Integration cropped

3 Ways to Make Software Integration Work Harder for Your Business

Integrating document management software with your ERP, HR, CRM, payroll, and accounting systems just makes sense. Sharing information between systems enables your team to avoid duplication of effort by eliminating duplicate data entry. Integration simplifies the way data flows through your organization ensuring cooperation and mutual understanding between departments. This results in increased productivity and substantial cost savings. 

A document management solution that is integrated with ERP and line-of-business software provides benefits that can’t be achieved when using stand-alone software. 

Benefits Only Document Management Provides
  • Protection against manipulation. Documents should be protected against unauthorized access by a comprehensive rights system. 
  • Availability. Authorized employees should be able to access documents at any time via a web browser or mobile device. 
  • Long-term storage and automated retention schedules. The solution should store documents as PDF or in their original format and automatically delete them after a defined retention period. 
  • Compliance. A document management system should enable your organization to better meet privacy requirements, auditing standards and state and federal regulations such as HIPPA and Sarbanes-Oxley. 

3 essential integration points DocuWare enables 

These are examples of some of the key integration points that should be available in a document management solution. A flexible solution will adapt to your needs and provide integration methods necessary to optimize its usefulness. 

1. Seamless exchange of information between systems 

DocuWare works with diverse data sources: a standalone database, a DocuWare database, or even a simple CSV file. The solution also exchanges data via a Platform Service which bundles all access to DocuWare from external applications and devices. The Platform Service is REST-based, ensuring all resources and API points have a URL. Data can move between systems regardless of the device or operating system. 

Data Exchange

Use DocuWare to pull data from an external source and to populate data in your other systems  

DocuWare Import is a productivity module that is particularly helpful when using network scanners or ERP programs which create a large number of PDF documents. For example, if you are working with an ERP system that exports all invoices, credit notes, and other documents as a PDF, you can automatically store these documents in DocuWare. 

DocuWare can also retrieve information from a data source and use that dataset to populate records in DocuWare. This ensures that the data in both systems is the same.

2. DocuWare Smart Connect adds value to existing software 

Smart Connect display docsDocuWare Smart Connect is a module that reads terms directly from the interface of any application and uses them to search for associated documents in DocuWare. With a single click, you see the appropriate documents in DocuWare — including orders, invoices, contracts, emails, resumes, and any other document related to a project, transaction or employee. 

For example, can review documents directly from accounting software. When you review a recent transaction with a vendor, you click a Smart Connect button which is embedded into the accounting software to display the invoice in question. A second button can be installed, that loads the appropriate delivery note or any other document that is necessary to complete the process. 

3. Preconfigured connect-to modules 

Connect-to modules offer integration with corporate applications like SAP, SharePointMicrosoft Outlook and multifunction printers (MFPs)  

An SAP connector is an example of ERP Integration in action 

SAP certifiedSAP content repositories can be assigned to archives in DocuWare, enabling you to store across multiple archives in DocuWare. Data for searching or displaying documents is transferred securely. 

With SAP, you organize the flow of your company's most critical information. This produces a large volume of business documents for which legal regulations apply. When archived in DocuWare, your documents are revision-proof and audit-ready. 

Archived documents are always available for day-to-day business in SAP. For example, display an invoice linked to an SAP data record in one click. A unique value such as a barcode or the SAP DocID ensures a correct link. DocuWare is accessed via a web browser. So, no additional software installation is required. 

MFP2DocuWare’s MFPs connectors work with MFPs from Toshiba, Ricoh, Sharp, OKI and Xerox. Using the MFP as a network scanner, you can forward documents to the correct employees at the time of scanning. To do this, the DocuWare Import module monitors the network directory and stores the scanned files in the employees' document tray. 

At On Point Custom Homes integration with QuickBooks saves time and ensure data accuracy

LOGO (small)DocuWare customer On Point Custom Homes experienced the value of using DocuWare’s integration capabilities. On Point is locally and nationally known as one of Houston’s top builders, receiving numerous awards including Texas Custom Builder of the year. The builder completes an average of 20 homes a year ranging from design-build custom homes, to remodels and spec homes. Prior to implementing DocuWare Cloud, On Point had a server and backup drive crash losing all the accounting documents in their electronic workflow software. After the crash, On Point reverted to a paper-based system for a few months while looking for a better solution. 

On Point’s management team wanted to implement a cloud solution to strengthen their data retention, secure information and implement workflow automation. “After our server crashed and we lost all the data in our old system, we went back to 1982 for a few months with me handing the project managers folders of invoices. Another reason we chose a cloud solution was because we knew it would be quick to get up and running and I was tired of living with piles of paper,” Carmen Spruill, Office Manager for On Point Custom Homes explained. 

Cloud invoice processing enables speedy workflows  

DSC_3533At On Point, invoices arrive by mail, email and the occasional one is hand-written and dropped at the office. With DocuWare Cloud in place, invoices and other supporting documentation are easily scanned or imported and indexed with the vendor name, invoice number, amount, project and QuickBooks code. Electronic stamps are used to route an invoice through the approval process. 

In the construction industry, project managers spend much of their time at a job site coordinating with subcontractors, ensuring building supplies are delivered and keeping the build on schedule. However, the project manager is also responsible to keep an eye on the financial side of each build so reviewing and approving invoices in a timely manner is business critical. When On Point deployed DocuWare Cloud, it had a huge impact on the company as they were able to quickly move invoices through their process and provide their clients with an up-to-date cost breakdown for their home at any given time. 

On Point loves the transparency of the solution, knowing at a glance where each invoice is in the approval process and knowing that every document is accounted for and not lost in the shuffle. DocuWare Cloud makes it easy to settle payment disputes and resolve invoice questions, because the staff has instant access to electronic notations the project managers make on each invoice. 

On Point’s experience shows that when integrations are seamless information flows through an organization smoothly and without delays. Selecting a document management solution with these 3 key integration capabilities ensures that you get the maximum benefit from your technology investment. 

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Joan Honig, DocuWare Content Marketing ManagerJoan Honig is Marketing Content Manager at DocuWare. 

Topics: Implementation, Invoice Processing Automation, Software Integration

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