Make Integration Easy: How to Retrieve Documents from Any Program with One Button

Summary

In a recent DocuWare webinar titled "Make Integration Easy: How to Retrieve Documents from Any Program with One Button," hosted by marketing specialist Nicole Shmita and presented by Terry Ory, Inside Sales Director, the focus was on simplifying document management. The session began with an overview of how DocuWare can enhance organizational workflow by intuitively managing documents. It proceeded to showcase a live demo of the DocuWare and SmartConnect solution, highlighting its seamless integration with various third-party software. The session ended with a Q&A, offering insights into how businesses can achieve real-time transparency and efficiency in document handling.

Highlights

• Terry Ory demonstrates the advanced capabilities of DocuWare's SmartConnect utility for seamless document retrieval. 🖥️
• DocuWare ensures high-level security and compliance, simplifying workflows across different departments. 🏢
• Experience the ease of storing documents using DocuWare's intelligent indexing and AI capabilities. 🤖
• Integrate SmartConnect with third-party software for instant document access, enhancing customer satisfaction. 😊
• Easily manage and store emails directly from Microsoft Outlook with DocuWare's tight integration. 📧

Key Takeaways

• Discover how SmartConnect turns complexity into simplicity with one-click document retrieval. 🖱️
• Wave goodbye to juggling multiple software – integrate seamlessly with DocuWare. 🧩
• Experience enhanced document security and compliance with future-ready solutions. 🔒
• DocuWare's SmartConnect offers incredible flexibility, compatible with various software like QuickBooks and Microsoft Dynamics. 🔄
• Unlock workflow enhancements in departments such as HR and accounting through DocuWare's advanced solutions. 📈

Overview

Integrate DocuWare into your everyday workflow to retrieve documents with ease, no matter which software you're comfortable using. Say goodbye to the days of rifling through filing cabinets and hello to seamless, one-click document retrieval! The session showcased how DocuWare simplifies document handling across various departments, enhancing efficiency and satisfaction.

DocuWare's SmartConnect is all about making life easier by embedding directly into your existing programs, like QuickBooks or Microsoft Dynamics. This integration allows you to manage your documents without leaving your comfort zone, saving precious time and reducing stress. Terry Ory's live demonstration highlighted the intuitive design and straightforward process of setting up SmartConnect within any software you use.

Ensure top-notch security and compliance with DocuWare, ensuring your documents are safe and your data is protected. From scanning physical documents to indexing digital files, DocuWare covers all the bases with intelligent indexing and AI-driven confidence levels. Plus, its integration with Outlook makes managing emails a breeze, keeping everything organized and accessible.

