Document Management System, Workflow & E-Forms
Our simple, web-based document management system makes it easy for users to create, store, search, retrieve and manage their documents. With minimal setup, users can start adding, organizing and retrieving content simply and easily. Document types can be organized together, secured by group or document-by-document. The simplicity and flexibility makes the system usable and more secure immediately and with minimal configuration.
Rules Based Retention & Document Management
The Recordsforce Cloud document management system helps organizations manage all types of information and provides instant access to the documents your users need. Documents managed by the system can be secured by document type or document state, as well as to specific users and/or teams.
Controlling, governing and facilitating a document’s life cycle mitigates your organization’s risks. The Recordsforce Cloud document management system provides a fully automated set of intelligent retention triggers that can be configured to identify, archive and dispose of documents based on easy-to-define business rules.
Workflow Automation Increases Speed & Accountability
The Recordsforce Cloud document management system includes Workflow to improve document-driven processes by keeping processes moving and providing accountability. Work Triggers are used to watch for data that causes work to be done on a document. Once that trigger is activated the information is routed to the proper user(s) for processing.
Workflow is simply the mechanism of moving data to the proper users, or even processing it for them to do their share of a larger operation. Once that user/process is done, the workflow system then moves the data to the next user/process for the next phase of work and so on. The Recordsforce Cloud has a unique Work Trigger system that is designed to accomplish this in a simple and flexible manner.
Work Triggers allow you to focus on one step at a time and put them into the system simply and easily. They do not force you into a set of stringent rules regarding how and when items can move between work steps. With Work Triggers, if the works needs to be done, then the steps will be activated and if not, then they won’t. No more drawing arrows and boxes or writing scripts. Let our Work Trigger system do the hard work for you!
Work Triggers utilize notifications via email or text to let users know of new work assigned to them. Each notification can be completely customized to provide the proper information an individual user needs to complete their work. Notifications are also available on a daily, weekly, bi-weekly or monthly basis to remind users how many tasks are still left for them to do. These are configurable at the user level, so each user can decide how much notification they require for their work.
Notifications can also be configured to automatically remind users on a task-by-task basis as part of the built-in Follow Up system.
Management & Reporting
Each user also has their own workflow information panel that keeps track of their performance over the past 30 days. By reviewing this, employees can see how closely they are hitting their goals and whether they need to address an issue or if their process requires any tuning.
Workflow Managers have a similar panel that shows them the workflow performance across all triggers they manage. This allows them to monitor the KPI/SLA information of their processes to ensure compliance and goal attainment. They can also reassign work as needed to help spur on better productivity.
Reporting users are given rights to run current and historical reports for workflow. This includes overdue reports, user workflow reports, work trigger reports and more.
Automate and control the way documents are created by using variable content and data in a simple, intuitive way. Electronic Forms and Document Templating help organizations manage the creation of their documents.
Electronic Forms (E-Forms) also allow for internal and external capture and sharing of information. With the E-Form builder, you can quickly and easily create sophisticated E-Forms that can be used for a variety of uses such as Employment Applications, Time Sheets, Expense Sheets, Invoices and much more.
Easy Installation & Implementation
No Software, Unlimited Users, Implement in Seconds Across All Devices
Our document management system was built from the ground up to support desktops, laptops, tablets and smart phones. Since the Recordsforce Cloud is completely web based there is no software to install for the client machines and no apps to install on any tablets or phones. You can’t make client-side management any easier.
Why Choose Recordsforce?
State of the art scanning technology & highly trained and experienced staff
Strict quality control process ensuring the highest of accuracy
20+ years of document scanning & document management experience