Are your enterprise applications smart enough? In my previous post “You Can’t Capitalize on Your Content Unless It’s Unlocked,” we analyzed the four key elements of document content value: Searchability, Classification, Metadata and Correlation. The goal is to use insightful and easy-to-use software to expose these elements and create a smart layer that multiplies the value of existing technologies. Let’s explore how the elements can impact workflow, content repositories and enterprise apps. I’ve also included two short videos as examples of “smart” solutions.
Workflow Services
Creating digital processes is an essential part of any digital transformation effort. Workflow platforms like Nintex, Microsoft Flow, and K2, drive efficiency and improve productivity. Document-centric workflows often add a degree of complexity, which is why unlocking the elements of metadata and classification, will help drive best practices, business intelligence and actionable data.
For example, a contract workflow that manages and tracks seven or eight different types of contracts, can receive input from both internal and external sources. Internally, most contracts are forwarded to a contract email account, or scanned on a local copier. Externally, contracts are typically uploaded via a web portal. Without the classification and metadata, the workflow does not know the contract type or the entity, date or other valuable data. Therefore, adding a smart automation layer can uncover important information at workflow inception or mid-process. Having this valuable information creates additional automation opportunities, helps direct and route workflow and provides users and systems with much-needed data to make better and faster decisions.
Content Services
Content Services platforms, like Box, SharePoint and Dropbox, have successfully infiltrated enterprises, changing the way we share content. These technologies have eclipsed legacy ECM platforms, due to their ease of use, cloud capabilities and innovative approach to smart document capture. When was the last time you entered metadata in Box? Or, did you have to organize or classify a document in OneDrive? Most companies will answer “not recently or not at all.” As a growing number of enterprises begin to adopt Content Services, the 4 Elements become a huge priority to ensure “smarter” repositories. The elements – Searchability, Classification, Metadata and Correlation – become necessary for:
- Workflow
- Governance
- Security
- Reporting
- Enhanced Search
- Integration
A catalyst, or smart technology layer, is required to either expose the elements prior to entry into the content repository or use web services or crawling to glean important information on existing documents.
Enterprise Apps: ERP, CRM and More
Have you ever wondered why there are so many blank fields in your ERP or CRM systems? Most likely, they are there because it takes too much time or effort to populate the data manually. Unless the fields are required, they will usually remain empty.
There is a solution to this problem. Smart automation technology can simply and accurately populate records to eliminate manual data entry. Progressive data-driven organizations are realizing that document metadata can auto-create records, thereby freeing users to focus on more useful duties.
Returning to the contract workflow example above, imagine that the contract data was extracted from the document, passed to the workflow and then automatically populated a contract entity in Salesforce or Dynamics. This is how using Ephesoft’s Smart Capture® automation layer leads to the multiplier effect throughout the organization workflow platforms. Content Services can further automate other business areas and departments, adding continuous value and business intelligence.
Creating a smart automation layer that exposes document elements adds great value to your content, processes and systems. To learn more about using Ephesoft as a catalyst for driving value, contact us today.