Chapters

• 00:00 - 00:30: Introduction and Overview by the Moderator In this introductory chapter, the moderator, Nicole Shmita, who is a marketing specialist at DocuWare, welcomes the audience to the September webinar titled 'Make Integration Easy: How to Retrieve Documents from Any Program with Just One Button.' Nicole introduces Terry Ory, the Inside Sales Director and document management expert, who will lead the session. The chapter outlines the session's agenda, where Terry will begin with an overview of how the DocuWare solution can enhance organizational workflow, followed by a live demonstration of the DocuWare and SmartConnect solution.
• 00:30 - 01:00: Presentation Introduction by Terry Ory In the chapter titled 'Presentation Introduction by Terry Ory,' Terry Ory introduces himself and expresses his gratitude to Cole. He mentions his association with DocuWare for nine months and his extensive industry experience spanning twenty-five years. Terry then introduces the topic of the presentation, which is the 'document presentation of smart,' focusing on how they can instantly bring information to third-party applications. The chapter sets the stage for a Q&A session to follow at the end of the presentation.
• 01:00 - 01:30: Challenges in Document Management The chapter titled 'Challenges in Document Management' explores the difficulties associated with managing information in a digital environment. It highlights the pressure individuals face to manage resources efficiently at any given moment, stressing the constant demand for information and collaborative efforts that originate from various directions. Additionally, it points out the strain on workers who are required to achieve more with fewer resources, resulting in compromised work quality and extended working hours.
• 01:30 - 02:00: Features of DocuWare This chapter discusses the features of DocuWare software, focusing on its security measures. It addresses concerns about data protection, privacy compliance, and the secure handling of documents both physically and online. The chapter highlights the simplicity of the tools provided by DocuWare to ensure security.
• 02:00 - 02:30: SmartConnect and Integration with Third-party Software The chapter focuses on the user-friendly and futuristic features of DocuWare, a software program that simplifies the integration with third-party applications. It discusses how DocuWare is intuitive and ready for future modifications, such as enabling workflows when needed. The visibility into various departments like accounting, sales, and HR showcases how DocuWare improves organizational workflows.
• 02:30 - 03:00: Live Demo of DocuWare Interface The chapter titled 'Live Demo of DocuWare Interface' discusses the areas where DocuWare has been traditionally limited. The emphasis is on the improvement of workflows in these areas. Since its inception, DocuWare has focused on these popular areas, but it is not restricted to them. Users have the flexibility to integrate new areas, such as unlisted warehouse services, into the workflow as needed.
• 03:00 - 03:30: SmartConnect Buttons and Integration The chapter discusses SmartConnect Buttons and their integration within an organization. It highlights the need for instantaneous information across various departments. Accounting and HR are identified as the most popular areas for workflow integration, though the system isn't limited to these departments. The integration is described as very secure and accessible, with support for mobile and handheld devices.
• 03:30 - 04:00: Creating SmartConnect Buttons The chapter titled 'Creating SmartConnect Buttons' focuses on Apple devices and various forms of compliance, including HIPAA and Oxley. It emphasizes the importance of understanding different compliance needs depending on the context. The discussion transitions to forgetting about DocuWare and introduces Smart Connect Utility, which is described as a tool that with a single click, can instantly reveal all documents associated with a specific process.
• 04:00 - 04:30: SmartConnect in Action The chapter 'SmartConnect in Action' discusses the various software systems and platforms familiar to users, often referred to as their 'comfort zones.' These include popular ERP systems and accounting packages such as QuickBooks, Microsoft Dynamics, Sage (including Sage 500 and Sage 300), Epicor, JD Edwards, among others. The context seems to focus on how these systems integrate or work with SmartConnect, highlighting the regular interaction users might have with these systems in executing their daily tasks.
• 04:30 - 05:00: Outlook Integration with DocuWare The chapter discusses how integrating DocuWare with Outlook can streamline processes. Traditionally, retrieving information might require physically searching through a filing cabinet, which can take several minutes. However, with integration, users can quickly access files directly from their software application with just the click of a button, greatly enhancing efficiency and reducing wait times for clients on hold.
• 05:00 - 05:30: Summary and Customer Testimonial The chapter titled 'Summary and Customer Testimonial' discusses an automated system that links documents, such as invoices, directly to users' screens with a simple click. This innovation enhances efficiency by allowing users to quickly review detailed information, thus saving time and increasing customer satisfaction. The chapter highlights the benefit of improved service speed and customer convenience.
• 05:30 - 06:00: Q&A Session The chapter titled 'Q&A Session' begins with an introduction to the use of DocuWare screen stream. The presenter, possibly in an instructional or demonstration setting, focuses on showcasing the interface of DocuWare. Peggy Jenkins, a key figure in the workflow environment, is introduced as a major player, possibly in both a demonstration and operational capacity. The chapter appears to focus on a practical, live demonstration of the interface although it cuts off mid-explanation.

Make Integration Easy: How to Retrieve Documents from Any Program with One Button Transcription

