By Paul Poos, Solution Consultant, Dynamics4Business, March 21, 2024
Is it difficult to control the many documents in different places within your organization? Documents that are still being copied and e-mailed, creating different versions and colleagues who all have their own way of working? Read on and discover the advantages of a document management system.
Why a DMS?
A Document Management System is a (cloud) system specifically designed to store and easily retrieve files. Documents no longer need to be physically stored in the filing cabinet, but are neatly stored in the digital DMS.
A DMS allows you to store, tag, share within your organization and archive all types of files (documents, spreadsheets, PDFs, images, drawings, etc.) in a structured way. These are just a few examples of what is possible with a DMS.
Structure
Bring structure to the current volume of documents with a DMS. Every employee now determines their own folder structure, file names, versions which makes it no longer clear, fine and efficient to work. By making smart use of templates, a DMS makes random folder creation, renaming and having documents in multiple locations a thing of the past.
Working from the cloud
In many organizations, files are not stored centrally and colleagues do not look at the latest version of the document creating inefficiencies. Indeed, documents are still being printed out, edited and re-scanned and stored. Are you also working from home or locations other than the office? Then you may not have access to the archive you want to look up the file in.
A DMS provides an overall view of documents in the cloud, ensures that documents are accessible only to authorized individuals, and document flows/document generation can be automated.
ERP database not load
As pdf files, images and drawings, for example, get bigger and bigger, your database grows exponentially with the result that the system slows down and backups become increasingly difficult. A separate DMS ensures that you continue to use the applications for their intended purpose, including version control, real-time collaboration and document sharing as it should be.
Authorizations
Individuals who need access to customer and or project documentation may now need to be licensed into your ERP system. By authorizing individuals in the DMS, it is no longer necessary to give everyone access to the entire ERP system, but only in the DMS to which they are authorized. You can manage these authorizations yourself. Employees of the project department, for example, do not have authorization to work with the financial data of the administrative department, and vice versa.
SmartDMS, a unique solution
You often see that the Document Management System is a separate application within the company, and is not linked to your primary system. The SmartDMS from Process4People is specifically developed to interface with your (Microsoft) ERP environment. We have developed a solution on the Microsoft platform that SmartDMS seamlessly connects to Business Central or your Dynamics Finance and Operations environment. We use your familiar SharePoint environment, tag the documents so they are stored in a structured way, and with our custom search portal, everyone finds documents easily and quickly!
Specific solutions
We have many standard connectors and can therefore connect any primary system. We also develop custom apps that make it possible to always have all relevant documentation at hand for employees on the shop floor, on the road or during an inspection.
Got interested in SmartDMS, click here or contact us directly at the contact form or call us at +31 (0)85 303 86 60.