Electronic circulation of documents

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Electronic circulation of documents

A modern tool for effective management of the circulation of key documents within the organization. It facilitates the acquisition and approval of various types of documents such as invoices, orders, contracts and public contracts. Fully integrated with a cloud service based on OCR systems for mining paper documents with the added value of artificial intelligence.

Main benefits

A complex electronic document circulation solution based on the FaMa+ product, including MyDesk portal extension and Marion mobile application. It covers the entire intra-company life cycle of various types of documents, such as received and issued invoices, orders, contracts, requests. Automated extraction of received paper documents using artificial intelligence can also be part of the solution.

Time and cost savings

Digitalization of document acquisition and approval processes saves time and costs within operational agendas. In this way, it is possible to speed up the approval and posting of invoices and other documents.

Clarity

Approval takes place on a easy-to-use portal dashboard that can be adapted to the organization and individual job positions within it. Documents can also be approved within the native Marion mobile app for iOS and Android.

User notification

Notification of a new task can be sent to users via email, SMS or push notification. The document processing is therefore not hampered by delays in communication.

Process flexibility

Approval processes can be flexibly defined and managed based on a workflow tool integrated directly into the solution. Processes for individual documents can be serial or parallel, individually set and can be changed according to the needs of the organization without the need for programming.

Integration

The solution can be fully integrated with a trusted document archive, accounting system and SMS messaging service. An integrated cloud service based on artificial intelligence from Microsoft can be used to extract paper documents. The unit also includes an engine for processing standardized ISDOC data formats.

Security

A modern and above all secure platform. Access to the solution is uniformly controlled based on user and role authentication. Signing in is done using the Microsoft ADFS service. Access to data is competently limited only to the data to which the user is supposed to have access. All data exchange within the mobile application takes place in a secure manner using encryption mechanisms.

Substitutability

The stand-ins of individual workers can be defined so that the document processing is not stopped during vacations or absences of key people.

Outputs for management and reporting

User widgets with key indicators for managers can be displayed within the solution.

Compliance with internal governance legislation

Solution in accordance with the Financial Control Act 320/2001 Coll. generates records for internal governance. The solution supports the validation of selected actions with electronic signatures and seals, including time stamps.

Effective work with document files

Support for version management of documents and metadata, the ability to view approved PDF documents directly with registered documents.

Key Functions

MyDesk portal

The portal provides ordinary users with access to its individual services and enables them to solve selected life situations concerning documents online, from previews to approvals to display of management reports for selected roles. Users can collaborate on documents using internal communication chat or notes. Documents and their metadata can also be printed or downloaded, if allowed.

Marion Mobile App

The user can perform operations similar to the MyDesk portal within the native Marion mobile application available for iOS and Android operating systems. Information and approval processes are thus under user control 24×7 and they can effectively manage them even outside the organization.

Backend zone FaMa+

A backend zone for the organization’s employees is part of the electronic document circulation solution. In this zone, authorized workers process individual accounting documents, including possible conversion of documents from paper form and their automated or manual extraction. This may involve close cooperation with other customer internal systems, e.g. with an accounting system. Communication with these systems takes place via a universal communication interface, which can be implemented using an integration platform. The solution is of course fully integrated with selected modules of the FaMa+ FA edition for managing the organization’s accounting and financial processes.

MARION

A mobile application designed for managers and others, who need to always have information on the current status of individual accounting documents at hand..

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