Document Management in the Mobile World
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Does your company rely on mobile devices to perform key business operations? If you’d like to be able to find and import essential documents, forms, signatures, and more from mobile devices, then view this slideshow to learn how you can dramatically streamline your document management. Watch the on-demand webinar on HelpSystems.com. http://www.helpsystems.com/rjs/events/recorded-webinars/document-management-mobile
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Document Management in the Mobile World
- 1. Document Management in the Mobile World Go Paperless by Automating Your Key Document Processes
- 2. Your Presenters 2 Richard Schoen Director of Document Management Technologies Greg Schmidt Senior Technical Solutions Consultant
- 3. • HelpSystems overview • Mobile document access business scenarios • WebDocs and WebForms overview • Mobile document capture and access demo • Q&A Agenda 3
- 4. HelpSystems Family of Brands 4
- 5. Document Management Solution Overview 5
- 6. Capture Incoming Documents from Mobile Devices Business Need Use a mobile device to capture incoming documents. Solution: WebDocs • Capture photos on mobile device • Sign a PDF on mobile device with Acrobat or another signature capture app • Forward the document via email to: incomingdocs@yourdomain.com • Set subject line or body text with selected key or routing information • The document is now captured, indexed, and routed in WebDocs • Start an IBM i or Windows-based business process 6
- 7. Capture Forms from Mobile Devices Business Need Capture data in real time without needing to print paper forms or capture and enter signatures manually. Solution: WebForms • Interactive web and tablet-based forms • Use and update business systems automatically • Validate data entry • Read and write IBM i database information • Call IBM i programs written in CL, RPG, or COBOL • Use WebDocs to manage and route forms as documents for approval 7
- 8. Access Documents from Mobile Devices Business Need Securely locate and view documents on mobile devices. Solution: WebDocs • Log into WebDocs • Enter search criteria to locate documents • Click a button to download and view a document • Enjoy easy access to remote documents with WebDocs 8
- 9. WebDocs—Document Management Capture and Manage Scanned Images, Reports, and Forms • Capture scanned image documents • Manage forms captured via WebForms • Archive reports for online access • View documents from any web browser • Secure by department or user groups • Use version control to track document changes • Support any PC file or document format: TIFF, PDF, Word, Excel, PowerPoint, Outlook emails, audio and video file, etc. 9
- 10. WebForms—Online Form Data Capture Capture form data via web-based forms • No more filling out forms by hand or re-keying data • Convert any paper form to a digital version • Interface with IBM i or any other database • Call programs and web services • Save completed forms to WebDocs • Version control forms on WebDocs • Generate pixel-perfect PDF documents • Extract form data in other business apps and databases • Integrate with SEQUEL dashboards and other web applications 11
- 11. Form Capture Scenarios 12 Typical form capture scenarios • Use a web form to capture data and update a database • Pre-populate form and send out URL links to complete form • Pre-populate form with data based on an order, invoice, work order, or job number and then complete form • Fill out new form, such as a business application, where data is simply captured and routed to the appropriate person • Fill out new form and store in WebDocs for form management and version control • Pre-populate and store new form in a temporary directory on the WebForms server so it can be opened, completed, and submitted
- 12. Devices That Can Use WebForms 13 Device types • Windows desktop, laptop, or tablet • Linux or Mac desktop, laptop, or tablet • iOS device (iPhone or iPad) • Android device (phones, tablets) • Windows 7, 8, or 10 are supported
- 13. Demo Time
- 14. Questions and Answers Please enter your questions in the chat log.
- 15. Thank You for Attending 16 For More Information: 2016 IBM i Marketplace Survey http://www.helpsystems.com/ibm-i-marketplace-study Website: http://www.helpsystems.com/rjs Telephone: Sales: 800-328-1000 Support: +1 952-933-0609 Technical Experts: richard.schoen@helpsystems.com greg.schmidt@helpsystems.com
Editor's Notes
- Good Morning Everyone and welcome to our live webinar. Today is Tuesday November 17th I’m Richard Schoen coming to you from our offices in Eden Prairie MN. I’ll be the moderator today for our webinar titled: Document Management in the Mobile World This webinar will provide an introduction to some of the important document related tasks your users can accomplish in the field on in the warehouse using their desktop and mobile devices. We have lots of information to cover today so let’s get started.
- As I mentioned I am Richard Schoen, Director of Document Management Technologies at HelpSystems. I am part of the technical solutions group at HelpSystems bringing topics like this to our customers and prospective customers. I have over 27 years of background with IBMi, Windows and Linux platforms and managing and delivering forms and documents. My co-presenter today is Greg Schmidt. Good morning Greg……….why don’t you introduce your self and tell us a little about your role here at HelpSystems.
