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Process Automation

Maximize Performance with Our Business Process Automation

Automate repeatable tasks, route documents and manage exceptions using tools such as configurable workflows, customizable forms, and built-in rules

“Workflow” is a term commonly utilized in Content Services and Enterprise Content Management sales cycles, demonstrations, seminars, workshops, and tradeshows. You will also hear the term “workflow” used to generally describe a specific work process in an organization such as “order fulfillment,” “mortgage application approval,” or a “new business underwriting” process. Business Process Analysts or Workflow Consultants are seasoned specialists with a high degree of analytical training and with a good sense of business acumen. These BPAs or Workflow Consultants will take apart an organization’s business processes to the smallest work step – no matter how seemingly insignificant it might be – looking for opportunities to increase the productivity and efficiency within the organization all while looking for opportunities to mitigate risk and lower overall costs.

Business Process Management (BPM) capabilities include a highly configurable workflow engine that can automate and optimize repeatable business processes and content services. Route documents, automate tasks and rules-based decisions, perform load balancing, send notifications and manage complex approval processes. Business Process Automation can be applied in virtually any process that is repeatable such as Accounts Payable, Mailroom Operations, Sales Order Processing, and many more.


At the end of this lengthy, laborious process, you will end up with a series of documents that have dissected the business process into a narrative form as well as supplement the narrative with graphical flowcharts that depict the flow of work that follows leading industry solutions. These narratives and visuals will also indicate whether steps are instead people-intensive, currently automated, or in need of automation, dependent upon other systems or people’s actions being performed, etc. Usually, there will be a “Master Process Map” followed by one or more “subprocess maps” (refer to illustration above).


If the BPA or Workflow Consultant has been granted full access and disclosure to the proper information, people, and systems involved during the analysis process, they will have probably identified ways in which the organization can dramatically cut operational costs, improve efficiencies, and reduce organizational risk and lower costs. To implement the business process analysts or Workflow Consultant’s recommendations, it will require change, and they may introduce “Workflow” tools and software solutions that will usually be inclusive of a Content Services Management Repository.

Why Automate Your Document-Centric Business Processes using Workflow?

  • Distribute Information Effectively

    Distribution is a relatively simple concept when it comes to describing its role within the overall workflow framework: Deliver the right information to the right person at the right time. The distribution component of our software solutions is also used to deal with “exception processing” which is those issues/incidents that typically are the most expensive transactions to deal with, consume the most time, and usually create havoc for an organization. The goal with Distribution component within the workflow is to assure you that your business process delivers the work items and tasks in question to the appropriate automation, integration, people, and appropriate sub-processes in a repeatable, predictable, and scalable manner.

  • Take Advantage of Automation

    Our process improvement and automation is where you will apply workflow technology to 1) Perform repetitive tasks correctly all the time. 2) Automate complex tasks such as routing decisions, correspondence generation, issuing triggers due to time or dollar amount values, determining non-business days, company holidays, number of actual workdays, dealing with employee and manager vacations, etc. 3) bring consistency to decision making throughout the entire workflow process each day, quarter after quarter, year after year. It is next to impossible to accomplish any one of these goals, much less all of them, when you are people-dependent rather than process-dependent. 

  • Seamlessly Integrate Your Systems

    Integration is where workflow engines via custom programming or scripting can leverage the advantages of distribution and automation components of the workflow by evaluating the data contained in the workflow process against your restrictive business rules that follow leading industry solutions. Simple examples include determining amounts, procedure codes, routing content to a subject matter expert, populating fields within an electronic form in which business rules shall be evaluated against, etc. Many of those business rules usually already reside within your line of the business system such as an ERP system, line of business system, or operations system, etc. Through integration, the workflow can tap into those existing rules without having to re-code them yet into another external system or re-invent the wheel.

  • Enhance Feedback, Control, & Monitoring

    You can’t improve what you don’t measure. Providing visual representation of your workflow processes allows your organization to continually improve upon its performance as a result of measuring key performance indicators and then taking necessary steps to tweak your processes in order to maximize productivity.


    When a transaction is received by an organization leveraging Business Process Automation, it is immediately scanned or captured into the ECM system, logged and the number of minutes, hours, or days it takes to process that single transaction is being counted. Every knowledge worker or automated task that touches that transaction is being accounted for. As that transaction moves through the Business Process Lifecycle process, all those tasks, work steps, and data integration points are being logged into the workflow database for reporting and auditing purposes.

