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Document Management System Reinvented
Transforming Businesses Towards a Paperless WorldWith the Document management system solution, you can easily collaborate in managing scanned documents, making it more efficient. You have the ability to share, send, group and archive documents easily. Additionally, you can also quickly create business documents such as vendor bills, tasks, and product sheets for manufacturing purposes.
Optimize Your Workflow
Take advantage of a fully integrated approval, control and validation process with complete capabilities, including activities, communications and action rules designed to ensure that all work is completed by the appropriate parties in a timely manner.
Utilizing Email as a Gateway
With the email gateway feature, invoices are automatically generated from scanned documents or from emails received from your vendors, saving time and effort.
Efficient Collaboration with Your Team and Clients
You can easily share documents with your colleagues, customers or vendors. Furthermore, public files and folders can be shared with your clients to allow them to import documents directly.
Electronic Signature with DMS
You no longer need to waste time printing and scanning documents that require the other party’s signature. Instead, you can easily send documents that need to be signed electronically to the parties concerned and receive the signed documents.
Document Processing in Groups
You can manage large amounts of documents with sending features for approval, folder changes, tagging, and batch assignment, enabling work efficiency.
Full Integration with DMS Applications
Documents can be integrated with various other DMS applications, including tracking worksheets and plan versions with PLM, creating vendor invoices in one click with the help of artificial intelligence in Accounting, or creating tasks from specific documents.
See how much time you can save
Sign the contract
Searching for Information
Knowledge Management
Vendor Bills
Recruitment process
Sign the contract
Before DMS
| Request client information for contract (address, name, …) | 2 minute |
|---|---|
| Write contracts with client info based on templates | 4 minute |
| Send the contract for the client to sign | 2 minute |
| Receive signed & printed contract | 5 minute |
| Meet with CEO or Manager to sign | 5 minute |
| CEO/Manager Interrupts | 10 minute |
| Scan the contract that has been signed by both parties | 5 minute |
| Send contracts to both parties | 1 minute |
| files | 1 minute |
| Total | 33 menit |
After DMS
| Send templates to Clients & Managers | 1 minute |
|---|---|
| The client fills in the data himself and signs | 0 second |
| The manager signs electronicallyin one click | 1 minute |
| Everyone gets a copy, the document is indexed and stored | 0 second |
| – | – |
| – | – |
| – | – |
| – | – |
| – | – |
| Total | 2 menit |
Searching for Information
Before DMS
| While recording the payment, the accountant lost the receipt | 30 second |
|---|---|
| Send emails to request receipts, assign tasks for follow-up | 60 second |
| 2 weeks later, send a reminder to get a receipt | 30 second |
| The employee sent a photo of the receipt via email | 60 second |
| After the bill is received, open the accounting software again to record the expense | 120 second |
| Save the receipt in DMS or print it | 0 second |
| Find payments to reconcile with missing receipts | 90 second |
| Total | 390 seconds |
After DMS
| Submit a “missing document” request in Admissions 2018/0021 | 20 second |
|---|---|
| Follow-up is automatic | 0 second |
| Employees upload photos of bills | 60 second |
| Receipts are processed automatically (AI) and stored in the right place | 0 second |
| Accountants can validate and reconcile receipts in batches | 20 second |
| – | – |
| – | – |
| Total | 100 seconds |
Knowledge Management
Before DMS
| interrupt your task to find the logo you need | 60 second |
|---|---|
| Email your designer | 65 second |
| The designer sends the logo to you | 70 second |
| 1 day later: read the reply, download the logo, continue with your work | 60 second |
| Total | 225 seconds |
After DMS
| Find the file in Odoo Documents | 30 second |
|---|---|
| – | – |
| – | – |
| – | – |
| Total | 30 seconds |
Vendor Bills
Before DMS
| Record 50 Bills Manually | 37 minute |
|---|---|
| Submit verification/validation for 10 invoices(scan bill, send via email, wait for reply) | 22 minute |
| Save and index bills | 3 minute |
| – | – |
| – | – |
| Total | 62 minutes |
After DMS
| Scan 30 bills | 2 minute |
|---|---|
| The email gateway processes 20 invoices for you | 0 second |
| AI processes all the bills for you | 0 second |
| Validate 50 billswhich has been recorded previously | 7 minute |
| – | – |
| – | – |
| Total | 12 minutes |
Recruitment process
Before DMS
| Ask applicants for information (KTP number, first day of work, etc.) | 6 minute |
|---|---|
| Prepare employment contracts, save as PDF, send to job applicants | 15 minute |
| Receive the signed version by the job applicant, reply to the email, and print it | 5 minute |
| Go to the manager’s office, interrupt him (2x), ask for an autograph | 15 minute |
| Record contract.Scan the document signed by both parties, send to the applicant, upload to DMS | 3 minute |
| Send the fully signed contract to the payroll company | 1 minute |
| First day: meeting to read company policies, print and scan signed documents | 35 minute |
| Total | 78 minutes |
After DMS
| Click “Send Offer” based on the template | 20 second |
|---|---|
| Applicants receive a job offer letter, enter data, and sign it. | 0 second |
| Manager signs documents | 45 second |
| Click Submit company policy | 10 second |
| – | – |
| – | – |
| – | – |
| Total | 12 minutes |
Achieve more in less time
With Docs, you have instant access to everything you need. You can easily keep an eye on all your files without worrying about losing them, because everything is organized and stored in one safe and secure place.