White Paper. Microsoft SharePoint & Document Automation: Achieving Content Harmony. 2013, Intelledox Pty Ltd. All Rights Reserved.

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Peregrine King
8 years ago
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White Paper Microsoft SharePoint & Document Automation:

2 As technologies evolve, it is becoming increasingly difficult for enterprises to adapt to the explosion of data that their businesses face on a daily basis. Finding, organizing and managing this influx of dynamic data is a daunting task for information professionals as they must tackle a level of 'content chaos' that continues to grow as their operations expand with growing customer and diverse requirements. A 2013 study by AIIM found that a whopping 82 per cent of companies lack an Enterprise Content Management (ECM) system that covers their entire business. Furthermore, even in organizations that have ECM systems and document management platforms, around 50 per cent of their content is held outside of these key programs. While IT and business leaders want to achieve universal access to information, cost efficiencies, comprehensive compliance and corporate governance, and greater collaboration, they are now uncertain of how to do this in such an evolving technology landscape. "The industry has experienced such rapid change over the past few years that enterprises are finding it difficult to adapt and still deal with the explosion of dynamic content. AIIM president John Mancini stated in the 2013 study. "In today's business world, companies that can improve their approach to content management will rise to the top. The Challenges of Content Chaos Many organizations experience content chaos to some extent, creating a number of process inefficiencies, spending leaks and poor allocation of resources. These problems are particularly pronounced in documentheavy institutions such as finance, healthcare and government agencies,-where the organization is often bound by compounded red-tape processes. Businesses with disorganized document management processes may experience difficulties: Communicating accurately to customers, partners and suppliers Managing corporate content and presenting it to various audiences Using corporate technology to its full capacity Meeting legal, auditing, quality and corporate guidelines Quickly responding to customers Utilizing existing time and resources efficiently Deploying an intelligent document management system and integrating it with SharePoint can allow organizations to overcome these problems and move from content chaos to content harmony. Page 2 of 6

3 Adding Value through Document Automation Best practice intelligent document management systems can provide a number of business advantages to companies, allowing them to concentrate on their core offerings. Infiniti, by Intelledox is a rules-based, user-driven platform that provides centralized content management functions, alongside document design and presentation. A sophisticated document automation system such as Infiniti can drive down operational costs, improve user experience, reduce compliance issues and leverage existing information assets to maximum effect. Features & Benefits Ability to generate compliant and consistent documents using pre-defined rules in a variety of formats, including PDF, XML, HTML and Word Eliminate the need for complex macros, which would have to be changed when new versions of Microsoft Office are released SharePoint for Effective Content Management Microsoft SharePoint enables businesses to host intranetbased webpages, allowing them to create content management sites, collaboration environments and portals. Figures from AIIM show that 70 per cent of organizations use SharePoint, often for implementing vital business processes and sharing ideas, expertise and reports. As a single, secure platform, it provides staff with the opportunity to work together in a forward-thinking and easy-to-manage environment that scales alongside company growth. Features & Benefits Boost communications with customers and staff through personalized smart forms that are embedded or skinned, providing a uniform user experience High-quality, automated documentation production with 100 per cent layout accuracy and consistency Seamless integration with existing business systems (ERP, CRM etc.) for comprehensive and up-to-date information and data Elimination of duplicate content and re-keying errors, improving both productivity and accuracy Documents can be easily found and re-used Offers standard workflow templates, as well as enabling businesses to fully customize their own Provides access control and revision control for all centralized content Comprehensive permissions-based accessibility, allowing staff to quickly and efficiently track down information and reports Dynamic web functionality, with basic internet and extranet web site generation capabilities and social media functionality Easy deployment and optional customization paths Page 3 of 6

4 Effective control and management of content and processes, ensuring the right information reaches the right people Cloud-based access that overcomes geographical boundaries, allowing seamless access through a variety of devices Infiniti & SharePoint Maximizing Business Efficiency Infiniti has been developed using Microsoft technology, meaning it benefits from seamless integration with SharePoint. This partnership enables businesses to take advantage of SharePoint's workflow templates while improving efficiency through intelligent document automation. Combining Infiniti and SharePoint creates an ECM that saves staff from the daily chore of poor document management, while boosting accuracy and compliance. Any document created with Intelledox can be named automatically, with metadata set based on context and content, before being saved in SharePoint. Integrating with an ECM in this way means Infiniti can organize a central library that manages reusable content for use in automated documents, providing all the necessary legal and corporate elements, as well as images, layouts and logos. There is quick and easy access to all centralized content, with documents that can be protected and reused over and over again, creating huge benefits for companies across a wide range of sectors. The Bottom Line for Content- Rich Organizations Businesses are increasingly facing the burden of content chaos, which is being exacerbated by evolving technologies and data-driven industries. Mismanagement of documents can lead to substandard relationships with customers, suppliers and staff; inconsistent production; inefficiency and waste; poor compliance and governance; and a number of other issues. However, investing in an intelligent document creation system alongside Microsoft SharePoint can drive performance across key metrics. Reduced double entry, increased accuracy and improved efficiency Automation of business processes Integration with line of business applications, including legacy systems Enhanced staff, client, customer and supplier relations Reduced time checking/reviewing drafts Use of existing data and systems No document redesigns, offering a familiar look and feel No unexpected development costs Full compliance and governance functionality No reliance on IT developers and designers to reconfigure complicated macros Page 4 of 6

5 To learn more about how Intelledox and SharePoint solutions are helping organizations all over the world, please contact SharePoint solution Provider, Gig Werks for your free demonstration. Or visit their site to see a webinar demonstration. Page 5 of 6

6 About Intelledox Intelledox Pty Ltd is an innovative, responsive software development company. Our philosophy is that all software applications should be simple to use, elegant in their construction, and provide an excellent value proposition for our clients. Our vision is to become the leading provider of automated document creation and output management software. The Intelledox value proposition is that our document automation software will reduce the burden on users and IT by reducing the time to create, personalize and distribute a document by more than 50%. About Infiniti Infiniti by Intelledox is an elegant process improvement system that combines the power of intelligent document generation, smart web forms (eforms), and line-ofbusiness integration to deliver significant business value to enterprises and governments worldwide. Infiniti creates significant business advantage through the automation of document-centric business processes. By leveraging existing investment in document management and information assets, Infiniti assists organizations to drive down operational costs, deliver increased efficiency, reduce compliance risk and improve user experience. Copyright Intelledox Pty Ltd 2013 Intelledox Pty Ltd 8 Wiluna Street Fyshwick ACT 2609 Australia Produced in Australia, July, All Rights Reserved. Intelledox, the Intelledox logo, Intelledox.com and Intelledox Infiniti are trademarks or registered trademarks of Intelledox Pty Ltd in Australia, other countries, or both. If these and other Intelledox trademarked terms are marked on their first occurrence in this information with a trademark symbol ( or ), these symbols indicate U.S. registered or common law trademarks owned by Intelledox at the time this information was published. Such trademarks may also be registered or common law trademarks in other countries. Please Recycle Page 6 of 6

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