Workflow is More than just Simply Routing Documents

Workflow software determines who to send information to (via business rules and logic), which pieces of information users need to see and interact with, and determines the proper presentation of the data – giving the user a unique interface depending on the job function and the task at hand with our software solutions.

Let’s take a look at a typical account due process at a mid-sized organization (see illustration). Don’t be overwhelmed by the number of icons, work steps, input/outputs but rather take notice of the overall comprehensive nature of a process map. It’s not just a fancy Visio; it is a functional process improvement map that depicts in practice how/why/when the AP function within the company gets completed on a day-to-day basis. As a result of undergoing a thorough analysis (with their Business Process Consultant) of their AP process and implementing an integrated Workflow solution with their ERP system (SAP, PeopleSoft, Dynamics GP, etc.), this organization now has a fully documented AP process, transformed itself from a mostly people dependent process to a highly automated AP process with predictable results, extensive reporting and metrics capabilities and is only now fully accountable to its shareholders, investors, board of directors, and auditors. How is this achieved? Because every action ever taken with any AP-related item (or the AP process for that matter) is threaded through this process map in real-time with software solutions. The day an invoice is received by the organization, it is immediately scanned or imported into the system, logged and the number of days it takes to process that single invoice is being counted. Every knowledge worker or automated task that touches that invoice is being accounted for. As that invoice moves through the AP lifecycle process, and as it reaches the ERP system via system integration or a 2 or 3-way matching process has been undertaken, all those tasks, work steps, and data integration points are being logged into the Workflow database for reporting and auditing purposes.

What is the result of our content services? No more lost invoices, no more missed discounts, no more late payment excuses, no copying & filing costs, and no manual routing of paper through an organization. The benefits are almost endless! The AP process is now a predictable, scalable, efficient, cost-effective operation and the organization, the department and its people are accountable unlike it/they have ever been in the past.


Let IDT's Process Automation solutions optimize your organization's efficiency and empower your employees to do more meaningful work with process automation software built into core Content Services and ECM platforms.


Our Workflow Software Solutions

Workflow can help you lower costs, get predictable results, and scale your process (without necessarily having to add people) as your business grows and changes. Provide your organization with accountability, metrics, and reports unlike you have ever imagined or have seen in the past—with Process Automation solutions from business process analysts and experts at IDT.


Contact us today to learn more about workflow and business process improvement and automation solutions that can be tailored to your specific market, including manufacturing, logistics and distribution, healthcare, franchise operations, financial services, professional services, life sciences, pharmaceuticals, and more!

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Testimonials

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Without content services from IDT, we would have had to hire 20 people just to mine and pull the documents and burn them on a CD or thumb drive. There’s no way we could have accomplished it and met our timeline for compliance.

 Marcia Wilson

Vice President of Imaging, Colonial Savings 

Latest Resources

IDT’s clients share our passion for results and it shows in their success. Learn more by reading our featured client results stories. Here you will find a collection of information and resources in the form of videos, events, white papers, Q&A, and have the opportunity to read and watch what our clients are saying about their ROI-driven Content Services solutions provided by Integrated Document Technologies, Inc. (IDT).

