Automate processes across the entire organization
Learn about key, powerful differentiators
Discover our complex training program
Exchange experiences and ideas with WEBCON users from around the world
See what companies chose WEBCON to accelerate digital transformation
Puro Hotels reduces 2 FTE with workflow automation
Discover our complex training program
Exchange experiences and ideas with WEBCON users from around the world
See what companies chose WEBCON to accelerate digital transformation
Puro Hotels reduces 2 FTE with workflow automation
Discover our complex training program
Exchange experiences and ideas with WEBCON users from around the world
See what companies chose WEBCON to accelerate digital transformation
Introduce a paperless office and streamline processing of all types of documents
Document management matters! Correspondence, contracts or orders – whether at the start, or the end of a process, documents are an integral part of every business process (workflow) in a company. In many cases, they still circulate as paper sheets.
WEBCON BPS offers a state of art Electronic Document Management System (EDMS) with a number of integration features. This advanced document control software allows you to easily add and manage both physical and digital documents in every process, enabling an ultimate, highly efficient document workflow and genuinely paperless office.
Nowy Styl
LPP
Whether manual or automatic, the choice of document registration mode in the document management workflow depends on individual customer preferences and the number of documents registered each day.
Automatic document registration is one of the key features of all high-class document management systems and document control software. In the WEBCON BPS document workflow, it can be handled in two ways, depending on job requirements and user preferences.
The first method uses a file delivered by a scanning device into a network folder. This folder is monitored by WEBCON BPS using the HotFolder feature, and a new document workflow is started based on each incoming file. The second method is to use the HotMailbox feature to monitor specified Exchange account(s). New workflows are then started based on these e-mails and their attachments.
WEBCON BPS document control mechanisms provide a clear and easy-to-use interface for the verification of recognized documents and further document management workflow.
To ensure smooth and effective paper document registration and digitization in a document management workflow, WEBCON BPS offers a barcode framework. The system is capable of generating and printing barcodes for each registered document, supporting large scale document scanning. It’s enough to stick a barcode on the first page of a multi-page document and then take the whole stack to the scanner.
The barcode matches the scan of a document with its proper document workflow. It also acts as a separator between scanned documents.
In WEBCON BPS document management system, barcodes ensure uptime and continuity of the registration process with large quantities of incoming documents, help streamline and optimize the process of scanning and OCR recognition, and support the broader transition of the document workflow from the analog to the digital.
WEBCON BPS provides extensive OCR (Optical Character Recognition) capabilities to support efficient document indexation and automated information recognition (powered by Artificial Intelligence).
The core feature of OCR is to apply a text layer onto scanned documents, which allows you to search for documents by their content in so-called “searchable PDFs”, combined with document metadata, make searching for relevant content quick and easy.
Additionally, WEBCON BPS offers proprietary neural networks to find relevant information and use it as a metadata. The neural networks can be used for many types of documents (for instance cost invoices, where data such as: payment/due date, gross/net amount, bank account number, VAT/Tax ID, company name, etc. can be found automatically).
What’s more, the neural networks can be easily taught how to recognize data based on document templates. No IT knowledge is required from the user.
After the Optical Character Recognition process is over, the user can see the results in a comparison window. Thanks to this, the user can easily verify the correctness of the read content.
After the Optical Character Recognition process is over, the user can see the results in a comparison window. Thanks to this, the user can easily verify the correctness of the read content.
WEBCON BPS users can generate a variety of document formats (.docx, .xlsx, .pdf), based on document workflows and the data they work on.
Thanks to our Word Add-in, users can drag and drop to create document templates containing content placeholders using the Microsoft Word interface. Once the document has been generated, the placeholders are replaced with metadata from a form. It’s simple as that.
Additionally, the Word Add-in allows you to review a history of changes and compare given versions of a document to identify differences, even if the “track changes” mode is/was off.
(Learn more on generating documents with the WEBCON BPS low-code platform.)
The digital signature capabilities of WEBCON BPS document management system offer an easy-to-use and intuitively designed security layer for both internal and external file exchanges.
Digital signatures ensure the authenticity and integrity of .PDF and .docx formats with certificates offered by the Windows Central Certificate Store. Whenever a more comprehensive method of digital signing is required, the system integrates with DocuSign.
The time stamp feature can be used to pinpoint the exact date and time when a user signed the document in the document workflow.
(Learn more on the digital signature features in WEBCON BPS.)
