Document Management

Build Process Efficiencies By Allowing Workers To Collaborate And Approve Documents In Electronic Form.

How does a document process automation software work?

A business process is simply a set of tasks performed in a specific order to achieve a goal. Therefore, you have to start by defining your goal and the steps to achieve it. The software allows you to set up user-defined rules to build a conditional workflow that triggers the steps. Example: A contract has to go through an approval process before being routed to a number of signatories. The signed document is then returned to the original sender. In event of missing approvals or signatures, the document can be set to follow a different route. All you need to do is create dynamic rules such as listing the signers in the order needed. The software takes care of the rest. If done manually, such a process could take up to a week - and much longer if the parties are in different countries. BPA software reduces processing time to just a few hours. Documents and information will be automatically routed to the right persons at the right time. You will always be able to check the progress status, with full traceability of sent, opened, and signed documents. There’s no need for calls and follow-ups, nor back-and-forth over email to clarify details. You can notify participants, set a due date for the documents to be sent out and received back, or schedule automatic reminders to ensure you get the approvals needed in no time.

Document Workflow and Approval

Document workflow software and approval software improves operations by automating business processes such as Accounts Payable approvals and Contract collaboration.

Document Workflow module is for complex internal workflow activities. Courier provides secure access to documents in FileHold to anyone with an email address. Workflow is applied to documents needing to pass through reviewers and approvers before they are ready for general distribution. Document workflow module provides instant reports on the status of documents in the review process.

The workflow module has a graphic design tool that gives users the ability to create pre-defined workflow templates consisting of document review and/or approval activities. Each activity can be pre-configured to define task descriptions, due dates, and reviewers or approvers that have to complete specific workflow tasks.

When a workflow is combined with electronic forms (e-forms), paper can be totally eliminated from the information collection process.

Records Management Archiving & Repository

Organisations have both active working documents and long-term records that are kept for research or compliance. Maxisoft records management software manages both electronic documents and electronic records including rules and reports for archiving and disposition dates.

Repository reports can be generated as required and are based on the document type, associated metadata, document age, and archive policies.

Documents are automatically designated as either active or inactive (records). Inactive documents may be automatically archived by FileHold software. Documents can be scheduled for automatic deletion based on easy to configure disposition rules.

Why FileHold?

FileHold is an easy to use, scalable, client-server document management software system that can manage tens of thousands or millions of documents. It can store practically any type of file and directly integrate with the Microsoft Office suite of products or Microsoft SharePoint. The "smart" scanning solution that comes with FileHold can turn cabinets and boxes of paper into electronic information that can be searched in seconds. With the workflow module, route your AP invoice approvals, expense reports, cheque requests, or employee on-boarding for reviewing or approving. Need to send documents for review or approval outside the FileHold environment? No problem! The proof of delivery feature, Courier, can be used to send documents in a controlled environment. With both the workflow module and Courier, all transactions are tracked and audited for full compliance. FileHold can be used on a laptop, desktop, tablet or smartphone so you will always have access to your documents, or start or complete workflows on the go. You'll never be far from your information with Mobile FileHold. Besides being a great software product, FileHold support is second to none! Our knowledgeable and friendly support team are always happy to assist our customers. The FileCare program ensures that our customers receive product upgrades at no extra cost. FileCare also includes unlimited technical support to assist with any FileHold software issues you may be experiencing. Our Knowledge Base, Support Portal and online videos are available 24x7x365. FileHold is a proud company that is happy to offer a comprehensive document management and records management solution to meet your needs and budget. Our sales team is always happy to talk to prospective clients or you can sign up for a free live demonstration to see FileHold in action.

Document Scanning & Imaging

Implementing document management and scanning software is not just a “green” initiative to save trees and be environmentally responsible – it is also good for business.

MAXiSoft can integrate Filehold with a range of scanning software solutions that support workstation scanners or Multi-Function devices.

Document scanning is a way for organisations to become more efficient and to save money.
It is estimated that the cost of processing paper (copying, printing, postage, disposal, recycling, and storing) can be as much as 31 times the purchase cost of the paper.

MAXiSoft Document scanning software gives customers the ability to turn cabinets of paper into a secure, version-controlled, and compliant document management system. Typed documents can be Optically Character Recognised (OCR’d) and tagged/indexed to make them easily found using the FileHold full-text search capability.

A big business scanning solution is provided at a small business price. “Go Paperless – Go Green.”