Revolutionizing Document Scanning with IoT Technology from CAPSYS

by Paul Szemplinski • 20 Aug, 2023
In today's fast-paced world, the efficiency of document management plays a crucial role in the success of businesses and organizations. Traditional document scanning methods are not only time-consuming but also prone to errors and inefficiencies. Enter CAPSYS, a pioneer in leveraging IoT (Internet of Things) technology to revolutionize the way we approach document scanning and management. In this blog post, we'll delve into the exciting world of IoT-powered document scanning and explore how CAPSYS is leading the way in transforming this essential business process. The Power of IoT in Document Management The IoT has permeated various industries, transforming the way we interact with technology and data. In the realm of document management, IoT technology has brought about a seismic shift in how documents are captured, processed, and utilized. IoT-enabled document scanning solutions, such as those offered by CAPSYS, combine cutting-edge hardware and intelligent software to streamline and enhance document management processes. Real-time Connectivity: Traditional document scanning methods often require manual intervention, leading to delays and potential errors. With IoT technology, devices can be interconnected in real-time, allowing for instant data transfer, updates, and notifications. CAPSYS leverages this connectivity to provide a seamless and efficient document scanning experience. Remote Accessibility: IoT-enabled document scanners can be remotely accessed and controlled, making it possible for employees to initiate scanning processes from various locations. This is particularly beneficial in today's remote and hybrid work environments, where access to physical scanners may be limited. Enhanced Data Accuracy: CAPSYS employs advanced data capture technologies, including Optical Character Recognition (OCR) and Intelligent Character Recognition (ICR), which utilize machine learning algorithms to accurately extract and interpret data from scanned documents. This significantly reduces the chances of human errors and data inconsistencies. Automated Workflows: One of the standout features of IoT-powered document scanning from CAPSYS is the ability to create automated workflows. These workflows can be customized to match the unique requirements of an organization, ensuring that documents are routed to the appropriate departments, individuals, or storage locations automatically. Scalability and Integration: As businesses grow, their document management needs to evolve as well. IoT technology allows CAPSYS to create scalable solutions that can seamlessly integrate with existing software and systems, adapting to the changing needs of organizations without disruption. Security and Compliance: IoT-enabled document scanning solutions prioritize security and compliance. CAPSYS incorporates robust encryption, access controls, and audit trails to safeguard sensitive information and ensure adherence to industry regulations. Environmental Impact: By digitizing documents and reducing the need for physical storage, IoT-powered document scanning contributes to eco-friendly practices and the reduction of paper waste. The CAPSYS Advantage CAPSYS has emerged as a frontrunner in the realm of IoT-powered document scanning solutions. We have taken an innovative approach to leveraging IoT technology in document management has led to numerous benefits for businesses and organizations of all sizes: Streamlined Processes: CAPSYS solutions reduce manual tasks and accelerate document processing, leading to improved operational efficiency.  Cost Savings: By automating workflows and minimizing errors, businesses can achieve significant cost savings in terms of time, resources, and potential legal penalties. IoT Smart Connected Scanning demonstrates a 40-65% cost savings over traditional, MFP, TWAIN-based document capture. Enhanced Customer Experience: Quick and accurate document processing translates to faster response times and improved customer interactions. Future-Proof Solutions: CAPSYS' commitment to innovation ensures that their solutions evolve alongside technological advancements, future-proofing your document management strategies. Superior Image Quality: Perfect Page technology from Kodak Alaris is embedded into each and every IoT Smart Connected Scanning scanning appliance. Perfect Page produces superior image quality that is as good or better than the original. The patented image science technology is using “System on a Chip” architecture that is embedded in the firmware of every IoT Smart Connected Scanning appliance. More on that subject can be found here: https://idt-inc.com/faqs/ The marriage of IoT technology and document scanning offered by CAPSYS has ushered in a new era of efficiency, accuracy, and scalability in document management. By harnessing the power of real-time connectivity, automated workflows, and advanced data capture techniques, businesses can not only streamline their operations but also enhance security, compliance, and overall customer experience. As the digital landscape and digital document transformation continue to evolve, embracing IoT-powered document scanning solutions from CAPSYS is a strategic move that positions your organization at the forefront of innovation and success.

Top 10 Reasons IoT Smart Connected Scanning is the ideal solution for Microsoft 365 SharePoint

