Information lifecycle management
From small to large organisations, Docutraq helps manage the information lifecycle by locating, capturing and storing information, automating business processes and improving efficiency. The Docutraq Suite brings together document capture, approval and validation, process automation, collaboration and tracking, into one affordable package.
Capturing and storing all information in Docutraq is easy thanks to a range of built-in data capture features. The document scanner module captures information from paper documents via thousands of supported scanners and office multifunctional devices. 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.
Once captured, Docutraq 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.
Custom document forms are easy to create and include the ability to integrate with any 3rd party application via an easy to use, but powerful, API. This dynamic data lookup feature can retrieve and display data from any external system, in an Docutraq document field. Together with the approval and validation workflow, Docutraq keeps you control of your document flow inside your organisation. Docutraq can also drive business processes with its workflow and automation capabilities, by creating and distributing documents and executing custom actions once document conditions have been met.
With an intuitive content search builder and web-based document retrieval client, your information is readily accessible, whenever you need it.
Features
- Document management – capture and control your paper and electronic information
- Capture – unlock and index information stored in paper documents, barcodes, electronics office files, email and multimedia
- Control – document versioning ensures critical data is never accidentally overwritten; security options restrict access to users and groups
- Integrate – connect with line of business applications and link to data in finance systems to access critical information from one solution
- Workflow – multi-step document validation and approval workflow improves efficiency with your business processes
- Automation – create business processes that generate and deliver documents using your templates; trigger powerful custom actions on document conditions
Functionality at your fingertips
Docutraq ensures that the functionality you need is always at your fingertips by including so much as standard, without the need to purchase expensive add-on modules. Every version of Docutraq is built on an enterprise-strength database, capable of supporting hundreds of simultaneous connections. The system can also be configured to use an existing databases to ensure ease of administration and security.
Docutraq Capture
Compatible with any TWAIN-compliant scanning device, as well as office multifunctional devices, Docutraq Capture scans all of your paper documents, storing them centrally as PDF or TIFF files, whilst the barcode and character recognition engine ensures the contents are fully searchable.
Docutraq Automation
Template-based document generation can automate business processes by creating documents such as invoices and purchase orders on demand. Custom scripting actions enables users to trigger other processes on a set condition.
Docutraq Integrate
Integrating existing line of business applications is simple thanks to the ‘easy access’ API. Document forms can specify fields which connect to other data sources and business systems. 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
The multi-step document approval and validation process helps you take control of business processes. Documents can be routed to multiple approvers where they are reviewed, tracked and progressed to the next task.
Docutraq Search
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 3rd 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 support XML tickets to define document location and metadata
- Multi-site document replicator and backup manager