Many forward-thinking companies have decided to go down the path to a paperless office through digital and automation means – thanks to DMS software. The reasons for this vary, but in general, reducing the amount of paper documentation to a minimum, along with process digitalization and automation, can significantly increase the efficiency of business processes, speeding them up and generating massive savings. Processing paper documents generates numerous challenges, from categorizing the particular files and saving them in order, up to keeping the physical archives in good shape. Implementing electronic document management workflow is the simplest way to avoid these problems and unleash the potential of digital transformation, bringing countless benefits. Instead of searching through piles of paper or an email inbox, the necessary information can be quickly and easily found in the system. Not only that, but there is also the ultimate document workflow optimization and streamlining.
The advantages of a DMS based on workflow and process automation solutions, such as our WEBCON BPS low-code platform, include:
And many more (learn more about the benefits of document workflow digitalization and automation from The Total Economic Impact™ Study by Forrester.)
The WEBCON BPS-based DMS implementation and deployment is very flexible and easy. You can freely choose how and where to run the system installation: On-Premises (on your own servers, as a traditional server product) or in the cloud (either as a turnkey SaaS offering and a managed service, with scaling, storage, updates and everything else in our multitenant cloud offering; or in your own IaaS environment, which provides you with direct control over all of your cloud assets, as well as with the possibility to have the installation in one or more cloud-hosted virtual machines).
So, instead of filling up more filing cabinets and storing uncontrolled piles of paper on desks, you can keep all your paper files and electronic (digital) documents safe on your own servers or in the cloud, well protected and governed by the document management system. There is no need to compare the pros and cons – traditional document management dies on the vine. A state-of-the-art DMS makes it easier to comply with government regulations regarding company documents in the context of data protection laws and copyrights. It allows organizations to store documents in one place, increase the notion of safety, speed up the approvals & limit the messages sent to finalize the project.
Read on to learn more about the digital and automated document management concept, and what you should pay attention to when it comes to choices…
To understand what DMS is and how it differs from the traditional document management, it is crucial to become familiar with all its innovative features. The most complex and modern digital document management systems incorporate advanced IT technologies and truly innovative solutions to increase their competitiveness on the market. Examples include:
Choosing the right document and business process management software, complemented with top-notch collaboration tools, allows the enterprise to keep up with the Industry 4.0 market transformation, favoring digital and automated business solutions. Go for document management optimization and modernization without compromise! The marketers predict that in the next decades, digital solutions will completely replace paper-based document management systems due to the variety of benefits and unquestioned leverages. In addition, a global shift to remote working and home office mode, accompanied by the growing amount of remotely based, decentralized firms, requires dropping the traditional concepts and ways in favor of hyperautomation and digitalization in the field of enterprise document management. This software category is also a response to the ultimate needs for elevating the level of security.
Among the various enterprise-grade document management and document control software solutions, the state-of-the-art low-code platforms (like our WEBCON BPS) are considered to be the most functional and effective at any point. For many enterprises, introducing the DMS software turns out to be a real game changer. Using the right document management workflow increases the effectiveness and efficiency of business processes, not to mention bringing savings and other strategical advantages. But how to choose wisely?
If your company is aiming to keep up with the constantly changing market standards and expectations, implementing a powerful, highly functional, efficient and future-proof document management system should be one of your first steps on the way to digital transformation. To make it all start happening, you need to be equipped with the right tool. When making the DMS solutions market analysis and comparing the options shortlisted, make sure to look for the following basic document management functionalities and features:
Taking this feature set into account will allow you to choose the best document management and document control software that meets the enterprise’s expectations and IT standards under consideration. WEBCON BPS, as one of the few systems available on the market, provides organizations with all the fundamental services and meets all the criteria mentioned above. Positive reviews from various online and stationary businesses prove its usability. (our reviews from system users and industry experts, as well as our client case studies and success stories.)
However, it’s really worth taking a slightly broader perspective when choosing what to go for, in order to successfully optimize and streamline document management processes in your organization…
The designers of WEBCON BPS have included all the features mentioned above, with the aim of creating not just another, but the most comprehensive, ultimate document management product available on the IT solutions for business market. WEBCON BPS document management software is tailored for the needs of the enterprises from various industries and representing a variety of business profiles and strategies. Our clients most value the platform’s functionality, power, flexibility, scalability, and complexity, including various options for customizing the software, and – absolutely outstanding and unique in this software category – change management.
However, in an era of the omnipresent digitalization and automation, this is just the beginning and a part (however crucial) of the whole digital transformation picture. Many companies see the prospect of digitizing processes that were previously handled on paper, as the easiest step towards digital transformation. The overarching assumption is rather straightforward: the digitization of paper documents, combined with a workflow automated task assignment mechanism, allows for better management and the optimization of the process, while also ensuring that relevant procedures are followed and executed at each step – it also cuts costs, increases transparency and generally makes the employees’ lives easier.
