Document Management & ECM
Time after time we encounter hub and spoke businesses that are spending thousands of dollars in overnight shipping and courier fees to send documents to corporate. Often ripped, stained with ketchup and featuring a boot print (or two), these documents are important to the business but they have taken a back seat in the business automation arena. Composed of invoices, packing slips, orders, and human resource documents, these packets can take days or weeks to finally get into corporate hands. Early pay discounts for invoices are lost, along with any semblance of efficiency.
There are tremendous benefits to having these documents scanned electronically from the field, and you might be surprised to find that a lot of the infrastructure is already in place to have SharePoint Document Management for Restaurants and Retail Stores.
Scanning Paper from the Field
Most locations already have multi-function copy machines or multi-function printers with scan capabilities. Most locations have internet connectivity. What’s usually missing is the piece to get the electronic document from point A to point B, which is one of the problems we solve with our dMAX line of products.
Free Data Entry
Why enter all of the data at corporate when you already have tens or hundreds of people in the field locations that could do it for you? Since they are able to scan these in near real time to their receipt or generation, they usually have a much better understanding of what they are and where they came from and can approve them in advance. Many times invoices can be coded in the field or pre-matched with PO’s in the accounting system. This saves precious time for AP processors. The same goes with Human Resources and other departmental documents.
Classification – Accounting vs Human Resources vs Payroll, etc.
Instead of relying on your mailroom to divide and sort the documents, they are already classified by store and by department based on the scanning from the field. This means that the documents wind up in the right queue and are seen by the right people. If a document winds up in the wrong place, you simply assign it back to the right queue, not always the case with a piece of paper.
Floor space is a commodity anywhere, but retail and restaurant space is awfully expensive for holding filing cabinets. Since the documents are imaged and stored in corporate servers, it can be easily searched by the field locations. Permissions and access can be defined by document, folder, store and employees.
Did you get it? Did you get it?
Vacation requests, timesheets, commission filings and other such documents are important to the people in the field. These types of documents are often followed with a string of phone calls or emails to ensure that they have been received for processing. Automated workflow notifications, accompanied with the immediacy of scanning vs mailing, allow the field workers to be “in the loop”. Improving customer satisfaction applies to your internal employees as well. Making them feel better is a good thing for your top and bottom line, and it’s the right thing to do.
The dMAX Accelerator product line
Join the over 1000 remote locations that make their businesses more efficient with the dMAX line of products, including the dMAX Document Accelerator and dMAX Invoice Accelerator. The ROI is clear, the solution is here.
When you publish an InfoPath form to a list or library, you may notice that some of the columns become “locked” or “hidden” from some views becoming SharePoint Read-Only fields. In the Publishing Wizard for the InfoPath form there is an option on each column called “Allow users to edit data in this field by using a datasheet or properties page”. By default this option is not checked. Therefore each column will be set to “Ready Only” in SharePoint. You can re-run the Publish step (not the quick publish), change the option and the field will update appropriately, but what if you want to unlock the column without InfoPath.
For this example we had created a source library using InfoPath as a source document, we did want to lock down a couple fields so the users couldn’t modify them outside of the form. But when the document had finished its workflow, we wanted to put it in an archive library. We exported the original document library as a template and then imported it on the archive site. Lo and behold, it brought over all of the read only attributes for the locked down fields. We actually wanted to delete some of these fields and tidy up a bit. It turns out that you can’t (today) do this with Designer, you need to drop to PowerShell. Because we had multiple fields, we built a simple array so we could knock it out in one fail swoop.
Make sure you run this on the server hosting this web app & list.
$spweb = Get-SPWeb http://YourSharePointServer/site/YourSite
$list = $spweb.Lists[“Name of Your List”]
$columns = “Field One”,”Field Two”,”Field Two”, “Field Three”
foreach ($column in $columns)
$field = $list.Fields[$column]
$field.ReadOnlyField = $false
October 1, 2011 – Highland Martin announces the availability of their SharePoint 2007/2010 document connector for the Microsoft Dynamics GP (Great Plains) and Dynamics AX (Axapta) accounting and ERP environments. By leveraging the document storage and metadata searching capabilities of the Microsoft Sharepoint 2007 and 2010 platform, Highland Martin creates a powerful, yet cost-effective, model for document management and workflow relating to any corporate document. From accounting to human resources, this set of tools creates an electronic filing cabinet for any size company using the fastest growing software platform in the world, Microsoft Sharepoint.
Direct integration into the Microsoft Dynamics platform ensures ease of use for your users. By allowing employees to stay within the Dynamics platform that they use everyday, there is no complicated learning curve and the efficiency can begin immediately. Back-file conversion services available to scan and index historical documents, freeing up those physical filing cabinets, offices full of boxes and expensive off-site storage.
Contact a Highland Martin representative for more information about how your organization can go paperless and create an efficient workflow routing system for any office document.