PaperSave for Blackbaud

PaperSave®
Three Solutions Rolled Into One
Document Management,ElectronicWorkflow &TransactionAutomation
3150 Miami Green Way - 11th Floor, Miami, Florida 33146
877 727 3799 305 373 0056 www.papersave.com

Transaction
Content Management
with PaperSave
SIMPLE
Automate transaction entry, manage approval processes, find any document
immediately, reduce the cost of file storage and save time spent filing, copying and
searching for records while working the way you always have — right inside the
Blackbaud solutions.
PaperSave is a flexible, scalable and secure transaction management solution built
on Microsoft®
technology (SQL and SharePoint) which seamlessly integrates with
Blackbaud CRM, Raiser’s Edge, Financial Edge and Education Edge.
PaperSave Benefits Include:
ü Enterprise Document Management
- Manage Documents beyond the Blackbaud solutions
ü Workflow and Automation solution
ü Out of the Box Integration
ü Certified for Blackbaud Hosting Environment

Manage All Your Documents | PaperSave gives you the opportunity to receive and process all kinds of documents, not just
Accounts Payable. By integrating to Constituents,Gifts,Vendors,Projects,Journal Entries,Payroll,Funds,Events,Students,and other
types of transactions, PaperSave allows you to use one solution for many applications across your organization.
Avoid Costly Integration Programming | PaperSave is fully embedded to use one solution to store and process information with
the Blackbaud solutions you already know. Simply opening a record allows you to retrieve the document with a single click.
Get instant, On-Screen Access to Documents in One Click |
Respond to vendors, parents, employees quickly by accessing key
information without a trip to the filing cabinet. PaperSave’s seamless
integration with the Blackbuad solutions means that you can instantly
access your documents. Open a record or transaction, and PaperSave
notifies you that documents exist. Our MS Outlook®
-style notification
window allows one click access to your documents.
Increase Profitability with Transaction Automation | Transaction automation helps cut the cost of an invoice and the time it
takes to process one by eliminating manual data entry into Financial Edge. PaperSave manages the documents from receipt,
capture,extraction,validation,workflow and transaction creation,thus speeding up yourAccounts Payable process,improving vendor
relationships and eliminating late fees with Simple Capture or Advance Capture programs.
Auto-Index and User Defined Meta-Data for Your Document | Unlike many document management solutions, PaperSave
automatically indexes the document through our unique integration with Blackbaud. Our approach eliminates the need to manually
index a document causing duplicate data entry which is prone to human errors and document backlogs.
User Defined Keywords or Meta-data can also be added, making your searches even simpler by adding an unlimited number of
document dimensions. For example, contracts can be easily identifed by their expiration date, whether or not they are renewable,
through the simple creation of user defined profile fields. PaperSave’s Structured Search can then be used to pull a group of
documents to meet your specific criteria.
SIMPLE
DOCUMENT MANAGEMENT
Automated Two and Three way Matching Process

Comprehensive capture solution for all your documents. Whether you are capturing documents from a
scanner, network copier/scanner, fax machine, email or Microsoft Office®
, PaperSave allows flexibility in
capturing documents regardless of how they are received or created. Acquisition methods include:
Flexible Capture Methods SIMPLE
ScanNow™
Documents can be scanned directly from your desktop with one
simple click from inside of Blackbaud.
ScanFirst™
Allows you to clean up your desk by eliminating the paper. With a
simple click, users can scan and capture documents from receipt
directly from their desktop. After records are saved, PaperSave
automatically indexes the documents from the information entered,
automatically stores the document and brings up the next document
in the electronic stack for you. Imagine all that within one click!
Auto-Entry
Allows Accounts Payable and Gift Entry to be performed by
non-Blackbaud users by adding applicable transaction information
into the PaperSave Document Profile Fields.The AP or Gift Processor
is then able to review the documents and related transactional
information and “Auto-Create” the Transaction in Blackbaud.
Forms Recapture
Automatically capture acknowledgement letters directly to the Gift
record without having to manually associate each one!
Print to PaperSave
Capture and index documents directly from the Windows Printer
window allowing you to streamline the capture process around
reports and acknowledgement letters.
ScanLater™
Empower the users by allowing them to easily add a document
without a desktop scanner or any special supplies. Simply print a
barcoded coversheet directly from a Blackbaud Record. Scan the
document at any point in the future. PaperSave reads the barcode
and automates the association of the documents in the stack.
Outlook Integration
Capture email and attachments and seamlessly enter them into a
workflow or associate with an existing record in the system. All from
a click of your tool bar within Outlook.
Microsoft Office
Whether it is a PowerPoint®
, Word®
or Excel®
document you’ve
received or created, seamlessly add it to a record or enter it into the
workflow from your tool bar.
Windows File Manager
Simply right click from any supported file type and be able to add
document seamlessly into PaperSave.
Drop and Drag
Another intuitive option to manage electronic documents. Use
standard Windows functionality to capture a document by simply
grabbing a file and dragging it into a PaperSave window.