In the traditional typology of IT systems, the key role of DMS is document digitization, (i.e. registering, scanning, classifying, storing and sharing their digital versions with those who need them, and who are authorized to access them). BPM (Business Process Management), in turn, is the layer responsible for distributing and assigning tasks, handling (approvals and other) processes, and for routing data and information between individuals, departments and IT systems. In practice, these layers tend to directly interact, overlap and become interdependent.
When discussing business process management, we frequently refer to what are known as case files, which naturally incorporate documents processed by a DMS. They can either launch approval workflows or result from collecting information and authorizations completed in the process layer. The case-file-oriented approach, where the main components of the business process are document scans, conversation threads, email exchanges, etc., seems to be a natural evolution taking place using process and document management tools (read more on how to orchestrate tasks related to document and information workflow.)
Digital transformation enforces yet another important trend in DMS and BPMS development, one related to the almost unbelievable pace at which business processes change (or are expected to change). The implemented solutions will obviously undergo frequent modifications and adaptations – due to the need to keep them compliant with changing legal regulations, the desire for the continued optimization of processes, new technological advancements, etc. Most vendors of document management workflow software for tasks and documents have responded to this by radically simplifying the process of creating new process-centric applications. Eliminating script-based languages or the need to code has resulted in low-to-no-code platforms becoming much more user-friendly, approachable, and useful. This means you can create the required business application, handle document and task processing faster and more efficiently, as quickly as never before. But what makes yet more difference here is flexibility and an effective change management (learn more about how WEBCON BPS differs from other low-code platforms.)
At the WEBCON BPS low-code platform for document management and business process automation, we have developed our one & only, unique InstantChange™ technology. It allows for simple, immediate and controlled changes to be introduced on the fly to the workflows and business rules, or for modifications to be made in the layer of integration with other third-party systems as part of our DMS – in real time, without placing the running applications at risk of instability. Hence, it is not only much easier to change solutions running in production, but also the very process of developing them is now way more agile and reliant on an iterative approach. This is more than important in the age of digital transformation and Industry 4.0, where low-code application development platforms are becoming key technologies for business, as they offer an effective and complementary suite of functionalities brought on by solutions for document management workflow automation. This combination works especially well, given that we often face the challenge of creating an application in an environment where the business requirements are unclear and are subject to constant changes (scope creep) – when an application is created and further developed in iterations, alongside a business process, in a perpetual feedback loop.
Low-code-based document management software – a perfect solution for companies with remote branches and numerous headquarters?
Many organizations decide to implement an electronic document workflow to keep up with the changing conditions of the market, along with its development and fighting for market leader position. Dealing with multiple divisions, languages, currencies, and surrogates might turn out to be a real challenge. Using outsourcing solutions and hiring freelancers requires a different approach to documentation and processes coordination.
However, too many document management workflow automation systems seem to ignore the fact that organizations and the people that work for them are not static and stable. That is unfortunate, because companies merge, acquire, refactor, and divest. Managers have subordinates and superiors, often widely spread. Organizations have multiple divisions, information firewalls, and other requirements. To compound this, employees within organizations are not static, either. They move around, take vacations, and exit the company at some point. Plenty of us work remotely from our home offices. Making sure tasks are completed and processes move along matters a lot.
WEBCON understands all of this, and made sure that our low-code platform, WEBCON BPS can accommodate all of the above. The business entities (divisions, branches and headquarters), roles, business process groups, constants, languages, currencies, and rules make dynamic work assignments a painless prospect. WEBCON BPS also smoothly handles substitutes and surrogates when someone is out of the office. All document and task workflows can be leveraged to dynamically address task reassignment for all processes.
This new approach to document management leads to increased productivity on favorable terms for all the employees. All you need to work in peace is an internet connection and an electronic device in order to obtain access to the source. No more folders and briefcases filled with documents, quick decisions and reading through unclear safety rules – it is hard to question that this solution only has advantages.
At WEBCON, digital transformation isn’t a buzzword – it’s a way of life; it’s about reducing steps, eliminating mistakes, ensuring compliance, connecting assets, and encouraging continuous improvement – all that thanks to the modern Low-code Application Platform. Applications made with our Low Code Application Platform, WEBCON BPS, are scalable, process-centric, low-to-no-code, equally at home online or on-premises, and happily used on both desktops and mobile devices. WEBCON’s unique InstantChange™ technology lets customers adapt/evolve processes to address changing needs immediately and painlessly. WEBCON processes are clearly understood and easily governed, and they can be connected to lines of business systems, documents, forms, messages, and collaboration workspaces. Low Code Automation has never been easier.
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