PaperWork Document Management and Content Server: Bring All Your Documents Together in One Place and Access Them from Any Application

Organizations produce, share, update and use thousands of documents in different business processes every day. Invoices may be kept in ERP systems, customer documents in CRM applications, personnel files in human resources systems, procedures in quality applications, and contracts in various folders or email inboxes.

Scattering documents across different systems is not just an archiving problem. It slows down access to information, creates multiple copies of the same document, makes it harder to find the current version and puts corporate information security at risk.

PaperWork Document Management and Content Server unifies all of an organization's documents in a single, secure and manageable content layer. It does more than store documents: it turns them into corporate knowledge that applications, processes and users can put to work.

Scattered Documents Slow Down Operations

When documents are kept in emails, shared folders, personal computers and different enterprise applications, accessing information becomes increasingly difficult.

Employees are often looking for answers to questions like these:

• Where is the latest version of the document?
• Which version is current?
• Who changed this document?
• Who has accessed the document?
• Why are there multiple copies of the same document?
• Which customer, project or process is the document related to?
• Who can view personal and sensitive information?

When these answers are hard to find, employees waste time searching for, verifying and sharing documents. Responses to customers are delayed, processes take longer and the risk of errors increases.

PaperWork eliminates this complexity by managing documents in one place. Users can reach the right, current document in seconds.

More Than a Document Archive: An Enterprise Content Server

Traditional document archives focus on storing documents. PaperWork Content Server turns documents into a shared content service that every enterprise application can use.

An invoice created in the ERP, a customer document used in the CRM, a personnel file in the human resources system, a procedure in the quality application or a contract in the contract management system can all be kept on the same secure content infrastructure.

Enterprise applications save documents to PaperWork Content Server and can call them up from their own screens when needed. Users do not need to leave the application they are working in.

Even if the application using the document changes:

• The document stays in the central system.
• Security and authorization rules are preserved.
• The current version is managed from one place.
• Document activity is recorded.
• Duplication of the same document across different systems is prevented.

With this structure, PaperWork works not only as a document management system but as the organization's shared content server.

One Document, Many Applications

In organizations, several departments and applications may need the same document. A customer contract may be used by sales, legal, finance and operations teams. A supplier document may be part of procurement, quality and finance processes.

With PaperWork content services and API infrastructure, enterprise applications can:

• Save documents to Content Server.
• Search for documents from their own screens.
• View and share documents.
• Access current and previous versions of a document.
• Use authorization and security rules centrally.
• Track document activity and log records.
• Automatically start business processes linked to a document.

ERP, CRM, human resources, quality, BPM and other enterprise applications thus work from the same trusted document source.

Reach the Document You Need in Seconds

Having employees move between folders, emails and different applications to find documents is a significant waste of time.

With PaperWork's central search infrastructure, users can:

• Search by document title and metadata.
• Find words inside electronic documents.
• Search scanned documents through OCR.
• Filter by document type, date, customer, project or process.
• Reach current and previous versions from a single point.

Fast access to information does more than boost employee productivity. It also lets you respond faster to customers, suppliers and business partners.

Your Documents Under Central Control

In enterprise document management, security, authorization, version control and audit trails matter as much as storing documents.

Central security and authorization

With PaperWork, document access can be managed at the user, group, role, folder, record or document level.

Each application no longer needs to build its own document security infrastructure. Organization-wide access policies can be applied centrally through PaperWork Content Server.

Version control

Documents may change over time, be updated or be edited by different users.

PaperWork records who changed a document, when and how. Users can access previous versions and revert to an earlier version when needed.

This ensures employees always work with the right, current document.

Logs and audit trail

Actions such as viewing, changing, sharing, downloading, versioning or deleting a document can be recorded.

Quick access to the document history and activity records needed during an audit makes internal control and compliance processes easier for organizations.

Central personal data masking

Documents may contain identity details, contact information, financial data or other sensitive personal information.