• 00:00 - 00:30 everyone good afternoon welcome to our September webinar make integration easy how to retrieve documents from any program with just one button my name is Nicole shmita marketing specialist here at DocuWare and I'll be moderating today's session the webinar today will be presented by Terry ory Inside Sales Director and document management expert so the first five minutes Terry will give you an overview of how the doctoral solution will help you set a new pace for your organization then he'll go into a live demo of the DocuWare and SmartConnect solution and then we'll
• 00:30 - 01:00 open it up for Q&A at the end of the session thank you again for joining us today and I'll pass it off to Terry Thank You Cole appreciate that okay so again my name is Terry ory I have been with DocuWare for nine months in the industry for some twenty five years and it's my pleasure to bring to you the document presentation of smart and how we can bring information instantly to you in your third-party
• 01:00 - 01:30 software with the click of a button being said or see on the screen here about information being difficult to manage because there's resources look at the given moment pressure is on people you get calls you get requests for information and collaboration some comes from all over the place people are stretched to do more okay with less so your work compromise and longer hours
• 01:30 - 02:00 left some software to help you good software to help you with like document questions about the software of the security of it now is your data protected is your privacy insurers compliant or your documents securely both physically and out on the web secure and then well you know the tools that help software be simple some
• 02:00 - 02:30 software programs can be very frustrating and complex whereas DocuWare it's very intuitive usable and future-ready future-ready meaning if you want to enable thing such as workflow I had at any given point when you're ready its built-in so what you're seeing on screen now is the different departments that improve your workflow in your organization whether that's from accounting sales HR I'll let
• 02:30 - 03:00 you read each of these boxes what the point here is is that DocuWare has been limited in all of these areas to improve the workflow in all of them and through the beginning since it's been founded we have discovered that these are the most popular areas although not the least or restricted you can put them in now service the warehouse not listed you
• 03:00 - 03:30 know anywhere in your organization odd to instantaneous information we've discovered that accounting and HR are two of the most popular right out of the box workflow requirements organizations have but not limited to those two okay so that being said these are some of the areas that I can replace very well with it's very secure very accessible you can use mobile devices handheld devices
• 03:30 - 04:00 Apple devices and compliant ranging from HIPAA compliancy surveying Oxley compliancy shock to compliance so it depends upon what you're looking for I'm going to forget about DocuWare smart connect utility ok um it basically brings with just one click instantly reveals all the documents associated with the process at hand regardless of
• 04:00 - 04:30 which software you use so if you're looking like a monitor on the bottom left screen this could be your software your comfort zone that you're in every day ok it's your ERP system maybe Church having software system could be QuickBooks Microsoft Dynamics sage you know that sage 500 106 300s ap epic or MF just to make a few accounting packages
• 04:30 - 05:00 there's HR packages you name it you're in it you work with it okay so you may get a call for information and that information might be in the filing cabinet you have to put a customer on hold you have to go over to that filing cabinet hopefully the guy properly filed in the right place and it's not this file if you can get it and come back it's a couple of minutes when you either be able to click a button embedded right in your software application that
• 05:00 - 05:30 automatically links the doc your filing cabinet Purana let's say an account number for a certain project and you click a button it automatically brings the let's say an invoice right to your screens you can go over that information quickly and more efficiently you know a same customer time and satisfaction that's definitely a benefit okay that being said let's actually show document
• 05:30 - 06:00 in action we're going to show you the DocuWare screen stream bring it up ok so right now I'm going to be showing you one of the killing personnel her name's Peggy Jenkins she is one of the major players here in a workflow environment ok and I'm going to literally bring up the DocuWare interface ok just long
• 06:00 - 06:30 using right now so here's the DocuWare interface it's a split screen window on the right is where documents come in they're rendered review on the left aware your documents come in through various sources game and before I explain some of the sources how to come in I just want to say with the DocuWare cloud all you need is a browser we don't care which one I'm using Chrome you
• 06:30 - 07:00 could be using an Internet Explorer Firefox you name it we don't endorse one over the other so there's no hardware requirements to join into the cloud all you is a browser and your URL which can be branded after your company branding purposes so what we see here are a bunch of documents that I have brought in ok documents come in through many methods most popular would be swarming if you have paper paper documents have to be digitized and they get digitized for
