OE Canada Product Feature: DocuWare

January 18, 2019

At OE Canada, we strive to help our clients improve worker productivity and their relevant business workflows. That’s why we are a proud provider of DocuWare, a document management system (DMS) that seamlessly automates workflows and keeps track of all of your organization’s business critical documents and information. Any digital, multi media, and paper based information can be safely stored and managed in Docuware.

What is a Document Management System (DMS)?

Before we get into the features and benefits of DocuWare and how it can help your business, let’s first cover the basics on what exactly a DMS is.

A document management system or content management system is software that allows you to store, manage, and track your digital collateral in one secure place. In essence, it can help to automate workflows because of its ability to minimize time spent on paperwork, so that employees can spend more time on tasks that matter most.

Regardless of size or industry, every business manages several documents a day, which can add up to thousands or even millions of files that are impossible to manually keep track of. Moreover, when employees need to manually manage their documents themselves, it’s not only time-consuming, it’s costly. This results in reduced efficiency, less consistency, and safety risks. Over 70% of small to mid size businesses today do not currently have or employ any type of document or content management system that will help to digitize information that flows through their organization.

That’s where DocuWare comes in.

DocuWare: Making Work Simple

DocuWare is a cloud-based or on premise document management system that provides businesses with all the tools needed to manage their documents and workflows in one secure place.

What makes DocuWare So Great?

Systematic Capture

Say goodbye to bulky files and lost documents. With DocuWare, you can electronically archive documents of every type and origin (including emails, CADs, and MS office files) in the central document pool. That means any documents that are indexed in DocuWare are provided with classification data so that employees can quickly and easily find the document later.

Tailor-Made Access Rights

DocuWare also ensures that confidential files are secure with the ability to control user access to documents through a detailed authorization process consisting of groups, roles, and profiles. This ensures that employees, auditors, customers, and suppliers will only be able to see the documents they are allowed to see by their level of authorization.

Quick Retrieval

Employees will no longer need to spend valuable time searching for documents in multiple folders. DocuWare makes it easy for users to find exactly what they are looking for. With DocuWare’s search tool, employees can enter document names in full or in-part, as well as enter the text that’s within the documents themselves.

Workflow Manager & Designer

Not only does DocuWare manage the documents in the system, it also helps employees manage the workflows related to those documents with its Workflow Manager and Workflow Designer tools. Workflow Manager is a highly efficient model that can be used for controlling and monitoring complex procedures while the Workflow Designer tool allows employees to design those complex procedures in an easy-to-use interface.

DocuWare Apps

DocuWare also helps employees on the go with three mobile apps:

• DocuWare Mobile – Allows mobile employees to access information anytime, anywhere on their smartphone or tablet. For example, if an employee was in a client meeting and wanted to pull up their current orders, they simply need to log into the app and the information is now at their fingertips.
• DocuWare PaperScan – An app that enables employees to scan their paper documents with any smart phone at a moment’s notice, eliminating the need to manually photocopy files with a copier.
• DocuWare Hub – Gives employees the ability to send documents from any app to DocuWare using the upload function.

Flexible Scalability

This is what really sets DocuWare apart from other DMS software’s available on the market. No matter the size of your company and how big it grows, DocuWare has the ability to grow with you without additional training costs. You can begin implementing DocuWare to a small number of users and or focus on one department or function at a time (such as Accounting (Accounts Payable, Accounts Receivable), HR, Sales to name a few) and gradually expand or you can cover your bases right away company-wide. No matter the structure, industry, or size, DocuWare can adapt accordingly.

These are just some of the many features DocuWare provides to companies of all sizes. Contact an OE Canada Inc. consultant today to learn more about how DocuWare can propel your business forward.