Looking to introduce more efficiency into your business processes? Considering replacing the inefficient flow of paper based files with an automated stream of data and documents? Work XChange is the powerful workflow extension to SmartSearch that is guaranteed to increase your office productivity.
Creating Efficiency in Your Organization
1Identify the Condition
Define when a document activity is required by identifying the document type along with a key value or status. Easily combine different variables such as status, approver or dollar values to create simple or complex rules without the need to script or write code. With Work XChange you can quickly define workflow triggers.
2Create an Activity
Determine what action is to be taken on your documents and who the participants are for this task. The activities you define allow documents to move throughout your organization as they update statuses, notify users of required actions and even share data with other line of business applications.
3Define your Workflows
Use the collection of activities or daisy chain several together to establish the flow of documents throughout your organization. The flexibility of Work XChange allows you to create even the most sophisticated document driven processes designed specifically for your needs including both attended and fully automated workflows.
The unique design of Work XChange takes a graphical approach to creating and maintaining workflow automation. This is achieved through a highly intuitive drag & drop design tool which is based on pre-defined conditions. Work XChange provides a flexible pallet of tools for creating activities which are based pre-defined conditions being met. Options include: conditional routing of documents, email notifications, status escalations, document checkpoints for matching or exceptions, metadata updates to support event based workflow triggers and the automated export of data for the direct feed of information to other line of business applications.
You can define how the flow of information is determined based on the unique needs of your organizational processes. Work XChange supports the unattended execution of your workflow activities through fully automated workflows which are triggered by an event or user initiated workflows where a staff decision is required.
Work XChange can be used to automate virtually any document driven process within your organization. Below are just a few of the applications we see commonly, but feel free to contact us today to learn how we can help put your documents into motion.
Document Retention Scheduling – Set the regulatory requirements for your documents and then forget about it. SmartSearch and Work XChange will manage their retention by moving them offline and reminding you when it’s time for destruction.
Accounts Payable Automation – Eliminate the “Nike Network” for manually distributing invoices for approval. Work XChange not only delivers and notifies users of a required approval it also matches it with any corresponding Purchase Orders or Packing slips to fully automate GAAP compliance.
Contract Management – Before you sign on the bottom line, make sure your documents have been through the proper review cycle. By combining Work XChange with the powerful revision control tools within SmartSearch, you can be assured any required changes are tracked, reviewed and approved.
Employee Onboarding – Are you getting all of the necessary documentation back from your new employees? Work XChange streamlines the onboarding process while ensuring regulatory compliance by matching Applications, I9’s and W4’s, and providing management escalation whenever something is missing.
- Simplified Document Workflow Administration
- Both user initiated and automated processes
- Direct email integration with SMTP
- Date math routing
- Exception reporting
- Conditional routing and notifications
- Multi-level approval processes
- Automated Data Export
- Document queuing and matching
It is recommended that the SmartSearch Application Server be upgraded with additional RAM and multi-processor server hardware to support Work XChange. Since the Work XChange product is a Windows Service, it will consume additional memory and processor resources.
- 2 Dual Core Xeon Processor
- 4 GB RAM
- 15K RPM hard drives in a fault tolerant configuration
- Windows Server 2003 R2 or 2008