Comparing DocStar to Free Storage Services

When organizations are considering migrating to a paperless office they often ask, “why is a paid ECM solution better than the free ones I see online?” It’s a valid question, after all, there are plenty of free file sharing and storing solutions available with enticing features (and of course, an enticing price tag).

In order to understand why free storage solutions may not be an effective content management strategy for your organization, it’s important to understand the differences between free storage and ECM.

But it’s not a viable long-term solution for your organization, and what you may save in upfront costs you may wind up losing down the road in operating expenses, often without even realizing it. So, why should your organization utilize a robust ECM solution vs. a free storage one?

You get what you pay for

DropBox, Google Drive, Box, and a wealth of other storage solutions draw you in with their “free” price tag and seemingly limitless possibilities. These cloud-based solutions are excellent for storing simple text-based documents and collaborating and sharing. Unfortunately, you have a limit to how much you can store, and with little sorting and organization beyond basic filing, keeping track of multiple documents can get overwhelming.

You may not be able to organize and track the information from these documents in the way your organization requires. If you’re utilizing a free service to manage your AP/AR documentation, you won’t be able to search the document content itself for specific information such as date, purchase order number, or vendor attached to it. So while yes, this solution will eliminate paper from your PO workflow, it won’t alleviate any of the frustration associated with managing hundreds, if not thousands, unique files.

All of these solutions require you to store your documents in their cloud, which could be a security concern for organizations that need to keep everything on-premise or in a more secure cloud environment. These solutions offer little security for sharing these files as well, so when sharing confidential information you may put your organization at risk.

At the end of the day, these online storage solutions offer just that, storage. While many organizations certainly benefit from these products and features for certain documents, it’s often not the best solution for sensitive financial, employee, or other important business documents.

Why ECM is different

Where these solutions fall short, DocStar thrives. ECM provides more than simply a digital filing cabinet, it provides a more efficient workflow for your documents. Features such as Smart OCR capture can pull information from your scanned and uploaded documents, allowing you to search by the document’s content vs. just its name. This means you can quickly find the exact document you need just by searching for a specific field.

A smarter ECM solution means you can store your records on your terms, either on-premise at your location or in a secure cloud environment. Having options means that you can determine what would work best for your organization’s needs rather than simply be forced one way or another based on what the servicer requires.

While an ECM solution may require upfront and maintenance costs, you’ll quickly find yourself saving more than you spent. With proper implementation and maintenance, your organization will save money, time, and work.

The next step

Once you fully understand the scope of your organization’s needs, having a conversation with our team of experts to understand further how DocStar ECM can help your organization across all departments.

Give us a call at 770.452.7373 to learn more.

DocStar Advanced Workflows Overview

Many organizations believe that just by storing their records in a document management system they’ve done enough to improve their processes. Savvy organizations know that the next step to further streamline their day-to-day processes is by utilizing advanced workflows. Like most effective processes, workflows are specific to the organization using them, and you may be unsure of how they work and the difference between Basic and Advanced Workflows.

What exactly is a workflow? It’s the sequence of industrial, administrative, or other processes through which a piece of work passes from initiation to completion. Some of these workflows are relatively straightforward, like making a chocolate cake (the tastiest type of workflow) while others may be far more complex, like building a skyscraper.

Within document management, some sample workflows might be requesting approval, PO requisition, or onboarding.

Workflows are incredibly important, they help provide transparency within key processes, and allow you to identify any potential red flags. Also, like a recipe, it moves along processes so you can get to a successful end result.

By creating workflows then using Reportworks to review them, you can ensure that the processes you work to build are successful.

What is the difference between Basic Workflow and Advanced Workflow?

The basic workflow is described as single steps with sequential actions. The easiest example of this is a recipe, each step leads to the next and even though you started with just a few ingredients, you wind up with a great finished (and hopefully delicious) product! In DocStar, standard workflow is included in the base product. Known as a 2-step workflow, it relies on if/then logic then stops. 2-Step workflows are full-featured but limit administrators to only one step with no branching.

Advanced Workflow is 3 step (or more!) workflow that relies on if/then/else logic, that’s when you can really streamline a process. It adds in things such as conditional logic and chaining of multiple workflows to allow complex processing and routing. This would be like if you were making a recipe and depending on what ingredients you added it would go to a different step, but end up even more delicious!

