3 Powerful PaperSave features: Automation, OCR Engine, and SmartForms

3 Powerful PaperSave features: Automation, OCR Engine, and SmartForms

There’s no shortage of ways PaperSave can help your organization improve its workflow and efficiency. Our powerful suite of features and integration capabilities help small- and medium-sized enterprises (SMEs) all over South Florida streamline processes by eliminating redundancies and automating repetitive tasks.

We encourage you to browse around the company website. Our numerous service pages, case studies, and infographics provide a wealth of information on how we can help your business save money while getting more done.

While a single blog post won’t be able to cover everything, there are three particularly powerful features we’d like to focus on. If you have further questions about any of the products or technologies discussed below, please don’t hesitate to contact us.

Automation

Automation, in its most general application, refers to replacing any human task with machine labor. But things get really exciting when automation is brought into an office environment, where the very definition of machine is changing. Powerful new AI systems and machine learning are enabling technologies to take over even non-rote tasks that have traditionally required basic human cognition.

Let’s take sales order processing. After creating a web-based smartform (more on that later) that collects essential purchase order info about the buyer, PaperSave’s document management system (DMS) will store the data in a central database. When forms are submitted, a pre-programmed workflow can be set up to automatically purchase orders from a procurement lead. Push notifications can be automated to speed up the approval process, and the purchase order can be automated to be routed to supply chain managers for confirmation.

Similar options are available for customer sign-up processes. When someone signs up online, they can be onboarded directly to your customer relationship management (CRM) platform, and their information routed to a customer service representative who can assess whether the client is relevant to your organization. If given a green light, your CRM software can be automated to send a welcome package or email discussion options the client might be interested in.

Of course, these are only a couple of potential tasks that can be automated. The options for automation are only growing.

OCR engine

Optical character recognition (OCR) quickly and automatically scans images of text, searching for patterns that resemble letters, numbers, and symbols. Using a digitized key of all these possible characters, it recognizes and converts text you scan or take a photo of into digital data that can be organized, searched, modified, and manipulated. This helps drastically reduce and, in many cases, eliminate data entry, categorizing, and analyzing large chunks of text and documents.

OCR technology is regularly being used in hospitality, healthcare, law, and Higher-Ed, to name a few. It allows offices in every field to interact with scanned documents as more than just image files. OCR can extract needed information and enter it into databases automatically, offering more accurate, more efficient, and quicker information processing.

Healthcare institutions use it to process patient and insurance information while avoiding HIPAA exposure by avoiding human interference throughout the process. Bankers use it to process checks without human involvement. Colleges can strip from resumes and school transcripts the vital bits of information needed. And these are only a fraction of the industries OCR is changing.

Smartforms

A strong shift has occurred in the ways companies gather information from clients, suppliers, and team members. Many are now opting to use online Smart Forms because these offer a much more dynamic approach to information gathering.

Smartforms can handle calculations automatically, within documents, such as compiling total costs on invoices based on information entered in each cell. A single form can be created for all users, and sections irrelevant to one user can be hidden from the next. The forms can even alter what is shown as it is filled out progressively, based on previous answers.

Luckily, PaperSave Smart Forms integrate easily with the applications you’re already using, like Dynamics, Dynamics 365 Business Central, Intacct, and Blackbaud, as well as other SQL databases. Once a form is submitted, your previously inefficient, manually entered, paper-based process becomes a streamlined electronic workflow.

These are only three of the many dynamic, productivity-enhancing tools available when you go paperless with PaperSave. Start your new year with these new tools and start seeing the savings immediately. For more information on PaperSave, schedule a free personalized demo with us.