- Our agenda today will provide a short introduction to HelpSystems and the RJS document management solutions. Then we’ll talk about a few sample business scenarios where customers need mobile document and form access. We’ll provide an overview of our WebDocs and Web Forms software. After that we will provide a short live demo example of capturing data from a SEQUEL dashboard. We will end with a few minutes of Q&A and a couple of polling questions. Feel free to enter your questions in the chat window as we go and we will address them towards the end of the webinar. Select “All Presenters” so the questions are directed to me and Heath. We’ll also plan to complete our session in 30-40 minutes so you have plenty of time to make your next important meeting.
- HelpSystems has been in business for over 32 years providing system management, business intelligence and security solutions for IBMi, Windows, Linux and AIX platforms. The RJS document management products joined the HelpSystems product portfolio in 2014. Most of you on the call today probably already utilize the SEQUEL product for generating queries, reports and building interactive dashboards to access live data. The RJS document management products focus on helping companies implement paperless process to capture, manage, deliver and secure their critical documents. Our WebDocs family of products help companies go paperless by providing several key document management components which I will introduce in an upcoming slide. If you’re planning to implement paperless process in any of your departments, chances are we have a solution to help. OK, Heath is going to provide a short overview on Sequel to set the stage for today’s discussion and provide an introduction for those who may be new to Sequel. ---------------------------------------------------- Our WebDocs family of products help companies go paperless by providing several key document management components such as: -Document scanning to capture paper documents such as AP invoices -Electronic Business Form Output generation software which can be used to generate documents such as invoices, purchase orders, statements, checks and more. -WebForms, our web based data capture software allows companies to capture data at the source of entry and eliminate re-keying of information. (Used often in AP, HR and other departments looking to turn paper forms into actionable data.) -SignHere Electronic Signature Capture – Capturing signatures on business documents such as invoices, receipts, proofs of delivery and bills of lading without printing. -DeliverNow Automated Report and Document Bursting and Delivery. If you’re planning to implement paperless process in any of your departments, chances are we have a solution. Heath is going to provide a short overview on Sequel to set the stage for today’s discussion and provide an introduction for those who are new to Sequel.
- Now for a short introduction to the RJS WebDocs document management solutions. This slide shows the core functions of our WebDocs solution set. Our solution covers 3 core areas Document management – This focuses around capturing and managing scanned paper documents, electronic reports from IBMi and other systems, manufacturing drawings, email, inbound faxes and other electronic documents such as photos, videos and more. We can manage any document that can be created in a PC format. Process management – Webdocs contains a built-in document routing system to provide the ability to electronically route documents to the right people for review and approval as well as electronic signature capture. Signatures can be captured via desktop software or web based forms that can be sent out via the web Forms management – Forms management covers two different but important areas. Output forms – generating high quality business output documents such as invoices, purchase orders, statements, bills of lading, checks and more to reduce paper usage. Input forms – We can take any paper based form and turn it into an online version where data can be captured or we can simply generate online data driven forms. This is a great way to eliminate paper forms and capture data right away without re-keying.
- Here’s the original. I (Beth) cut this slide down a bit, but I wanted to leave you your notes: Business need There are millions of mobile apps available today to capture photos, documents, and signatures (on documents). The common denominator for all mobile devices is the built-in email client. Documents can be captured into WebDocs from any monitored email box. Solution: WebDocs User captured photos on mobile device User signs a PDF on mobile device with Acrobat or other sig capture app Document is forwarded via email to: incomingdocs@yourdomain.com Subject line or body text can be set with selected key or routing information Document automatically captured, indexed and routed in WebDocs An IBM i or Windows based business process can be started after capture
- Here is the original. I (Beth) cut the text down, but I wanted to leave your notes: Business need Field service workers, claims adjuster and remote delivery drivers all have issues when it comes to filling out forms and capturing the form data into their business systems. Being able to capture data or perform inquiries in real-time from any mobile device would allow companies to eliminate printing paper forms and capturing manual signatures and data entry. By capturing and validating data online, data accuracy and integrity is also maintained. Solution – WebForms Interactive web and tablet-based forms Business systems can be used and updated automatically Data entry validation can occur in forms Can read and write IBM i database information Can call IBM i programs written in CL, RPG, or COBOL Forms can be managed and routed as documents for approvals using WebDocs
- Here is the original. I (Beth) cut the text down a bit. Business need Field service workers, construction managers, sales reps and managers all need to be able to quickly access corporate documents and forms. Whether they have a need to access product information, drawings or customer invoices, field workers spend a good portion of their time working from their mobile device. Wouldn’t it be nice if there was a way to quickly log in and securely locate and view documents from their mobile devices. Solution – WebDocs User logs in to WebDocs regular or mobile site Enters search criteria to locate documents Click a button to download and view a document It’s just that simple to access remote documents using WebDocs
- Use a web form to capture data entry and update a database. This would be the typical scenario when a web form is utilized in conjunction with SEQUEL. Pre-populate form and send out URL links to complete form. (These are called Personal URLs or PURLS) Example: Send out a link to a new employee to complete paperwork at home with spouse and then submit the forms. On start day paperwork can be completed and all I9, W4 and other paperwork can be automatically created. Pre-populate form with data based on an order, invoice, work order or job number and then complete form. Example: This is a nice way to be able to send out a form via browser or on a mobile device or to pre-populate a service order or service ticket so it can be completed in the field and then submitted. Fill out new form such as a business application form where data is simply captured and routed to the appropriate person. Fill out new form and store in WebDocs for form management and version control. Example: employee paperwork or ap inv coding. All changes are captured and audited. New form can be pre-populated and stored in a temporary directory on the WebForm server so it can be opened, completed and submitted later. Example: Timecard. At beginning of week a timecard can be started and stored on the form server until end of pay period when it gets submitted. This can also get combined with the personal URL support to send out a secure, personalized URL link to the timecard as well.
