Correspondence, contracts or orders – whether at the start, or the end of a process, documents are an integral part of every business process 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. It allows you to easily add and manage both physical and digital documents in every process, enabling a genuinely paperless office.
Whether manual or automatic, the choice of document registration mode depends on individual customer preferences and the number of documents registered each day.
Automatic document registration 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 new workflows are started based on the incoming files. 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 software provides a clear and easy-to-use interface for the verification of recognized documents and further document management work.
To ensure smooth and effective paper document registration and digitization, 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 workflow. It also acts as a separator between scanned documents.
In WEBCON BPS, 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 system 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.
WEBCON BPS users can generate a variety of document formats (.docx, .xlsx, .pdf), based on 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.
More details can be found here.
The digital signature capabilities of WEBCON BPS 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.
For details on the digital signature feature, go here.
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