PaperWork ISDD uses artificial intelligence to detect personal and sensitive data in documents and masks it based on user permissions.

Even when the same document is viewed by different users, everyone sees only the information they are authorized to see. Security and masking policies can be managed centrally across all applications.

Let Intelivus Archive Documents Automatically

One of the biggest workloads in document management is having people read, classify, name and save incoming documents to the right system.

When PaperWork Content Server is used together with the Intelivus Intelligent Document Processing solution, these tasks become automatic.

1. The document arrives in the system

Documents can be received through different channels:

• Email
• Scanner
• Mobile device
• Shared folder
• Corporate portal
• Web services and APIs

2. Artificial intelligence understands the document

Intelivus analyzes the incoming document:

• It recognizes the document type.
• It classifies the document automatically.
• It extracts the required fields and data.
• It validates the information.
• It creates the document's metadata.

For example, the company name, date, amount, tax details and order number on an invoice can be captured automatically.

3. The document is saved to Content Server

The document is automatically archived on PaperWork Content Server with the right document class and the right index information.

Employees do not need to name the document manually, choose a folder or enter information into the system one field at a time.

4. The document is served to applications

The archived document can be used by ERP, CRM, BPM, human resources, quality, contract management or other enterprise applications.

The document is saved once and served to every system that needs it, within the framework of permission rules.

5. The business process starts automatically

Related business processes can be started automatically using the information extracted from the document.

For example:

• Invoice approval process
• Expense check
• Contract review
• Customer onboarding process
• Quality control operation
• Payment or accounting entry
• Document verification process

This approach turns document management from a passive archiving activity into an active operational process.

People should not have to search for, read and key in documents. Let Intelivus understand them and PaperWork manage them.

What Do You Gain with PaperWork Document Management?

Faster access to information

Users reach the documents they need without searching across different applications and folders. Time spent finding documents goes down.

A single, trusted document source

Multiple copies of the same document and uncertainty about which version is current become a thing of the past.

Fewer manual tasks

Document collection, classification, naming, data entry and archiving are automated.

Seamless information flow between applications

Documents can be used securely across ERP, CRM, BPM and other enterprise systems.

Strong corporate memory

Documents are kept in the organization's shared information infrastructure, not on personal computers, in employees' email or in uncontrolled folders.

Easier audits and risk management

Document versions, access, changes and other activity can be monitored centrally.

Safer personal data management

Personal and sensitive information is protected by central security policies, authorization rules and data masking technologies.

A Shared Content Infrastructure for Every Department

PaperWork Content Server can meet the document needs of different departments on the same platform.

Finance: Invoices, payment documents, expense receipts and reconciliation documents

Human Resources: Personnel files, leave documents, payrolls and employee paperwork

Sales and Legal: Contracts, proposals, customer documents and case files

Quality: Procedures, instructions, audit records and nonconformity documents

Production: Technical drawings, maintenance documents, production forms and inspection records

Procurement: Quotes, order documents, supplier contracts and other supplier paperwork

Insurance: Policies, claim files, customer documents and assessment reports

Project Management: Project files, technical documentation, correspondence and approval records

All departments benefit from the same security, versioning, search and audit infrastructure.

Why PaperWork?

PaperWork brings document management, Content Server, workflow, Low-Code development, integration and artificial intelligence capabilities together on one platform.

That is why documents are not just archived:

• They are linked to business processes.
• They are shared securely between applications.
• They are read and classified by artificial intelligence.
• Personal and sensitive data is masked.
• Their current versions are maintained centrally.
• They are actively used in corporate decisions and operations.

With PaperWork, your documents stop being stored files and become a source of knowledge that works across the organization, is shared and is managed securely.

Turn Your Documents into Corporate Knowledge

Bring scattered document systems together in one place. Help employees reach the right information faster, let applications use the same trusted content, and have documents processed automatically with artificial intelligence.

Discover PaperWork Content Server and reshape your enterprise document management.