Where we are going, you don’t need them anymore

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Archive Rooms?

* Today we’ll talk about documents... Digital documents.

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What is documanagement?

SMARTdoc, how we make a difference

Who uses SMARTdoc?

SMARTdoc demo

what document management is

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Do you know?

WHAT DOES DOCUMENT MANAGEMENT MEAN?

SHREDDING PAPERS

SHAREPOINT

SMARTDOC

ARCHIVE ROOM

FINANCE

ADMINISTRATION

* People store documents everywhere...

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PROJECT

CUSTOMER

Folder structure Relational databaseVS

* What is documanagement?

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Search Workflows Structure

Versioning

Archive

Logging ConnectivitySecurity

* 99% does not have a document management system

Too complex

Too many resources

Too expensive

Too much to change

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SMARTdoc is easy, complete and affordable

Many companies still waste too much time on their administration.

how we make a difference for your company

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What is SMARTdoc?

* The real value of documents Save Time

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Power search

Flexible search

Easy retrieval

Automatic recognition

Improved security

Automated procedures

Installed in an hour, trained in a day, implemented within a week

NO RISK = MORE COMFORT = SAVE TIME

* The real value of documents No RiskNO RISK = MORE COMFORT = SAVE TIME

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Centralized archive

Legal archive

Maximum security

Audit-proof

Intellectual capital

Sensitive documents

Used by auditors, insurance companies, social secretaries, police districts, legal departments

* The real value of documents More Comfort

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Easy retrieval

Improved workflow

Limited learning curve

Fast user-adaptation

Better internal communication

Effective customer-service

Easy-to-use interface

Centralized source of information

NO RISK = MORE COMFORT = SAVE TIME

* The real value of documents

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TIME RISK COMFORT

ConnectivityArchive space Open systemIntelligent archive Company Value

* Archive and search

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All you need is 2 icons. Easy archiving and fast searching, the core business of document management!

Create workflows, approval flows and secure

Drag & drop archiving

Scan to watchfolders or cloud

Search full text on content and indexes

Integrated with Outlook & Office

Export Data

ApplicationsERP – CRM

AnalyticsBusiness

Intelligence

WebSharePoint

* SMARTdoc is the ultimate archive for all your documents

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From everywhere to one place!

Less expensive

Faster archiving

No more risk in losing valuable information

Retrieve any document in seconds

* Client references

We can still go much further with SMARTdoc, the possibilities are endless.“ Peter Larosse, Franki Foundations

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* Transport

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Rental contracts Insurance documents Delivery notes CMR documentation Contracts Legal information Photo & video Identity papers

* Construction

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Construction Reports EPB & EPC certificates Invoicing & Delivery Email Correspondance Contracts Legal information Photo & video Safety information

* Distribution

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Invoices Offers & Calculations Delivery Notes Email Correspondance Contracts Legal information Brochures & Photo

* Services

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Contracts Offers & Calculations Invoicing & Delivery Supplier Terms Warranty Service Desk Brochures & Photo Certificates

* Government & legal

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PV’s Identity Information Wills & Testament Notary Acts Contracts & Claims Statements & Procedures Board Publications Legal Information

Competitive Advantages

Complete

Painless

Affordable

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* DEMO Power Search

Easy archiving

Watchfolders Plugins Drag-and-drop

Fast searching

Flexible search

Preview and Layer

Document distribution

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* DEMO SMARTdoc in construction companies

Construction reports

Recognition

Auto-complete indexes

Access multiple documents

Enrich multiple documents

Flexible searching

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* DEMO SMARTdoc in HR departments

Employee documents

Recognition

Auto-complete indexes

Access multiple documents

Flexible searching

Extended view

Tree visualization

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* DEMO Invoicing + workflow

Recognition

Security + workflow

Additional information on Layer

Audit flow

Data export

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* DEMO ERP connectivity

Dbfact

Record management

Auto-archive

Connect documents with

Products Projects Suppliers Customers

Data import and export

We love it when a plan comes together!

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How do we go further?

* Fulfilment management

When you buy SMARTdoc, you don’t just get a software license. You get a full implementation plan to make sure SMARTdoc works for your company.

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Carefully scope out your document

management project. Together with your champion we set

goals and define the constraints.

Set your goals

Assign one or more people from your firm to help define existing

processes and develop new ones.

Recruit a champion

Plan your new workflows and decide what you will need to

achieve the best possible efficiency.

Analyze your workflow

We start with a study of your needs, followed by an implementation plan that we follow up during the project.

* Fulfilment management

We also include a timeline to show you what will be realized when. Last step in the implementation is the user training, because SMARTdoc is so easy, it will only take a short amount of time before you can start enjoying the benefits of documanagement.

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Time your rollout so that all departments and practice areas go live at the same time.

Plan your timing

Train your champion first, then the entire organization. Explain

new policies and procedures to handle

documents.

