supplier Terms Warranty Service Desk Brochures & Photo Certificates
* Government & legal
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PV’s Identity Information Wills & Testament Notary Acts Contracts & Claims Statements & Procedures Board Publications Legal Information
Competitive Advantages
Complete
Painless
Affordable
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* DEMO Power Search
Easy archiving
Watchfolders Plugins Drag-and-drop
Fast searching
Flexible search
Preview and Layer
Document distribution
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* DEMO SMARTdoc in construction companies
Construction reports
Recognition
Auto-complete indexes
Access multiple documents
Enrich multiple documents
Flexible searching
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* DEMO SMARTdoc in HR departments
Employee documents
Recognition
Auto-complete indexes
Access multiple documents
Flexible searching
Extended view
Tree visualization
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* DEMO Invoicing + workflow
Recognition
Security + workflow
Additional information on Layer
Audit flow
Data export
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* DEMO ERP connectivity
Dbfact
Record management
Auto-archive
Connect documents with
Products Projects Suppliers Customers
Data import and export
We love it when a plan comes together!
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How do we go further?
* Fulfilment management
When you buy SMARTdoc, you don’t just get a software license. You get a full implementation plan to make sure SMARTdoc works for your company.
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Carefully scope out your document
management project. Together with your champion we set
goals and define the constraints.
Set your goals
Assign one or more people from your firm to help define existing
processes and develop new ones.
Recruit a champion
Plan your new workflows and decide what you will need to
achieve the best possible efficiency.
Analyze your workflow
We start with a study of your needs, followed by an implementation plan that we follow up during the project.
* Fulfilment management
We also include a timeline to show you what will be realized when. Last step in the implementation is the user training, because SMARTdoc is so easy, it will only take a short amount of time before you can start enjoying the benefits of documanagement.
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Time your rollout so that all departments and practice areas go live at the same time.
Plan your timing
Train your champion first, then the entire organization. Explain
new policies and procedures to handle
documents.
Train your users
Why did we start with document management?
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Let’s go back!
About us
We started in media, helped in healthcare and now we want more for document management!
99’
MEGA-doc is bornActive in healthcare
MDMS version 1*XML driven framework
09’
SMARTdoc Pro & Server
14’ 16’
MDMS version 3 *+200 customers
SMARTdocFLEX GO CONNECT
05’
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* MDMS is developed together with Becton Dickinson and is now know as BD FACS Workflow Manager.
+32 470 58 10 [email protected]
Tom Pintens, Managing Partner
twitter.com/smartdocfacebook.com/documanagement
You can also find us at:
* Thank you for listening
Mail, call, tweet, … or visit our office for a talk and a cup of coffee!
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* SharePoint Integration
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Always complete, from difficult to painless and from expensive to affordable. Your choice!
SMARTdocwith
SharePoint
SharePointithout
SMARTdoc
SMARTdocwithout
SharePointHours and money
spentInstallation
Set Up Security
Create Recognitions
Create Automations
Set Up Workflows
Logging
Create User Interface
Connect to ERP/CRM/BI
Totals
Complexity Score
Setup Costs
Running Costs
Who Does It
0,5
1
2
1
1
0
7,5
2
15
Easy
€€€
€€
Internal ICT & Key Users
5
20
20
20
20
20
20
20
145
Very Difficult
€€€€€€€€€€€€€
€€€€€
SharePoint CertifiedSupplier
0,5
1
2
1
1
0
0
2
7,5
Very Easy
€€
€
Internal ICT & Key Users
* Vision
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by Office applications: xls, doc, msg... by ERP applications: invoices, delivery notes... by BI tools: reports, dashboards... by HR: evaluation forms, contracts, reports... by machines: data reports, quality overviews... by others: suppliers, customers, government...
* Organizations are document centric
* Vision
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Hierarchy?
Incoming Invoices/Vodaphone/2016/february/invoice.pdfor2016/Incoming Invoices/february/Vodaphone/invoice.pdf
Records Management with a physical document location has a lot of constraints
* How to store information & documents?
* Vision
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Relational?
* How to store information & documents?
the accountant can look for the invoice number the sales can look for a customer the marketeer can look for a product the CFO can look for overhead the analyst can look for reports
This way…
* Architect
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Filled with documents, indexed by
Categories Search terms ERP information CRM Information Lifecycle data Workflow & Audit info Log File ...DATABASE
* Database benefits
xml
Webservice
xml
Webservice
* Architect
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* Database connectivity
Scan
Plugin
ERP/CRM
Drag&Drop
Folder
Web
...
INPrint
ERP/CRM
Web
Folder
BI
Media
...
OU
T
* Connect
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– Franki - MS Dynamics NAV & Impermo - SAP• Invoice workflow
• SAP Pre-Booking: • SMARTdoc Validation: Status in SAP/NAV updated to “validated”• SMARTdoc Approval: Status in SAP/NAV updated to “approved”• SAP/NAV Payment: Status in SMARTdoc updated to “closed”
• Search• Records: Invoices, delivery notes• Product, Supplier, Customer tab: Advanced Search
* Integrations
* Connect
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– AS400• Document + xml
• Automated archiving & indexing• Auto complete
• SMARTdoc document recognition• Auto recognition + indexing• Export Invoice Data xml to AS400
* Integrations
* Connect
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– Sage DBFACT • Barcode Recognition
• Automated archiving & indexing• Auto complete
• Auto archiving outgoing documents• Invoices, delivery notes, offers...
• Drag & drop within Sage• Drag & drop on customer, supplier, product tabs
• Workflow Integration
* Integrations
* Connect
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– Sharepoint
Search documents, create lists in SMARTdoc from within Sharepoint
Import & Export documents, interaction with SMARTdocSMARTdoc is a plugin, addon or engine to Sharepoint
* Integrations
* Connect
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Sociopack & Desk Solutions
DocPro Solution 35 social housing companies
* Integrations - OEM
* Connect
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– Others
3E - Synaptiq: Solar & Wind Energy software (Wise Energy)Winbooks Logistics - Accountancy (IBR/IRE)Filemaker – CRM (SanyGroup/Exsan/TransSystems)Globis – ERP (Point Virgule)Fiadpro – Accountancy (Agentuur Philips/Go4Jobs)
* Integrations
* Documented
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XML – integration
Webservices Integration
* Integrations - Webservice
+32 470 58 10 [email protected]
Tom Pintens, Managing Partner
twitter.com/smartdocfacebook.com/documanagement
You can also find us at:
* Thank you for listening
Mail, call, tweet, … or visit our office for a talk and a cup of coffee!
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+32 476 51 52 [email protected]
Koen Meganck, Founder