• 07:00 - 07:30 scanning you may have a desktop scanner you may have an MFP copier on the network ok which is you know well configured and browser beef is brought in to the network ok so other than scanning let's say your documents already digital and we would come to import and basically search through either your computer wherever you have them stored ok all these are on the network I think you out to your
• 07:30 - 08:00 network as long as you have the rights to browse out maybe you have a company share drive some companies call it the k drive or you're using like a Microsoft SharePoint Sloane's you have the rights to browse them and get to those dots you can bring them in and import them into DocuWare speaking of which there are over 250 disk similar type of documents that can be imported and stored in tacular for archiving purposes so these
• 08:00 - 08:30 documents are imported I drag them or they can be dragged and dropped over to the in basket I have one basket here you can have multiple in baskets and you can name them whatever you wish and you notice the color codes of these documents jocular has an intelligent indexing and an artificial intelligence capability when documents forms come in for the first time ok DocuWare it
• 08:30 - 09:00 doesn't recognize it that form might be in red but it's kind of like a stopwatch or a traffic light the second or third time it sees the same document and you fill it out it turns to yellow or amber the confidence level that increases as it has seen the document deform over and over and finally green green indicates the highest level of confidence threshold testing this form numerous times that's all that that color indication means so how would
• 09:00 - 09:30 you then right back in and for archiving once it comes in you would select interview click on it and as you men I mentioned earlier on the right side or more documents are rendered okay we have tools over here to annotate I can mask out certain areas but don't get shown they do not alter the document or just over life I can email and print right from here but in order to document we have a yellow box here called store we
• 09:30 - 10:00 click on it and we are presented with our filing cabinets you can have one filing that you can have multiple Holly tablets and you name them and then go to the default and you want to store it before I go I don't want it to be from my inbox tray now on the right on the left side here are our index fields this is the metadata and if you notice DocuWare has taken the liberty of automatically filling in some index
• 10:00 - 10:30 field trees so that you don't have to manually keep them in okay so this is simply because it has recognized this form before so for example if one of the fields is wrong let's take the amount here well exit out if we go over to the form with our mouse and hover over the area let's just snap it right and we just click on it and if you notice it comes in puts manically so you can do
• 10:30 - 11:00 that with all of the index fields over here that's called intelligent index and we are teaching this form okay where everything is so that the next time everything will be filled in it will go from red yellow and then over time to green made in the third or fourth time pieces form so let's store it you know but it's been filled in you don't have to put everything in let's store it and then it's gone into that filing cabinet how does one know view or retrieve
• 11:00 - 11:30 documents lip ocular very simple it gives you a large search spyglass when you click that you're presented with index metadata fields that you could ahead filled in a prior if you fill in any of these you have a drop-down list and if you select the company name WB Mason okay if you could search by it if you select any of these other index fields if you feel like today it'll find it this is called the
• 11:30 - 12:00 Boeing search I'm not filling in anything I'm just going over and searching for everything okay and it gives me the hit list and usually it's the top document most recent goes on top that was the one we file very simple simple to use interface very clean I am sure you all agree say so from getting documents in whether they're scan imported storing them indexing room and then retrieving them this is the classic
• 12:00 - 12:30 DocuWare interface okay so that being said I'm now going to transition over to the smart connect one click in your third-party software alright so let's do that let me just get some eyes this and open up our third-party software now this could be again any one of your third-party software I use every day all
• 12:30 - 13:00 right for example a customer call it once you talk to me customer service rep AB AB in in place that has an issue payment issue and amounted to the number of quantity shipped whatever the issue made me normally we get that phone call you'd have to put the person on hold they'll find the document does that take and you have to factor in all these information up top these are called smart connect buttons that DocuWare has
• 13:00 - 13:30 put in so that from your software you can literally reach the filing cabinet without having to get up out of your seat so let's say we want to find the invoice associated with Thomas Wayne okay then we would just say hey we want to see the invoice clicking on it and then it's being executed and then we should have a hit list very shortly didn't have to get up didn't have to go to a filing cabinet the next put you on hold from in under five minutes at the customer irate this
• 13:30 - 14:00 is instantaneous access the information J I hope that is perfectly clear so that being said we're going to close a couple things out and show you if you're in your crm a lot of database aware third party these systems have crm and let's say for example on the all of the documents associated with thomas rain so i would click that come up to my contact button this was put in here on purpose
