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Organizations that are active in the production/service sector create a lot of documents daily in their sales, purchase, logistics, finance, accountancy, operation, and technical support and human resources departments. Since most of the processes are based on these documents, the paper-based processes take up most of the work time in these organizations.
The department that handles the greatest document traffic in almost all organizations is the communications department. At this department, the large volumes of incoming documents are distributed throughout the organization to their relevant departments. Even the delivery of these documents to individuals may take a long time in fairly large organizations. Especially for the correspondences with the public bodies, there is a deadline of replying the incoming documents. Organizations may have serious problems when it comes to replying documents on time. PaperWork enables the communications system to be managed through an electronic environment. The incoming documents are scanned and transferred to PaperWork and delivered to the relevant department or personnel consequently. Therefore, time loss during distribution is eliminated. All kinds of incoming and outgoing documents can be indexed and saved under PaperWork. The distribution of the documents within the organization can be automated with DocFlow. The reports regarding distribution can be acquired from over the system.
Various documents such as technical specifications, brochures, offers and agreements are created as part of the purchasing process. The archiving of these documents within an electronic environment through the use of PaperWork can increase the performance of the purchasing personnel. Through PaperWork, they can instantly reach any purchasing documents that they have previously used. They can manage the purchasing processes in an electronic environment through the use of DocFlow. The management of the purchase flow in an electronic environment by the use of DocFlow enables the circulation of documents and forms between authentication points.
Various documents such as offers, agreements, brochures, presentations, logos and technical documents are created as part of the sales and marketing processes. All of these documents need to be archived electronically in a central structure. The sales and marketing division is the side of the organization that directly faces the clients and enables the organization to sell their products and services. For this reason, the efficiency of the personnel at this division is very important.
PaperWork prevents the personnel to engage in needless paper based work. By enabling the monitoring of the sales process through DocFlow, the organizational processes are hastened. The time required for providing feedbacks to the client is minimized. All kinds of documents that are created as a part of the sales process are instantly made available for the relevant departments that need them. With the flow management provided by the DocFlow application, the relations between the sales/marketing department and the other departments such as accountancy, finance, technical and logistic departments are handled automatically.
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Departments such as accountancy, logistics and finances have many processes that are related to invoices and bills of consignment. You can take many actions on scanned documents through the use of PaperWork. Taking notes on the document, sticking post-it reminders, highlighting with colored pen are among the actions you can take on a document in electronic environment through the use of PaperWork. The incoming invoices are sent to whichever department has created them, for verification. Once the verification is complete, the invoice is entered into the accountancy or the ERP software. Since all these tasks are handled manually, there is a great loss of time. You can handle the invoice verification process easily through PaperWork. Once the incoming invoices are scanned, short notes can be taken on the them if necessary and then they can be submitted to the relevant department for verification. This process can be handled automatically through the use of DocFlow. When the invoice reaches the relevant department for verification, it is checked, notes are taken on it for convenience- where necessary- and after verification, it is finally sent to the accountancy department.
The customer loyalty card application is getting more and more popular with each passing day. Organizations gather a large amount of documents from their clients as a part of such applications. The use of manual labor for these processes requires time and it increases probability of mistakes. This is why processing cost per form gets higher and higher. PaperWork FormMagic enables all forms to be processed automatically and the processing costs therefore decrease.
At the human resources department, various documents regarding the employees such as the residence papers, education diplomas and resumes are being used. The indexing and archiving of the collected CV's also enables these applicants to be accessed quickly whenever there are job vacancies.
PaperWork can also be used at the archive departments for the management of physical archives. The information regarding which corridor, which cabinet, which shelf and which order number a document is being stored at can be kept in the PaperWork system. Reports such as outgoing documents list and expired documents list can also be acquired from the system.
Organizations keep the user's manuals for machinery that are used in manufacturing processes as electronic files in PDF format. These documents can be accessed quickly by finding them through a text-based search run within PaperWork. The archiving and the security of technical drawings can also be handled by PaperWork.
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