There are many reasons why an organization would want to deploy a document management system (DMS) like FileHold. Some companies buy a DMS for compliance and security; others are looking for powerful search capabilities in a standardized and structured repository; still others need version control, retention/disposition, review and approvals, physical storage constraints, etc.
Clutter is the bane of every office. Projects create paperwork or some other physical collateral that invades empty spaces and takes over desks. Discipline can help: strict filing practices can minimize the mess, but the piles still grow and grow and new tasks and initiatives are added on. The move to a digital repository like FileHold can help remove the paper and store it in an organized repository to replace physical filing cabinets and in-trays – but what about yesterday’s documents?
Part of a series designed to help utilize the many features of FileHold more effectively.
FileHold is greedy. It keeps everything (maybe it is a hoarder). Whether it is the log of everything that happens to a document or the contents of the document itself, FileHold remembers. Since FileHold allows you to store any type of file, it makes no assumptions about the best way to know one version from the next; it keeps both complete files.
This webinar is for organizations having large volumes of incoming invoices and want to automate the invoice approval process including eventual integration with their accounting system. This webinar demonstrates how a paper invoice is converted to electronic form, including capture of metadata, such as invoice no., supplier name, invoice amount and then into a document workflow for approvals. At the end of the approval workflow the document is automatically stored in the FileHold document management software and the metadata imported into the accounting system for payment.
From introductions to deep dives, have a FileHold demo today!
The dreaded online software demo – you’ve read the literature for the company, looked at their website, and got lined up for your demonstration, only to realize five minutes in that you’re watching a live presentation of a narrated video. You came for a software demo, and got a TEDTalk with generic stock PowerPoint slides (maybe even a star-wipe between slides!) And after 10 minutes, you ask why you’re here, and tune out, and check your email – there’s real work to be done.
In the transition from paper to electronic documents, file organization was never properly considered. With paper filing, although error prone and inefficient, at least offered logical and intuitive methodology. Specialized filing cabinets and folders became the standard throughout all industries, so anyone could find what they needed after the briefest of orientations. Digital documents, although far superior in every other way, were never as simple to organize as paper files. In the last article, we looked at how naming conventions helped user see document information in the file.
Perhaps no organization moved more quickly into digital catalogues than libraries. The pre-computer index was the card catalogue. These enormous pieces of furniture housed index cards, with each book’s title, author, and subject typed on it, along with a unique filing number. There were typically three card catalogues, one for each of the major categories: while the Title and Author indexes were simple, the Subject was always trickier, since each book could have dozens of potential subjects.
Early in the lifecycle of a new FileHold installation, we often find customers who have a list of dropdown menu options they would like to add that is too large to be practical to add manually as a FileHold managed list, but too small to warrant maintaining in an external database. They could use our configuration import tool, but that might be too cumbersome if there is just a single field that needs updating.
Powershell and the FileHold API to the rescue. If we have a text file with a list of our options, perhaps we could add them as simply as by using a single command line.