• 14:00 - 14:30 because we want to see the compacts again it's being executed it could see never hit list plot in and it should give me all of the documents only associated with flying calm thomas ring of germany in okay very specific these are all of the contact information here's a document i just clicked on it it's an email that was saved and i will
• 14:30 - 15:00 show you in a couple minutes how DocuWare has a very tight integration one click from within outlook soft outlook to that only store documents and ocular but also to retrieve them right from Outlook so here's an example of you know an email being stored right from Outlook alright I hope that's perfectly clear now let me transition over to show you how those buttons were actually built within the
• 15:00 - 15:30 docking in the factor AMA alright so I'm going to put a button over here to show all the companies that this application has been stuff alright in order to do that in order to build a button on the top here all we have to do is go to the smart connect utility will check the sea running in my track I click that given my smart connect utility I want to manage and create a Smart Search I'm
• 15:30 - 16:00 running in a thumb virtual machine environment it's a little slow little so as I mentioned it's a little slow we're going to a new configuration for smart search now you may be thinking does this require programming or any API toolkit or other SDK kit no it does not only have to do is use the utility and a couple of clicks and it will build a
• 16:00 - 16:30 button for you as I'm showing if we want to take a screenshot okay we want to define the area and is this the proper area you have three one is to search yes that is the right information you say yes to verify we come over aren't search and we're going to say what you search
• 16:30 - 17:00 in this area on the screen like for text company and we're going to drag it over to our company field in fine so this is the street tie right here back to the filing cabinet for companies very good we do that and we say once we've done them be executed and once we execute it we're
• 17:00 - 17:30 going to add a button where do you want to add the button let's put it right next to connect to the right of it a little it says DocuWare search that's fine but we want to change it to company search so once we do that and we hit the little pencil here and it gives us the thing that we want to search over here we change it to company search
• 17:30 - 18:00 or anything else you want to have it say okay we grant permissions in this case Peggy is the user I can add other users to have rights to use those buttons or not Steven so all rights driven I hit save that button has now been added to my third-party software in this case fetch Rama so if I get out of here it is in my third-party software company search so
• 18:00 - 18:30 for example if I were to want to search for everything associated with Thomas rain with flying palm company I hit company search it's being executed I didn't have to get up close to my filing cabinet and it will launch the hit list right here all the documents that are flying Thomas Germany promise ring or the word rain associated with it didn't give you
• 18:30 - 19:00 a lengthy list it was very specific and narrow if that's what you want so smart connect is a very easy to embed utility within your third-party software to help you instantaneously bring documents right to your third-party software I'm going to transition now to Microsoft Outlook and I'm going to log in as mr. Peter Sanders in transition over here's
• 19:00 - 19:30 my Peter Sanders and login with him I shall vino and if you notice on top of the filing ribbon we have a couple of different looking icons you don't have these in
• 19:30 - 20:00 your Outlook unless you have died she's an integration with Microsoft Outlook very tight and which allows you to store any email or their associate attachments and also search by an email so if I select my stream and I want to save this particular document I simply would hit store and select a filing cabinet and then hit the word store and
• 20:00 - 20:30 now that document will be stored after I index it I'll give it a few metadata index fields and answer what part do you want if there was an attachment associated or both hits store and this document is now on its way it still stays in your inbox what a copy has been out to docq work okay well down the road at some point if you want to search for
• 20:30 - 21:00 a specific document right from Outlook again it has the search capability for you to just click on it and it will bring back all of the associated documents based upon how you saved and that's an integration with Microsoft Outlook ok and now with that I'm going to hand it back off to Nichole so you'll see on the screen here we have a quote from a customer who uses smart connect and they returned they received
• 21:00 - 21:30 a ROI in less than one year and saw a media improvement in their customer service they gate they were able to achieve real-time transparency and seamless information flow between their departments and this is downloadable right now in the handout section if we go to webinar but will also email you a copy as well so with that next slide we'll open it up for Q&A now so feel free to type in some questions in the question box again this was introductory
• 21:30 - 22:00 if you wanted to see more personalized demo to our specific needs definitely you can request one at Starcom slash SmartConnect email us after the webinar tomorrow next week anytime at contact us at dr. comm or if you're ready working with your authorized doctoral partner definitely reach out to them to get a more personalized demo