- Windows desktop, laptop or tablet Linux or Mac desktop, laptop or tablet iOS device including iPhone or iPad Android device including phones or tablets Winbook and other vendors now offer full Windows 8.1 and 10 tablets from 7” at $59 to 10” ~$179-199. And Microsoft has the new surface devices for around $500. The device landscape is always changing so contact us before selecting devices for your paperless forms project.
- Now we’re going to take a look at a live demo of WebDocs and WebForms in action from a mobile device. Make sure to enter your questions for us to address after the live demo.
- TODO – Q&A OK, now we’re going to take time for a little Q&A. We can go over the 30-minute mark for those who want to stay and if you need to drop off we’ll be sending out a recording link so you can listen to the webinar again or share with your team. We will also show a short poll with a couple of questions we can share with the group. When entering questions, please remember to Select “All Presenters” so your questions are directed to me and Ricky. Do I need to do anything special to enable my dashboards for use with WebForms ? All you need to do to enable a dashboard for webforms is build a URL which passes the appropriate form name and parameter information for the record you want to display. This would normally consist of a customer number, order number, po number, etc. that is a key field to call up a unique record or record(s) in the case of an order display. Can I use embedded SEQUEL CL commands to update data from a web form ? You have the option of using either embedded SQL statements in the web form to insert, update and delete data or you can utilize SEQUEL INSERT, UPDATE and DELETE CL commands to perform data updates to perform audit logging when any data updates occur. This allows SEQUEL to capture any database changes made for audit purposes if logging is enabled. If I implement WebForms, do I have to use it just with SEQUEL integration ? No, the web forms software can be used to create forms to replace any of your paper based processes. Many times when customers approach us and they are thinking of a new scanning project, we have been able to help them think about using the webforms technology to eliminate the paper form before it’s ever generated, therefore re-engineering the entire process to be paperless. Our sales and technical team are great at helping customers identify areas where paperless forms are good candidates for automated process. If you look at any area of the business where users are either generating, scanning or shuffling paper, these are good areas to start identifying for paperless process. You mentioned form version control. Does that mean I can see who made changes to each version of a form ? If a form document is managed within our WebDocs Document Management software, all changes are tracked and stored within the WebDocs repository. This includes an audit of each user that makes changes to a form document. This is great for a signoff audit or check-list where multiple people need to add their signature to the form. A signature can be an automatic IBMi or Active Directory user ID stamp or a physical signature if required. How much training is involved to be able to create a web form ? We typically offer mentor based training and recommend a 3-day class if you’re going to train your internal team on form development. Our services team can also assist in building new form templates and implementing your new processes. You mentioned displaying forms from a dashboard. Does that include just the Sequel Web Interface ? I believe you can also generate URL links to launch using the Viewpoint client so you could potentially utilize the Windows based Viewpoint client as well as SEQUEL web interface to launch and capture data with a web form. Polling Questions: Does your company have the need to implement capturing data from SEQUEL processes today ? Is your company considering a document or form scanning project this year to go paperless? Is your company planning to implement any sort of online paperless forms technology in 2015? Does your company have mobile users that could benefit from online/Mobile forms Technology?
- Thanks for attending our webinar today. We hope you learned some helpful information to allow your company to start thinking about empowering mobile users to access and submit information for use within the business without the paper. If you have a chance, please visit the IBM i marketplace survey link at the top of this slide and fill out our annual survey. Last year 350 of your IBMi peers completed the survey. Results will be published in early 2016 and will you learn what others are doing in their IBMi environments. Also mark the data for our 2016 user conference titled: ShiftIT which will take place here in Minneapolis in June 2016. And of course if you have any additional questions on our mobile and paperless forms technology, feel free to reach out to our sales team, Greg or me and we will be happy to address your questions or provide a more in-depth technical demo. You will also receive a link to this recording so you can share this webinar with those in your company who could not attend today’s session. Again thanks for attending todays webinar. Have a great day and enjoy the rest of your week.