Not having the right literature or paperwork to hand when you’re away from the office can be frustrating, and you can almost feel the impact fading as you say, “I’ll pop it in the post for you…”

If only you could access the document there and then, or even tailor it to a customer or colleague’s needs…
Mobile devices have enabled easy access to information on the move, but sometimes there’s no substitute for a hard-copy document. Fontware has delivered the best of both worlds by integrating its new Docutraq Suite with Xerox Mobile Print. In essence Docutraq becomes an embedded, one-stop solution for document capture, storage, search and print.

Print on-demand and on-the-road
The twists and turns of daily business mean that even the most prepared professional will struggle to foresee every possible document requirement, let alone carry everything in their briefcase or even the car boot. Extensive product ranges, or detailed catalogues and technical manuals, make this an unwieldy approach. Far more practical and sophisticated is to search Docutraq archives on a smartphone or tablet for example, and send a clean copy of the exact information needed to the nearest Xerox Mobile Print facility. This even presents the opportunity to make minor amends or to adapt content for a specific situation. Handy if you need to personalise a contract document or a template for example, or change the variables in quotes and purchase orders. Office-based colleagues can upload revisions and additions to the archive too, so that mobile users are assured of real-time access to the most up-to-date versions.

Producing the right document on the spot is impressive and can also help to augment a presentation or clarify important details. Any delay and the moment might pass. Hand-outs and leave-behinds can help seal the deal, shoring up the face-to-face work you’ve done rather than keeping a customer waiting or leaving the door wide open to competitors.

Mobile document access with Docutraq
The Docutraq Suite of document management solutions enables organisations of any size to automate business processes and improve efficiency by electronically capturing and managing information.

Docutraq’s document scanner module captures information from hard copies via thousands of supported scanners and multi-functional devices (MFDs). Electronic documents and email can be dragged and dropped directly into Docutraq cabinets, or submitted via document forms or placed into special hot-folders. Remote access to archive documents gets even more useful when you can send them to print from the same interface.

Hard copies to hand with Xerox Mobile Print
Xerox Mobile Print enables simple and secure printing from any email-enabled device including notebooks, netbooks, smartphones and tablet computers such as the iPad, without being physically connected to a corporate network or downloading drivers and apps.

Xerox Mobile Print supports Word, Excel, Powerpoint, PDFs, text and rich text files, JPG images and HTML email. Once the correct document has been chosen from the Docutraq archive, users identify the nearest Xerox-enabled multifunction printer (MFP), enter a secure confirmation code on the Docutraq interface and select ‘Send to Xerox Mobile Printing’. The MFP interface can show a thumbnail preview of documents, and enables users to choose output settings (duplex, collate, staple, etc.) as if they were printing from their desktop.

Fontware has launched its new Docutraq Suite of document management solutions, enabling organisations of any size to automate business processes and improve efficiency by electronically capturing and managing information.

In one affordable package, Docutraq Suite manages the information lifecycle by bringing together document location, capture, approval and validation, process automation, collaboration and tracking. Each version of Docutraq – Personal, Cabinet and Enterprise – is built on an enterprise-strength database, capable of supporting hundreds of simultaneous connections. The system can also be configured to use existing databases to ensure ease of administration and security.
Docutraq Capture
Thanks to a range of built-in data capture features, users can easily unlock and index information stored in paper documents, barcodes, electronics office files, email and multimedia.

The document scanner module captures information from paper documents via thousands of supported scanners and office multifunctional devices (MFDs). Electronic office documents and email can be dragged and dropped directly into Docutraq cabinets, or submitted via document forms or placed into special hot-folders.

Docutraq Control
Once captured, documents can be tagged with metadata from the user and from processes such as barcode and optical character recognition. Docutraq manages each document revision separately whilst intuitive features like paperclips and sticky notes allow users to tag documents with transitional data and context.

Document versioning ensures critical data is never accidentally overwritten, while security options restrict access to users and groups.

Docutraq Integrate
Custom document forms are easy to create and include the ability to integrate existing line of business applications thanks to a powerful, ‘easy access’ API. These connections can retrieve data from sources such as CRM and ERP systems, and present the data in document fields from within Docutraq. Users can manipulate and reference distributed data from one just interface.

Docutraq Workflow
Multi-step document validation and approval workflow improves business process efficiency and keeps users in control of document flow inside the organisation. Documents can be routed to multiple approvers where they are reviewed, tracked and progressed to the next task.

Docutraq Automation
Template-based document generation can automate business processes by creating and distributing documents such as invoices and purchase orders on demand. Custom scripting actions enables users to trigger other processes on a set condition.

Docutraq Search
An intuitive content search builder and web-based document retrieval client means information is readily accessible. Advanced search options from the Windows client and web interface enable users to create and save complex search patterns for easy and rapid retrieval. Document ‘smart links’ can be saved and shared with other users.

System Specifications
Enterprise-ready SQL data engine with unlimited records
Barcode recognition and extraction module capable of recognising many barcode types
OCR engine supporting over 20 languages with graphical and tabular output
File validation and approval workflow for document authorization and process automation
Supports third party business application integration for custom field data queries
Custom scripting enables users to control other business processes from one, simple interface
‘Cloud ready’ hosting possibilities
Hot-folder data input supports XML tickets to define document location and metadata
Multi-site document replicator and backup manager