AutoFORM PDM

AutoFORM Document Management enables the capture, storage and fast retrieval of all Incoming & Outgoing documents. This includes systems generated (COLD) documents, scanned images, PC files, windows print output, faxes and emails, providing a comprehensive electronic records and document management facility. Each element integrates with your main application and business processes, introducing order and accessibility to all the important records across your organisation.

When coupled with LaserNet Output Management provides a range of process management facilities that enable you to accelerate the document processes that drive your business.

• Automatically index by barcode, OCR, or data capture from main application.
• Fast retrieval - view documents in seconds although millions are stored.
• Includes comprehensive document authorisation & email workflow facilities.
• Meets EU Digital Signature & Electronic Records Requirements.
• Eliminates cost & delays associated with copy distribution, filing and lost documents.
• Resolve customer supplier queries in less time with all the information at the desktop.
• Preferred solution chosen by the world’s leading organisations including Fiat, Siemens, BOC Edwards, The Open University, Corus, Sony, Konica Minolta, Kingston Technology, DHL, TNT.

COLD Archive: Automatically archive all your outgoing documents as they are generated

• Captures, Archives and Indexes documents from any source – automatically as they are produced.
• Automatically cross references outgoing to scanned incoming documents so that they can be viewed together.
• Automated document linking returns your Purchase Order with the scanned reciprocal Purchase Invoice.

View via Web Browser or Main Application Workspace
Document images are viewed using a web-browser or directly accessed via the GUI interface of your main application such as a finance system or ERP. ‘Explorer type’ view of archive records allows ‘drill down’ searches, providing an immediate list of relevant documents from millions of records.

Create standard routines for complex repetitive searches and link these to your main application screens. Copy documents can be e-mailed or faxed direct from the archive while the customer is still on the phone, demonstrating your commitment to responsive customer service or to resolve credit control issues within one phone call.

AutoFORM provides an easy to use search engine and access to all your important records. Access control piggy backs on your network security systems, allowing controlled viewing on an individual, department or company wide basis.

Email Workflow & Process Management Tools

• Email workflow and process management with automated escalation tools to request authorisation or action.
• Specialist solutions for supplier purchase invoice, proof of delivery and expense claims processing.
• Customised solutions can be created to resolve any business issue.
• Notes facility: make notes against any record with automated author, date & time log. Flag for follow up/action at a later time, or by another person.

Automated scanning for paper documents

• Very easy to use scanning workstation, with a point & click PC user interface.
• Automated Indexing to eliminate time consuming manual keying. 100% accuracy, verified against information on your main application.
• Barcode indexing also available.
• AutoFORM minimises the need for manual data entry on tasks such as purchase invoice data entry with a combination of automated data capture from your main application and OCR - optical character recognition, which ‘reads’ information off the page and uploads it to your application.
• Automatically attaches documents to other related documents. For example a proof of delivery to an invoice or a copy of a credit note with the customer complaint.

Archiving PC Files, Email & Faxes
Enables you to archive PC files, import CAD diagrams, project files and document records. AutoFORM PC file import provides drag & drop facilities so that via Windows Explorer you can link PC files, emails and faxes to other documents in the archive.

AutoFORM PC file import allows documents that would normally reside on individual PC’s to be shared across an intranet or extranet or via your main application. Many archives miss these important documents as people simply do not have the time to print, scan and then index. The advantage with AutoFORM is that everyone can add documents to the archive via Windows Explorer and what is quick and easy to do is more likely to be done. Moreover, AutoFORM forces a consistent company wide index structure for each document so that they can easily be found using AutoFORM’s advanced electronic indexing logic.