Automate Features

Manual based paper forms used today in organisations are expensive, difficult to distribute, and drive up operational costs to manage and file them. Integrated content management solutions like Automate provide a framework for the automation of these processes.

The Automate Electronic Forms System allows you to create and store a library of on–demand forms to automate the creation, distribution, and filing of transactional forms. These forms can be configured as Microsoft Word, HTML, or Excel documents and made available within the Automate system or posted on an outward facing web site or portals.

The Automate Workflow Management Solution E–forms module, extends the functionality of the system and when coupled with the automated workflow can be used to create highly efficient Business Process Automation solutions.

• Human Resource Applications
• Information Request Forms
• Purchase Requisitions
• Online Order Forms
• Service Request Forms
• Online Credit Applications

Out–of–the–Box Solution

Capture utilises the Automate object model allowing the application to automatically communicate with an existing or new Automate server

Fully Compatible with the Automate Complete Range

Capture connects to the different Automate products allowing users an easy–to–use scan and index interface; upload files and documents right into your existing Automate Workflow Management Solution.

A Simple and Easy to Use Scan and Index Interface

Capture provides a simple interface that allows users the ability to see documents as they are scanned into the application. Subsequent to scanning, your documents are revealed in a tree–like structure within the application. Document indexing is performed within this same easy–to–use interface allowing the user to enter index information from the document.

Inherited User Security Settings

Upon logging into Capture, users are required to select an Automate server and enter a username and password before being granted access; thus utilising the security settings that have been previously configured for the select Automate server.

File Searching and Indexing

After scanning, users will associate the scanned documents with a file. Capture provides the ability to perform a search within the selected Automate project. This feature allows users to associate newly scanned documents with an existing file – removing the hassle of having to re–enter the file indexing information.

Barcode Indexing

Capture supports the use of the “3 of 9” barcode formats, allowing the ability to create new files and divider breaks as well as populate index values. Capture supports the use of barcode break sheets;speeding up the process of indexing while also reducing errors that occur during manual indexing.

Multiple Project Upload Capabilities

Capture enables users to toggle between projects and scan into the different batches for each individual project. When all documents have been scanned into your projects, Capture can be set to automatically sequence through all your projects and upload any batches that are pending.

Auto–File Menu

Automate is a true distributed application. The Auto–File Menu is a system tray application that allows the user to search for and save digital documents, scan paper, record CDs/DVDs and query the Automate database and display the associated image. The Auto–File Menu can access multiple Automate servers and Projects.

Auto–File Desktop Icon

As the name applies, End Users can drag and drop items onto this desktop shortcut to automatically file them into Automate.

Context Menu

The context menu option allows users to right–mouse click on an object and select the Send To option. Once the menu expands, select Automate which will save the object in the Automate system.

Microsoft Outlook – saving email to Automate

The Integration Kit provides direct integration with Microsoft Outlook by placing an Automate icon on the Outlook toolbar. The user can save the selected email or save the selected email with an attachment if one is present. The whole process is very easy – but can be critical in the litigious society we work in.

Microsoft Word – save a document to Automate

The Integration Kit provides direct integration with Microsoft Word by placing a “Save to Automate” icon on the Word toolbar. Selecting this option will save the currently active document into Automate

Microsoft Excel – save a document to Automate

Much like Microsoft Word, the Integration Kit places a "Save to Automate" icon on the Excel toolbar.  Selecting this option will save the currently active document into Automate.

Automate Print Driver

The Integration Kit provides a print driver that can be accessed by any application that prints through the Windows Print Manager component.

Maximise Efficiency and Drive Business Growth

Approval Processing

Automate automates the approval process. Documents are scanned into the system which initiates an approval workflow process. The system provides visibility to other related documents required to complete the reconciliation and approval process. Automate reduces cycle times, reduces errors, and creates organisational scalability.

Document Automation

Automate streamlines the management process. Approved documents are queued for operators and distributed to them on demand. With Automate the data takes place directly from the document image and allows for load balanced distribution, supervisory oversight, and operator productivity reporting. This eliminates the hours of tedious reconciliation.