Train your users

Why did we start with document management?

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Let’s go back!

About us

We started in media, helped in healthcare and now we want more for document management!

99’

MEGA-doc is bornActive in healthcare

MDMS version 1*XML driven framework

09’

SMARTdoc Pro & Server

14’ 16’

MDMS version 3 *+200 customers

SMARTdocFLEX GO CONNECT

05’

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* MDMS is developed together with Becton Dickinson and is now know as BD FACS Workflow Manager.

+32 470 58 10 30tom.pintens@smartdoc.eu

Tom Pintens, Managing Partner

twitter.com/smartdocfacebook.com/documanagement

You can also find us at:

* Thank you for listening

Mail, call, tweet, … or visit our office for a talk and a cup of coffee!

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* SharePoint Integration

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Always complete, from difficult to painless and from expensive to affordable. Your choice!

SMARTdocwith

SharePoint

SharePointithout

SMARTdoc

SMARTdocwithout

SharePointHours and money

spentInstallation

Set Up Security

Create Recognitions

Create Automations

Set Up Workflows

Logging

Create User Interface

Connect to ERP/CRM/BI

Totals

Complexity Score

Setup Costs

Running Costs

Who Does It

0,5

1

2

1

1

0

7,5

2

15

Easy

€€€

€€

Internal ICT & Key Users

5

20

20

20

20

20

20

20

145

Very Difficult

€€€€€€€€€€€€€

€€€€€

SharePoint CertifiedSupplier

0,5

1

2

1

1

0

0

2

7,5

Very Easy

€€

€

Internal ICT & Key Users

* Vision

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by Office applications: xls, doc, msg... by ERP applications: invoices, delivery notes... by BI tools: reports, dashboards... by HR: evaluation forms, contracts, reports... by machines: data reports, quality overviews... by others: suppliers, customers, government...

* Organizations are document centric

* Vision

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Hierarchy?

Incoming Invoices/Vodaphone/2016/february/invoice.pdfor2016/Incoming Invoices/february/Vodaphone/invoice.pdf

Records Management with a physical document location has a lot of constraints

* How to store information & documents?

* Vision

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Relational?

* How to store information & documents?

the accountant can look for the invoice number the sales can look for a customer the marketeer can look for a product the CFO can look for overhead the analyst can look for reports

This way…

* Architect

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Filled with documents, indexed by

Categories Search terms ERP information CRM Information Lifecycle data Workflow & Audit info Log File ...DATABASE

* Database benefits

xml

Webservice

xml

Webservice

* Architect

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* Database connectivity

Scan

Plugin

ERP/CRM

Drag&Drop

Folder

Web

...

INPrint

ERP/CRM

Web

Folder

BI

Media

...

OU

T

* Connect

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– Franki - MS Dynamics NAV & Impermo - SAP• Invoice workflow

• SAP Pre-Booking: • SMARTdoc Validation: Status in SAP/NAV updated to “validated”• SMARTdoc Approval: Status in SAP/NAV updated to “approved”• SAP/NAV Payment: Status in SMARTdoc updated to “closed”

• Search• Records: Invoices, delivery notes• Product, Supplier, Customer tab: Advanced Search

* Integrations

* Connect

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– AS400• Document + xml

• Automated archiving & indexing• Auto complete

• SMARTdoc document recognition• Auto recognition + indexing• Export Invoice Data xml to AS400

* Integrations

* Connect

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– Sage DBFACT • Barcode Recognition

• Automated archiving & indexing• Auto complete

• Auto archiving outgoing documents• Invoices, delivery notes, offers...

• Drag & drop within Sage• Drag & drop on customer, supplier, product tabs

• Workflow Integration

* Integrations

* Connect

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– Sharepoint

Search documents, create lists in SMARTdoc from within Sharepoint

Import & Export documents, interaction with SMARTdocSMARTdoc is a plugin, addon or engine to Sharepoint

* Integrations

* Connect

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Sociopack & Desk Solutions

DocPro Solution 35 social housing companies

* Integrations - OEM

* Connect

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– Others

3E - Synaptiq: Solar & Wind Energy software (Wise Energy)Winbooks Logistics - Accountancy (IBR/IRE)Filemaker – CRM (SanyGroup/Exsan/TransSystems)Globis – ERP (Point Virgule)Fiadpro – Accountancy (Agentuur Philips/Go4Jobs)

* Integrations

* Documented

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XML – integration

Webservices Integration

* Integrations - Webservice

+32 470 58 10 30tom.pintens@smartdoc.eu

Tom Pintens, Managing Partner

twitter.com/smartdocfacebook.com/documanagement

You can also find us at:

* Thank you for listening

Mail, call, tweet, … or visit our office for a talk and a cup of coffee!

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+32 476 51 52 53Koen.meganck@smartdoc.eu

Koen Meganck, Founder