Automating the capture, integration and management of documents and data helps reduce business risks, enhances customer service and increases efficiency.
Let’s look at a real-world situation where data needs to be captured, classified, indexed and validated against existing business rules…
The Digital Mailroom scenario shows how business processes can be optimised, for example, incoming post being automatically classified and delivered to the correct person, department or back end system.
Using Optical Character Recognition (OCR) software, data can be identified and extracted from the physical document, then validated against business rules using direct ODBC database lookups.
For example, a client reference can be matched against a case management system to route the document to the relevant person.
Taking this a step further, the document image and extracted data can be integrated directly into the appropriate business application using predefined connectors or import routines.
In an accounts payable solution, the same tools can identify the VAT number or supplier name and validate it directly from the Enterprise Resource Planning (ERP) application’s master creditor list. The invoice data and image can then be presented, in a range of formats, for import into the accounts package, approval workflow and Document Management System (DMS).
3rd Party Integration
Third party applications can also communicate directly with documents stored in a DMS using features like DocuWare’s Smart Connect. Smart Connect allows words to be read directly from any third party user interface, which can then be used as search criteria for retrieving indexed documents from the DMS.