Documatics Limited – Business Process Management software

Contacts and Clients

No other product provides a more extensive facility for managing your contacts than Office Evolve™. The contact database is a consolidated shared directory of any contact connected to your office. The directory includes over forty different folder types that can be added to with ease. You can also create your own contact folders within the database. Solicitors, doctors, auctioneers, courts, and engineers are just a few of the folder categories available. All contacts entered during the creation of a project will automatically be added to the Contact Directory.

Client Files

Office Evolve™ stores all the details gathered about a particular case in one centralised location to allow you to quickly find anything you need with the click of a button. It is easy to store all your information for a client in one convenient and central location, enabling your office to manage and organise data more efficiently. Multiple users can work on one case in concurrence, and the CheckIn/CheckOut facility ensures that no one’s work is overridden.

Document Management & Forms

Document management is one of the most vital aspects of any office. Constantly having to refer to your physical file for information on a case can be time consuming, especially if that file is not to hand. By ensuring that all information is stored within Office Evolve™ Document Management Software , you can be sure, that when you need it, that information can be found. Documents can be placed in the appropriate case file for easy retrieval when needed. Office Evolve™puts an end to searching your hard drive for the files and documents, or filing cabinets for the printed documents for a client or case. Simply open a client or case file and open the document explorer, where you will find all documents generated or received. All documents and cases can also be sorted and filtered by name, creation date, reference, stage, user, modification date and much more. Office Evolve™ is fully integrated with the Microsoft Office line of products such as Word, Outlook and Excel enabling you to create documentation and manage Emails in a simple and easy manner.

Email

Due to deep integration, Office Evolve™ works in conjunction with Microsoft Office system, so you can enjoy the advantages of processing emails in Office Evolve™, including the ability to associate outgoing email with contacts and clients addresses. Documents can be easily attached to outgoing emails, and will have recorded in the history of the document the time and date as well as whom the email was sent to. The ability to easily drop emails into client files is another key aspect to managing your client.

Internal Email

Internal Mail allows you to draw another user’s attention to any document you might want them to review. Each user is notified through Internal Mail if they receive new post that has been scanned or if a document has been added to one of their client files. By utilising this form of communication, offices can reduce the number of emails and phone calls between staff members, reduce the amount of documents printed while speeding up interoffice communications. Internal Mail stores all of your messages in one database to allow you to review, forward or reply to messages quickly and efficiently.

Tasks

It is essential that you are reminded, in advance of important deadlines, or that you are notified when someone has added to or changed your schedule. Tasks make it easy to manage your ever-changing schedule and list of priorities. Tasks enable for any user to be notified of upcoming diary items. For example, you may want to schedule a phone call and give yourself an early warning so that you have prepared all of the information necessary to make the call. You can even schedule a task to remind yourself that a document needs to be created and posted.

Mobility

Take mobility to the next level with the latest remote access and offline technology. Office Evolve™ offers you the ability to work offline on your laptop and to work on cases and documents while in transit or meeting with clients. Our remote-access feature allows you to access your office directly 24/7 via an internet connection.

Workflow

Office Evolve™ innovative Workflow feature allows you to automate your processes to ensure each activity in the life of a project is completed, audited and tracked. This helps ensure an efficient, productive working environment while ensuring the highest of standards and compliance. Each document activity can be assigned within the scope of the Workflow, as well as any appointments, tasks and call logs. The multi branching ensures that multiple tasks can occur concurrently, while the definition of user roles ensures the correct people are attending to the specific tasks. The Workflow editor of Office Evolve™ provides an easy to use tool in the generation of your defined processes.

Notes

Office Evolve™ provides an ability to store notes and attendances on a client through the Activity View. This allows the user to add informal information to client files. These notes can be linked to Memos, Attendance Notes and general information. As well as viewing the notes on a client, all documents, call logs, appointments and tasks can be accessed through one activity view to give you the complete chronological history of all that has happened with your client.

Calendar

The ability to view and access all user calendars in real time is vital for any office environment. There are multiple calendar views available to a user: day, work week, full week, month, and all users or current user views, all of which a user can customise to meet their particular needs. The All Users view lets you see all staff calenders merged into one single calendar view. Appointments in your calendar can be added by you or other users. You will be notified when appointments are added to your calendar.

Call Logs

Office Evolve™ has a phone call tracking system named Call Logs. As a call is made, received, and returned, the call can be entered into Call Logs and linked to the appropriate client file, creating a detailed log of all calls. During the creation of a Call Log you will be given the choice of highlighting the call for the attention of one or more users, who will, receive a pop-up message notifying them of a new Call Log. Call recording is made simple with the easy-to-use Call Log functions.

Scanning

For most offices scanning may represent an excessive use of secretarial time, however, in the past few years technological advances have resulted in quick and easy scanning. Office Evolve™'s ability to allow bulk scanning of post simplifies the task, allowing the dropping of post onto each individual client file a worthwhile activity over the life of a project, eliminating the need for the hardcopy file.

The benefits of scanning include:

• Instant visibility of all documents of a client file whether at the office or on the move.
  
• Eliminate the need to search for a physical file as all documents and correspondence are in the searchable software system.
• Scanned documents can be emailed, reducing the expense of faxing.
  
• Enables you to back up, copy, archive and transport documents.