DocuWare, set up around how your documents move.
Capture, filing, approvals and retention in one system, with DocuWare IDP reading documents so your team stops retyping them.
We start with the paper trail, not the software.
We implement DocuWare for small and mid-size businesses. First we work out how a document moves through your office today, who touches it and where it stalls. Then we set up capture and filing, and build the approvals your team uses every day.
Invoices are the usual first project. They arrive by email or scanner, the details are read and checked, and the invoice goes to the right person for approval.
- Cloud
- Email and scanner capture
- Part of the Ricoh group
One invoice, start to finish.
Two ways DocuWare reads a document.
| Intelligent Indexing | DocuWare IDP | |
|---|---|---|
| What it does | Picks out the details used to file a document. | Sorts documents by type and pulls out the data each type needs. |
| Where it comes in | Included in DocuWare Cloud. | An added license. |
| Good fit | Routine filing with a few fields per document. | Mixed paperwork, line items or many document types. |
DocuWare sets the packaging and it can change. We confirm what your plan includes when we quote.
What we set up.
- CaptureFrom email, scanners and multifunction printers, so documents arrive without someone carrying them.
- Filing and searchDocuments named and stored the same way every time, and found by searching.
- Approvals and routingEach document goes to the right person, with reminders when it stalls.
- RetentionRules for how long each kind of document is kept.
Questions about DocuWare.
Does it work with our other systems?
Often. We can link DocuWare to other systems using standard connections, Make or custom integrations built on its APIs.
Can our copier send scans straight into it?
Yes. We can connect scanners and multifunction printers so documents are captured, indexed and filed. DocuWare is part of the Ricoh group, so Ricoh machines are a natural fit, but Ricoh is not required.
Can it read handwriting?
AI-assisted extraction reads typed and handwritten documents. How well depends on the document, so we test it on your own paperwork first.
Where to go next.
DocuWare and the DocuWare logo belong to their owner. Smart Technologies is an independent company.