by Paul Szemplinski • 01 Nov, 2021
While Microsoft Office SharePoint has been around since 2001, the basic formula for scanning documents into SharePoint has been largely the same for the past 30 years. The document capture experience for SharePoint (as well as other Content Services Platform and ECM solutions) have been primarily driven by PCs and/or MFDs (Multi-Function Devices), tethered connections, software drivers such as TWAIN or ISIS, Thick Client Application Software Installations, Ongoing Patching and Hotfixes, Virus/Malware/Ransomware installation, Training Services for End Users and IT and Network/OS configuration processes conducted by your IT department. The archaic formula is needlessly complex, introduces many points of failure into the process, and is largely expensive. If you are looking for a Fast, Easy, and Economical way to scan and capture your paper-based documents into Microsoft Office 365 SharePoint – then look no further, you are in the right place! Introducing IoT Smart Connected Scanning powered by CAPSYS CAPTURE ONLINE . IoT Smart Connected Scanning powered by CAPSYS CAPTURE ONLINE completely shatters the antiquated 30-year-old formula and has revolutionized the way paper-based documents are captured. Let's dive into the Top-10 reasons on how IoT Smart Connected is revolutionizing the Microsoft Office SharePoint marketplace! An Installation and Deployment process unmatched in the Industry From unboxing the equipment, performing light assembly, powering up, and scanning your custom configured QR code – the entire experience can be completed in just under 5 minutes by non-technical users. No previous MFP or document scanning solution has ever been able to accomplish such a feat. Once that simple installation and deployment process has been completed, you are fully operational! It should be, after all, it's IoT aware, and it's SMART! Archaic and alternative document capture solutions require PCs, application software, software drivers, installation and configuration, anti-malware, anti-virus, anti-ransomware, patching, hotfixes, IT involvement, and ongoing support services. Ease of Use If the 5 minute or less installation and deployment process wasn’t enough to demonstrate simplicity, then how does the end-user experience stack up when interacting with the IoT Smart Connected Appliance? Well, during that 5 minute or less experience, CAPSYS CAPTURE ONLINE behind the scenes already provisioned your SharePoint Document Capture application portfolio on each of your IoT SMART appliances. In other words, we have already delivered an easy-to-use “Single push-button interface” that allows your end-users to begin capturing documents and delivering them to your key line of business applications such as: Accounts Payable/ERP System Human Resources/HRIS system Sales Order Processing Patient OnBoarding Insurance Underwriting Loan Processing And many more! IoT Smart Connected Scanning appliances can even perform outbound faxing services using Retarus’ Global Cloud Fax and Messaging Services . The benefit of our integration with Retarus is now you have a single device that can SCAN and FAX your documents out using a premier cloud-based faxing, SMS, and E-Mail solution provider. Near Realtime Operator Feedback Have you ever experienced after you scanned your documents with your MFP/MFD or tethered PC-based scanning application that your documents never arrived where you expected them to go? Worse yet, you didn’t come to that realization until hours, days or weeks later? With IoT Smart Connected Scanning that won’t happen and here’s why. Unique to the IoT Smart Connected Scanning platform is what we term, “positive user confirmation” capabilities. With IoT Smart Connected Scanning for SharePoint , we can determine - based on your business rules - what makes up an acceptable document submission. For example, if your batch submission requires signatures to be present on documents, or a specific set of document types MUST BE contained in the batch scanning process, we have the ability to detect the existence of those requirements in near real-time. Further, we communicate a meaningful message back on the IoT Smart Connected Appliance user such as an “Accepted” or “Rejected” status. To serve as another example, we can check that a required signature or required document type is missing from the batch. We can even tell you which document type is missing. And, we do all this before the user ever leaves the IoT Smart appliance! Patented Perfect Page Perfect Page - from Kodak Alaris - technology produces superior image quality that is as good or better than the original. The patented image science technology is using “System on a Chip” architecture that is embedded in the firmware of every IoT Smart Connected Scanning appliance. That means no third-party document scanning software applications or third-party licensed image enhancement technology such as VRS, or end-user configuration processes are required. The end result is pristine image quality, images that are ideal for OCR applications all while delivering compact image file sizes that have been optimized for Cloud storage. Nobody else in the industry, no MFP/MFD manufacturer has the Perfect Page enhancement technology. Visit https://www.idt-inc.com/faqs/ and download and read a Perfect Page brochure and watch a quick demonstration to learn more. Blazing Fast, Small Footprint and Superior Paper Handling With IoT Smart Connected Scanning for Microsoft Office 365 SharePoint , you get the ability to capture paper documents of varying weights, shapes, and sizes, simplex, duplex, black and white, color, with a number of different file format options including popular PDF and TIF formats. And, it is fast…. up to 80 pages per minute. Massively Impressive Cost Savings By as much as 40-65%. Yes, you heard that correctly. Why? Because we have eliminated all of the extra IT Tower of Babel layers that needlessly drive the costs upward. The IT Tower of Babel refers to all the layers in between your paper and your business process - PCs, document scanning application software licenses, annual software maintenance, on-premises based installation services, IT ongoing support costs, etc. When you have multiple locations, multiple decentralized capture locations, the cost differential becomes strikingly massive. Remotely Managed Once your custom QR code completes the licensing and provisioning process, your fleet of IoT Smart Connected Scanning appliances for Microsoft 365 SharePoint is fully managed remotely via the Cloud. Application changes to a single IoT Smart Connected appliance or the entire fleet of appliances are made remotely thereafter. Purpose-Built with Security and Chain of Custody in Mind IoT Smart Connected Scanning powered by CAPSYS CAPTURE ONLINE provides optional support for RFID authentication technology using industry standards such as SAML, Active Directory, LDAP, Ping Federate, or other authentication methods. RFID security connects the user to the documents being scanned. The time, place, device, person, and documents are all linked using metadata and all those attributes are carried through the entire capture process. Built into each and every IoT Smart Connected Scanning appliance powered by CAPSYS CAPTURE ONLINE is a unique, dual-channel architecture. The remote management of the IoT Smart appliance is performed on a separate distinct channel from which the documents are being captured upon. Each channel is encrypted at REST and while in transit. This unique, dual-channel architecture provides the kind of security needed to meet the most stringent requirements in today’s Edge Computing environments. A tethered-based scanning solution or even an MFP simply can’t do this. Malware, Virus and Ransomware Resilient PCs and application software are vulnerable to outside threats. PC-driven applications can leak sensitive and proprietary data outside of an organization – intentionally or unintentionally. PC-based, tether-driven scanning application software solutions must be provisioned with a security suite, patched, and monitored not only initially but on an ongoing basis. And, remember the risk and expense to do this for any organization increases by the number of decentralized locations and as well as the number of PC-based tether-driven scanning solutions deployed. IoT Smart Connected Scanning appliances are virus, malware, and ransomware resilient.  Managed Capture as a Service by CAPSYS CAPTURE ONLINE. What makes IoT Smart Connected Scanning the ideal document capture platform for Microsoft 365 SharePoint is it is all powered by CAPSYS CAPTURE ONLINE – a complete Managed Capture as a Service solution provisioned in Microsoft Azure Datacenters – both Commercial and Government Editions. Whether you need to innovative document capture at the End Points of your Business Process using IoT Smart Capture devices, decentralized capture using traditional tethered based devices, centralized capture using 200 pages per minute devices, email ingestion with attachments, or even automated fax capture – CAPSYS Technologies has the ideal Cloud solution for your organization. For more information on IoT Smart Connected Scanning powered by CAPSYS CAPTURE ONLINE please visit https://www.capsystech.com .

