WHY IS THERE PAPER ON THE COMPANY DESKS?

Transcription

1 OLITOUCH

2 WHY IS THERE PAPER ON THE COMPANY DESKS? Just look on the desks to find so many internal processes still managed by paper. These processes create inefficiencies and delays. Document Management Systems are actually filled only with electronic documents, automatically captured from ERP and CRM. For instance, invoices, which are produced by the ERP system and can be acquired directly by Document Management System without any intervention on the process. The paper documents (except somewhere the passive cycle documents) have not yet been a target of optimization, because so far their dematerialization has been a complex and expansive operation in terms of time, as well as disliked by the users. Paper on the desk Purchase of expensive DMS Paper on the desk? PAGE 2

3 WHAT DOES TO DEMATERIALIZE A DOCUMENT MEAN? Dematerialization is the action that enables inserting documents into a Document Management System in order to be managed end/or researched The document image capture is not enough to ensure they can be traced and managed. We need to index the document, linking data with image For example, an invoice could be indexed with the following fields, some fundamental and mandatory for future operations, other simply recommended: INVOICE Number Date Customer Name VAT Number Amount PAGE 3

4 WHY DOES OLITOUCH SOLVE THE PROBLEM? OLITOUCH is the first service designed specifically to dematerialize paper documents. Before Olitouch, to dematerialize a document several actions in different places (close to the multi-function, near the desk, etc..) were needed, requiring the use of various application programs (open the network folder where the document had been captured, open the indexing software, open the signature software, open the mail client...) OLITOUCH perform all these operations without moving and without switching applications, because all the necessary functions are available on the console. PAGE 4

5 DISCOVERING OLITOUCH OLITOUCH is composed by: A All-in-one Touch Screen Appliance A Software A Service provided by Olivetti Internet Data Center OLITOUCH enables the following features: Document scanning Document Indexing Local or online document archiving Search and document managing Digital Signature Post-Office service PAGE 5

6 DOCUMENT CAPTURE To speed up and facilitate the operations, OLITOUCH is typically installed close to a Multifuction Printer (MFP). The Multifuction Printer and Olitouch can communicate by TWAIN driver or by Scan-to- Folder function When you press the specific document folder icon, the scanner automatically scans the document and sends it to OLITOUCH touch screen; now the indexing fields related to the type of document are available on the console in order to go on with indexing procedure. PAGE 6

7 DOCUMENT ARCHIVING 22 document types with pre-selected and pre-configured indexing fields are available. The document types you usually find in a company archive. Their icons are presented on the desktop. Document types can be easily modified and adapted to the specific use. Accounting documents Customer Orders Supplier Orders Customer Invoices Supplier Invoices Transport document Due Notice Credit Note Other Documents Inbound Mail Outbound Mail Expense Report Expence Justification Account Statement Bank Communications Bank Statement Report Working Papers

8 DOCUMENT INDEXING INVOICE In case the field information are non available in the text, or OCR is not be able to recognize the characters, you can bring up a keyboard onscreen for manual operability. The OCR System and the Semantic Analyzer automatically fill the recognized fields. You can fill the remaining fields simply touching the field name, and then one letter of the word you want to insert. INVOICE PAGE 8

9 DOCUMENT ARCHIVING Two different archiving modes are available and can be selected: Local Archiving Online Archiving in the Olivetti Internet Data Center The two modes are alternative. When initially chosen the local archiving, switching to Internet Data Center mode will be possible at any time. Neither subscribing other services nor additional costs are needed to move to the IDC archiving PAGE 9

10 DEMATERIALIZER WEB SERVER WorkStation 1 Olitouch Document Repository (on site archiving) WorkStation 2 USB?.. WorkStation n LAN Local Area Network Scanner Olivetti Intenet Data Center Services: Document Repository (on line archiving) Posta on Demand Digital Signature INTERNET

11 DEMATERIALIZER & WEB SERVER WorkStation 1 Olitouch Document Repository (on site archiving) WorkStation 2 USB?.. WorkStation n LAN Local Area Network Scanner Olivetti Intenet Data Center Services: Document Repository (on line archiving) Posta on Demand Digital Signature INTERNET

12 USER FRIENDLY DOCUMENT MANAGING Customers can easily create Folders where documents are automatically set according to stated rules (i.e. all the invoices from a specific supplier, all the invoices received in a specific month, etc.) Supplier Invoices Monthly Invoice Folders Document Types (i.e. supplier invoices) Document Folders (i.e suppliers invoices, 2011 supplier invoices, ) Supplier Invoices Repository Monthly Invoice Folders

13 CUSTOMIZING OLITOUCH Document Types are pre-configurated, but can be changed to be compliant with customer requirements PAGE 13

14 OLITOUCH ON-DEMAND POSTMAN

15 OLITOUCH enables HYBRID MAIL Hybrid Mail is mail that is delivered using a combination of electronic and physical delivery. It involves digital data being transformed into physical letter items by a Service Provider. Simply give OLITOUCH your instructions, it will take care of: Printing sheets Putting into an envelope Putting a stamp on Going to the nearest Post Office Delivering to receiver mailbox Small & Medium Business usually don t access Hybrid Mail Solutions because of small volumes of letters. OLITOUCH enables you to send the number of letters you need, without any constraint or minimum quantity: you can just send one only mail PAGE 15

16 ONE ONLY OLITOUCH TURNS EACH DESK INTO A POST OFFICE PAGE 16

17 JUST A FEW SECONDS TO SEND A MAIL Buy a prepaid credit at your dealer s. Olitouch shows available credit Select the document to post Sender address is preconfigured and automatically filled Insert delivery address Select the mode you like best: Priority Mail Registered Mail Olitouch displays service quotation Confirm sending. Your letter has been posted and your credit has been updated