Document Matching

Automate provides a process for linking a single document to multiple documents. Check images or payment data are imported and automatically linked to a single or multiple invoices that it is paying. This process assists in resolving vendor payment issues and reduces the operational costs associated with payment history research.

Integrated Document Retrieval

Automate provides the tools that allow single click retrieval of accounts payable documents from within other core applications. This seamless retrieval provides productivity gains, eliminates complex training needs, and extends the value of your existing technology investments

Give Your Decision Makers the Information They Need

Is your critical business information held in numerous standalone systems?

Do you have the right information to make the right decisions at your fingertips?

How reliable, timely and accurate are your existing reports?

Can you easily measure your business productivity, efficiency and performance?

Automate will assist in answering your business critical questions and will provide the information that you need by generating reports on demand. These reports will list the current status and complete history of any user that has requested access to the file along with the reasons for the request. The reports assist users and companies to maintain superior audit procedures and comply with required agency regulations.

Maximise Efficiency and Drive Business Growth

With the Automate Integration tool, sharing data and documents between Automate and your current systems has never been easier. By storing and managing your data and documents in a single source and effortlessly connecting systems, you maximise efficiencies while maintaining security and control. Integration allows you to leverage your investment in technology, training and processes by delivering an automated solution right within your existing systems.

The Automate Integration (option) is an easy–to–configure solution that reduces implementation and adoption time and provides the exchange services you need to be successful. Simply map data elements within your line of business applications and Automate, schedule the updates, and start the service. Data and documents that are added, deleted or changed in either system are now dynamically updated during each cycle.

Integration allows you to leverage your investment in technology, training and processes by delivering an automated solution right within your existing systems.

Improve efficiency and reduce data entry errors by:

• Importing data from QuickBooks/MYOB into Automate
• Exporting data from Automate into QuickBooks/MYOB.
• Simple Data Mapping
• Easy to use mapping configuration that reduces implementation time and errors.
• SHAREPOINT Integration Kit Available (Option)
• Many other Integration Kits are already available or can be mapped and created
• Connecting Automate to your ApeosPort device to enable scanning of documents directly into your Automate projects. It also enables "device access" of documents stored in Automate - without even turning on your computer

Importer is the product to use when you need high volume data and document importing when using the Automate Workflow Management System. Importer’s flexibility and power comes from having the ability to use multiple configurations and cycle through these configurations to automatically import information that meets the pre–defined criteria. When needing more advanced importing capabilities Importer can meet these needs as well as having full scripting capabilities and allowing new modules to be developed that utilise the Automate Object Model.

Once configured, Importer can be left to run and cycle through the pre–defined configurations. Within these configurations import locations and types of files to import can be specified. When importing, Importer has the ability to monitor several network directories that can have information added to them via a fax server, multi–function copier, network scanners and other similar devices.

CSV Data Importing

Importer provides users the ability to import index data from a text file. The use of different modules during setup provides ability to map data to specific Automate index fields. During the setup process administrators have the ability to select from several different types of deliminators used to identify new file information. During the import process Importer can create new files or identify existing files within an Automate project and add documents to the file and update the existing file information.

Barcode Recognition:

Barcodes can be used to provide a means to identify new files during an import. Barcodes can also be used to index new files that are being imported. The use of barcodes can help eliminate the need for manual indexing and make the importing process completely automatic.

Multiple Directory Monitoring

Importer can monitor any network directory to new information that needs to be imported into the Automate server. During the configuration process the administrator can identify multiple different directories for Importer to monitor. Importer can then determine what project, the information will need to be imported into as well as if the document should be submitted into a workflow route within the project.

Unlimited Import Configurations

Importer can maintain an unlimited number of configurations. It is these configurations that Importer will cycle through while importing at a pre–determined length of time. These configurations define the directories that Importer will monitor during the import cycles. A configuration file is comprised of different modules that can be place together to direct Importer how to function. Through the use of the standard modules and the ability to create custom modules Importer can provide ample importing capabilities.