Reports and Search

Andrew Daniel

Andrew Daniel

Here at Softdocs we do a lot of “searching.” Usually our “search” is in terms of research but sometimes our “search” is defined by reporting—running reports on our customers, our prospects, our to-do list, etc. As with every business, whether big or small, everyone usually has some hand in either being responsible for the reporting, filing the report, doing the reporting, or looking for the reporting that some else did. Wouldn’t it be nice if there was a quick and easy way to “search” for what you needed without the hassle and drudgery of performing an all-out investigation!

Lucky for you, Softdocs has a solution!  (Two to be exact.)

What’s the point in working so hard to categorize, stack and file papers away neatly into cabinets tucked in rooms far away for safe keeping, only having to walk all the way back to those rooms, through those file cabinets, through all those folders just to find a single document for one phone call? What a WASTE! Stop searching and let us do the work for you!

Within Doc e Scan, our enterprise content management and archival solution, there is a great feature that helps alleviate the frustration and waste of your time—it’s called SEARCH—and its located at the very top of the main screen in Doc e Scan’s tool bar.  The search feature not only allows you to find individual documents by specified indexing fields (as most of you know) and metadata, but it also allows you to search within the text itself!

Just think—wouldn’t it be great to find that document in just a few seconds, or quickly find all the times the word “Softdocs” came up in last year’s district board meetings?

Taking it a step further, another “hidden” gem within Doc e Scan is the Reporting Wizard. While a search takes you to an individual document (or documents),  a report provides you back with a list of documents meeting your defined criteria. In other words, a search takes you somewhere, while a report helps you to better understand what you do—or don’t—have.

So where are reports relevant? One of the most common examples we hear about is in the Admissions and Financial Aid departments of our higher education customers. Within these departments are those busy folks that review each and every application that comes in. Many of them are using a tool called Communications Management within Ellucian’s Colleague to track, or “check off” required documents as they are received. Once checked off, the documents are filed in a pending application folder. After all required documents have been received, Communications Management lets the processors know an application is ready for review and they can get started.

With Doc e Scan, this entire process changes. As documents are received, whether as an electronic form from Doc e Fill (our e-forms and workflow solution), a student-scanned document from a Softdocs Self Scan Station or a document scanned by a member of your staff, Doc e Scan provides a daily report that can be applied to Communications Management and check off those boxes for you. Once the package is ready, the review can take place right from the reviewer’s computer—no paper involved!

If you aren’t using Communications Management or a tool like it, you can also run reports within Doc e Scan itself and quickly know what is—or isn’t—there.

Here are just a few examples:

–        Applicants missing key documents

–        Vendors missing W-9 forms

–        Invoices without checks applied (i.e. unpaid invoices)

–        Employees missing a key annual certification

Ultimately, the list goes on and on.

But that’s not the only place reports can be run through our solutions, another comes from our Reports feature in Doc e Fill.  Reports are used to review created e-forms that a user has taken action on at any stage in the routing process.  For example, if you need to see if your supervisor has approved, disapproved, or commented on a submitted e-form, you can use the reports add-on to see what’s going on!

Reports also give an overview that details the number of completed forms that have passed through the system, as well as user statistics for each form. This then is able to be presented in a graphical representation or in a table that is easy to read and understand. So if you want to see the number of vacation, sick leave, or reimbursement forms have been filled out over the last month you can, all with the touch of a button. Or maybe the Registrar wants to see what the status is for all of those forms she sent back to students for corrections yesterday—no problem!

All said and done, going paperless offers a lot more value than just getting rid of pesky filing cabinets. You are also able to gain an entirely new perspective on the information you have—and quickly learn what information you don’t have.

For more information on how the reporting tools within our solutions can help your institution, please contact us today.