How can workflows be utilized?

While there’s a place for a custom workflow, whether it be Basic or Advanced, in just about any part of your business, our most common use cases are within accounting and finance.

An example of an Advanced Workflow would be in scenarios within Accounts Payable approvals where different approvers would be notified based on the department making the request. Utilizing branch conditions within Advanced Workflow means the right approvals go to the right people at the right time. Additionally, multi-step advanced workflow can be seen in situations where a workflow needs to search and compare a value on an invoice (such as PO number) to an existing PO in Docstar with a matching value and determine if the total amount of the invoice matches the total amount of the PO. If the totals don’t match, you can easily be notified and work towards getting that rectified quickly, having spent little-to-no manual work on catching the error.

Additional ways advanced workflow can vastly improve your document management process include multi-level approval routing exception reports, matching, mathematical equations to capture options like OCR, barcode, separation, and image enhancement. But with advanced workflow, the possibilities are practically endless.

How Mosaic fits in

As an automation solution provider, we typically see clients who start out using ECM for just record storage then progress into advanced workflows and added products to improve their efficiency. After implementing advanced workflows, they quickly see a transformation in how they process key documents. Mosaic Paperless Solutions has knowledge in creating custom workflows for clients, and we’d love to show you how your organization could directly benefit from them.

Give us a call at 1-800-387-7859 to learn more.

Understanding DocStar Reportworks

Day-to-day, many of your workflows stay relatively consistent. While they may seem like they’re working “well enough,” it’s possible there are gaps you may be missing.

How does an organization identify those gaps and fix them? The first step is gaining a deeper understanding of your current workflow.

This first step is crucial in ensuring that your workflows are working for your organization. By reviewing how effective your workflow is you can quickly identify what’s working and what’s not, and then take the steps necessary to fix it.

This task may sound daunting, but if you’re already utilizing DocStar to help manage your record storage and other processes, you already have the tools required to effectively visualize your workflows.

With ReportWorks you can utilize an interactive display designed to make visualizing bottlenecks in your operations easier. It allows you to quickly analyze system-wide metrics to get an overview of how your workflows are doing as a whole.

ReportWorks empowers you to address any issues it discovers. And just like your DocStar ECM, it integrates seamlessly with other common business applications and technologies, complementing your existing approach rather than just complicating it.

Where can you use ReportWorks?

Accounts Payable:

See the approval status of any invoice, if they’re waiting on approval, and who needs to approve it. This can help speed up your current AP process and help your organization make payments more efficiently.

DOT Records:

Many organizations rely on trucks, construction equipment, or other vehicles to keep your business running daily. With ReportWorks you can quickly review what needs servicing or replacement, meaning you won’t be surprised by any repairs.

Human Resources:

Managing your employees’ certificates, licensing, medical cards, and other crucial items can be a difficult and time-consuming process. With ReportWorks you can be notified when these key documents are up for renewal. Receive automatic updates via email when employees are due for a review.

Contract Management:

Contracts are another type of document that when not managed actively can quickly become a much bigger problem. In ReportWorks you can quickly see any contracts that are about to expire so you can take action before it becomes an issue.

Audit Reports:

Compliance is important for any organization, and audit reporting is a key part of that. Audit reporting in ReportWorks allows you to see what users or groups are active and access rights to specific levels in your security classes.

Document Level Auditing:

Feel confident in your compliance by gaining an overview of what documents, content types, and workflows are assigned to specific security classes.

Customization:

We know not all organizations are the same, so it’s important to allow for the ability to build custom reports from searchable parameters on any document or metadata stored within the DocStar system.

Automatic Emailing:

Another feature of ReportWorks is the ability to have your report automatically emailed to anyone on a custom schedule (ie. hourly, daily, monthly) in a custom format (ie. PDF, Excel, or Word).

Once your workflow gaps are identified, utilizing DocStar ReportWorks for the processes mentioned (and countless others) can help fill those gaps and ensure that your organization continues to succeed.

ReportWorks can help benefit your automation process, and once you become a pro you can utilize it across your organization. Need help learning ReportWorks? Call  1-800-387-7859 to schedule training.