Workflow Templates
PaperSave offers 7 templates based of common workflow scenarios as part of our Rapid Implementation offerings. Quickly create
a workflow from a template consisting of document review with single or multi-tiered approval activities. In cases where workflow
requirements templates do not meet your operations needs, PaperSave offers the ability to create ad-hoc workflows or to adjust
pre-defined workflows.
Create
Create simple or complex document Workflows to help you streamline processes based on your business rules,security controls and
a comprehensive audit trail. PaperSave incorporates the powerful Windows Workflow Foundation engine giving a graphical user
interface of your process as it is being created. Just drag-and-drop steps into your process without any complex coding. For
example, manage multi-tiered approvals based on amounts or route documents based on GL Account Numbers.
Automate
Take the guess work out of the process by
automating business rules essential to
efficiently moving documents through the
process. PaperSave delivers documents to
approvers at the appropriate step in the
process based on your business rules.
Approvers receive an email requesting their
approval and—right from the email—click the
link, review and approve the document.
STREAMLINED
Manage
Your Process,
Not the Paper.
Look to PaperSave to automate your workflow and increase staff productivity while reducing costs and accelerating
your procurement to pay cycle. Eliminate the chance of paperwork getting lost or neglected or not going through the
proper process.

WORKFLOW
APPROVE &
VALIDATE
AUTO-ENTRY
TRANSACTIONS
ALERT
MONITOR
AUDIT TRAIL
CREATE
AUTOMATE
Alert
PaperSave works with SMTP or MAPI compliant email systems to deliver alerts to users that there are documents requiring
review. Emails contain a link to view content on a computer or mobile device eliminating the multiple copies of uncontrolled
documents emailed as attachments. This validates the user through our single sign on with Active Directory and displays
the content so the user knows exactly what they are approving.
Approve and Validate
Chasing down paper is time-consuming and no fun. You can approve invoices from inside or outside of your office. PaperSave now offers
browser-based approvals from any location right from your email or mobile device! Simply click “Approve” or “Reject”, and PaperSave will
advance the document to the next step, eliminating the guess work of where it should go next while maintaining tight internal controls.
Capture information from approvers and validate GL distributions against your chart of accounts to eliminate errors and save time.
Auto-Entry Transactions
Auto-Entry option allows AP data entry to be performed by non-Blackbaud users by adding applicable transaction information into the
PaperSave Document Profile fields. The AP operator is then able to review the documents and profile information and “Auto-Create” the
Transaction Batch. Add-on the OCR feature for even greater efficiency!
Monitor
Need to know where documents are
during the process? PaperSave delivers
on screen reports showing the status of
documentwhichcanbefilteredorsorted
by Date, Approver, Process and more.
Administrators can reassign documents,
escalate through the process and even
do analysis for accruals.
Audit Trail
Maintaining a complete audit trail
throughout the Workflow Process is
essential to your audit and internal
controls. PaperSave capture all steps
of the workflow the document passes
through, the action taken (approved,
moved, associated, rejected), the user,
date and time the action was taken. A
permanent record of all document
workflow activities is maintained for
each version of each document that
has been involved in a workflow.
STREAMLINED