A Problem | Solutions Brief from CAPSYS Technologies and Kodak Alaris

by Paul Szemplinski • 20 May, 2021
I. Situation: The Nightmare That Is Shared Email Whether your organization is— Public, private, a government agency, or a not-for-profit entity In the healthcare, insurance or higher education marketplace A manufacturer, distributor, operate in the logistics field, or a very large Global 2000 company Or a small to mid-sized organization You are likely feeling the pain and bad daytime dreams that accompany Shared Email Box use within your organization. There is an influx of emails that arrive at your organization addressed to a mix of real-recipient and alias-recipient inboxes. Addresses such as AccountsPayable@xyz.com, salesorders@xyz.com, claimsadjudication@xyz.com, info@xyz.com or customerservice@xyz.gov or .org. There is no real identifiable “person” assigned to the other side of these mailboxes—at least from the sender’s perspective. Internally, on the receiving side, you do have at least one person, sometimes an entire “SWAT” team accessing these real and aliased email addresses—known as the “Shared Email Boxes.” Unfortunately, this often creates a free-for-all approach in terms of who works inbound emails and how they are handled. It’s a process that could use improvement, but it’s difficult to know where to begin. Team members are responsible for identifying which items belong to whom, working the item to its completion, and then moving that “finished” item out of the inbox into a Shared Email Box subfolder, to differentiate email items that are unread, inflight, or email items that have actually been completed. We know the process of accessing a Shared Email Box is all manual—an ad-hoc, people-driven approach (prone to error) to working the items in the Shared Email Box, and there is no genuine accountability. You may even have gotten a bit clever and... Download and Read the full post at: https://bit.ly/3ykXDx9
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