A document management system is a software package, such as Easyfile, that will allow you to enter and store documents electronically and view them from your computer screen.
How can I integrate Easyfile with my other Windows applications?
Easyfile is designed to work seamlessly with any windows based application. There are tools that will allow you to import data in one pass from any Microsoft Office product. Easyfile can also be integrated into any other application by setting up designated hotkeys to allow for importing of information as well as searching for existing customer information.
How do my documents and files get into the Easyfile software?
You can:
· Scan them directly into Easyfile, or indirectly by scanning them to designated baskets where Easyfile will store them until they are indexed.
· Route documents directly from your Windows applications without having to print and scan them.
· Save files from any application directly into Easyfile.
· Save emails directly into Easyfile.
· Have faxes sent directly to Easyfile.
· Import files into Easyfile.
I am concerned that my employees and I are going to have a hard time learning to use the new system, especially since we are used to our old manual filing system. How Difficult is setup and usage?
As part of your package Copy Products will setup and install the software at your location. Using Easyfile is so easy that an employee can be trained how to use it in about 10 minutes. There are many tools designed to save your staff time and effort. Once installed, Easyfile can cut many man-hours from your staff’s time allowing them to focus on more productive, profit generating tasks. Each Easyfile system also comes with an electronic user’s guide and in-depth manuals.
What kind of support am I going to receive after the initial installation and training?
Included in any package that you select, you will receive the following support:
· One year product technical support.
· One year of product updates.
· One year of additional training for new employees.
How can I index my documents so they are easy to locate?
As part of your setup an installation we will design your cabinets to your specification and create index fields customized to your needs. After this index fields are assigned, you can search using any of the index fields. There is also an option to search the text of your documents using OCR recognition.
I have another office or outside reps that I would like to have access to my documents. How is this possible?
Easyfile comes standard with the ability to access your documents over the internet via a secure connection using any web browser. The web service I installed on YOUR server so there is no need to worry about any unauthorized access to your files. This access lets a remote user view any file that their user permissions give them access to. They are also able to add files using the web browser if their permissions allow. This can be installed and configured at no additional charge.
What type of security does Easyfile have, and what about compliance rules I may need to adhere to?
There are many levels of security built into the software. Security can be customized for each individual user or at a group level to allow for it to be as tight or less restrictive as desired. These permissions can vary by cabinet or at folder levels. There is also a full audit trail on every document which keeps track of any activity associated with each document.
What happens after the first year of updates and support?
You will receive a letter thanking you for your business and an invoice if you would like to continue receiving updates and customer support. It is not mandatory to continue with your support but you will no longer receive updates in the future and in the event you wish to receive updates after your support has lapsed there is a reinstatement charge to continue with your support.
How often are updates released?
Major updates usually come out quarterly and minor updates are released as soon as they are available and can be installed if the customer would like, otherwise they can wait until the major release. We also encourage our customers to provide feedback on what enhancements they would like to see in future updates so we can try to accommodate their needs.
What about scanners? What kind do I need?
The type of scanner needed can vary greatly based on volume and other factors. In certain cases, the existing copier in the customer’s office will allow for scanning or may just need an upgrade to allow for scanning. If that is not an option, a small desktop scanner with a document feeder can be acquired for around $700. We have a number of scanners that we can provide based on the needs of each customer. Easyfile will work with any TWAIN compliant scanner the customer may have already in their office.
For More Details, Contact Us Today!
(610) 446-3550
sales@copyproducts.com