AUTOMATED
Transaction Process
Automation with
PaperSave
One Platform.
Two Options.
Many Applications.
Automate transaction entry, find any document immediately,
reduce the cost of file storage and save staff time spent filing,
copying and searching for documents all while working inside
Blackbaud. PaperSave is a flexible, scalable and secure
document management solution built on Microsoft technology
(SQL or SharePoint) which seamlessly integrates with
Blackbaud.
In today’s economy, Transaction Automation is the perfect technology to help you reduce costs, streamline
processes and meet your business objectives. This cutting-edge solution is an excellent fit for the most
demanding high-volume, complex operations. Transaction Automation is available at a basic level with
PaperSave’s SimpleOCR and additional functionality is available with AdvancedOCR powered by Artsyl. A built
in upgrade path from SimpleOCR to AdvancedOCR is available.
Transaction Automation is an additional module of PaperSave which can be added at any point of time. It
automatically captures your transactional data from AP Invoices and Raiser’s Edge Gifts to dramatically reduce
manual data entry costs through the utilization of Optical Character Recognition (OCR) technology.
"There is more to accounts
payable automation than just
cost savings; imaging and
workflow management...
...solutions promote compliance
with business controls allowing
A/P staff to focus on more
strategic tasks"
"Enterprises that have adopted
various flavors of e-payables
solutions have transformed the A/P
function to a source of competitive
advantage, supporting business
planning and decision making"
AMIT GUPTA
Research Analyst,Aberdeen

AUTOMATEDPaperSave’s SimpleOCR
SimpleCapture is a simple affordable solution for automating information
extraction from digital documents. By automating your transaction entry
efforts, SimpleCapture allows you to cut data-entry time in half.
SimpleCapture is intuitive, it learns forms the way you do! No need to create
templates. When a new invoice format is received, simply point and click to
train the system on the new format. The format is stored for future
recognition. The auto learning approach allows for a rapid deployment with
a quick ROI while reducing IT dependency.
PaperSave’s AdvancedOCR
AdvancedOCR is a fully automated, distributed document and data capture,
extraction and processing solution. Using Intelligent Document Recognition,
(IDR) technology, AdvancedOCR captures simple and complex data including
line item details using:
FULL PAGE AND ZONAL OCR
ICR (HANDWRITING)
OMBR (CHECK MARKS)
OBR (BARCODES)
Transaction Automation Process*
Capture and Extraction of structured and semi-structured documents with
no templates to set up drive the popularity of this solution. Header and Line
Item Data are captured and automatically validated using built-in logic.
Validation. The scanning operator uses an easy “Point & Click” method to
verify low confidence data. Point & Click capture works out of the box for
structured or unstructured documents with no pre-set profiles. Simply look in
a source database where a transaction will be generated, and the active
database scanner allows an operator to capture one missing field and validates
the rest automatically.
Workflow. Once the verification process is completed, documents can pass
through PaperSave’s workflow for approvals. PaperSave streamlines your
operations by eliminating the ‘paper pushing’ and the cost associated with
managing a traditional paper based process. With PaperSave, virtually any
process can be automated and managed electronically.
Auto-Entry for Automated Transaction Creation. Once the document has
been captured, data extracted, validated and approvals are granted, PaperSave
automatically creates the transaction in Blackbaud’s Raiser’s Edge and
Financial Edge solutions. This eliminates the keystrokes while at the same time
boosting accuracy and efficiency.
*Powered by Artysl’s SimpleCapture and docAlpha technology
PaperSave’s
TRANSACTION
AUTOMATION
BENEFITS Include:
ACCELERATE BUSINESS PROCESSES
Increase customer satisfaction and capture
new business by automating data capture
& eliminating manual data entry
TIME SAVING
Reduces document processing time by as
much as 80%
QUICK SET UP
Process multiple formats of incoming
documents in seconds without complicated
templates or expensive programming
EASY TO OPERATE
Eliminate expensive training that can cost
thousands per employee and delay benefits:
AUTOMATED SELF-LEARNING CAPABILITY
Automatically learns and locates data fields
on invoices and other forms as you work.
FAST ROI
Achieve a return on investment in as little
as three to four months
SEAMLESS INTEGRATION
Integration with Blackbaud’s Raiser’s
Edge and Financial Edge solutions.

PAPERLESS
Go Green and Paperless
to Save Time, Save Money,
and Protect Your Business
Going paperless offers many benefits. In
addition to being environmentally friendly, it
drives organizations towards efficiency.
PaperSave delivers a complete, secure
electronic storage and workflow system
without the inherent inefficiencies and risk
of loss associated with traditional paper
processes and filing systems.
Key Benefits Include:
SLASH PAPER AND FILE STORAGE COSTS
PROTECT YOUR DOCUMENTS FROM DISASTER
IMPROVE ORGANIZATIONAL EFFICIENCY
ENHANCE COLLABORATION
ENJOY A HIGH RETURN ON INVESTMENT
ENHANCE REGULATORY COMPLIANCE AND SECURITY

Minimize your Impact
on the Environment
Looking to minimize your corporate carbon footprint? Moving to a
paperless environment is the way to go. According to The Nature
Conservancy, 36 million acres full of trees are cut down each year.
Deforestation accounts for 20-25% of the greenhouse gases
emitted into the atmosphere each year. These statistics are not
hard to believe if you consider a document gets copied 19 times
in its lifetime. Start digitizing documents today, protect global
resources but most importantly save your company time and
money while enhancing your disaster recovery plan. Everybody
wins.
Annotate and Share Records
Effortlessly
Update your records and share information
organization-wide—annotation options include stamping,
drawing and typing notes on a document. Quickly and easily
zoom in/out, rotate, print, save and email the documents you
want. Plus, PaperSave is fully integrated with Microsoft Office, so
that you can save Office documents directly from Office to records
by clicking a button in Outlook, Word, Excel and PowerPoint.
Connect Remote Office
Eliminate expenses and improve collaboration across your
locations! So often, documents are overnighted between locations
for processing and payment. PaperSave eliminates the need to
physically transport documents, thus, eliminating the costly
transportation expense and accelerating ROI.
Remote employees can access documents on demand eliminating
the delay retrieving information when they need it most.
Security
An essential part to any Document Management solution is
securely protecting the information contained in it while following
industry regulations like Sarbanes-Oxley, HIPPA, PCI or protect
individual’s privacy like Social Security Numbers. PaperSave
offers several layers of security versus an all or nothing approach.
PaperSave’s security leverages Windows Active Directory so user
rights can be managed by individual and group names. The first
layer of security is by PaperSave’s DocumentTypes where users are
given rights to view, add and delete documents. The next level of
security is by PaperSave’s Annotations where users are given rights
to add, hide, delete or permanently redaction information, allowing
a user to view a document but not sensitive portions of a document.
The final layer of security is specific to PaperSave’s SharePoint
integration. Advanced Filters for SharePoint gives a user access
to documents only for specific types of records to limit user
access by user defined parameter such as company regions,
departments, offices by filering information from data such as GL
Account Number, Project Number and other values being pulled
from the Record Information or Meta-Data.
PAPERLESS

The ability to search for vital information is important to any business. PaperSave offers several search and retrieval features that
make your search time faster and easier whether you need a single document or a group of documents. Harness the power of
PaperSave’s comprehensive search features to pull groups of documents by similar characteristics such as key words, document
types, and dates. All these benefits without having to involve your IT department when you need information. Benefits Include:
• Quickly perform cross record search to find documents
• Full Text (OCR) Search with SharePoint supports PDF, Emails and Microsoft Office Documents
• Use Boolean search expressions like ‘and’,‘contains’,‘greater than’ . . .
• Open or Close Groups of documents with a single click
Query integration
Have you ever created a Query and needed to review the supporting documents individually? PaperSave allows you to view, email
or print all of the supporting documents for Query results instantly without the hassle of having to scour your entire file. It even allows
you to query information that isn’t even defined on the document such as GL Account Distribution to make Audit Preparation quicker!
Unstructured Search
Internet search engines such as“Google”or“Bing”search webpages for“key words”or“values”. PaperSave performs similar unstructured
searches on RecordValues (meta-data),Document Profile Fields (user defined meta-data) and the Content* of the document.
Structured Search
PaperSave makes even advanced queries of documents simple. Easily create Structured Queries based on Record Information,
Profile Information (user defined meta-data) and Content without having any technical skills. Documents results can then be further
filtered using Boolean Logic, sorted, exported, email or printed from your desktop.
SEARCH
Recent government regulations have served as a wake-up call for organizations to formalize document retention policies to meet
compliance requirements. Regulatory demands and the number of documents produced daily continue to grow. So having a solid
information retention policy process is a necessity, and implementing those policies within your document management system
simply & seamlessly is must. Once your policies are set, PaperSave can help you policies with state of the art archiving & purging
features that have been designed to meet the needs of organizations.
Key Benefits Include:
• Automate disposal of documents based on retention rules
• Mitigate risks of having documents beyond their required retention deadline
• Requires SharePoint Integration
* Requires SharePoint integration for Content Search
Full Document Life Cycle Management
PAPERLESS

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