Features to meet your requirements
Storage and Retrieval
Find any document instantly
Store all of your electronic and scanned documentation in a secure, electronic repository that is accessible anywhere and at any time. Documents can easily be organised and shared among employees and clients with a flexible folder taxonomy and collaboration features. Searching and reporting on specific documents becomes efficient and easy.
Routing and Workflow
Streamline processes with automated routing and a rule-based workflow
PaperTrail gives authorised users the ability to forward or route documents easily to individuals or groups of users, making collaboration more efficient and effective. Administrators may also establish sequential routes or rule-based workflows to facilitate document-processing speed and escalation procedures, automatically routing documents to the correct user for processing, or seamlessly export data to external systems. Rules and workflows are easily established using a simple administration console or graphical workflow designer.
Manage large volumes of customer emails in a team environment
Import emails automatically from POP and IMAP compliant email servers such as Microsoft Exchange and Lotus. Imported emails can be distributed to team members for processing without the headache of managing group mail boxes. Send replies from within PaperTrail to track all correspondence together. Replies are automatically threaded under a single item. Email aliases can be set up to serve as the initial kick off for workflow processes. Our MS Addin allows individual users to send emails from Outlook directly to PaperTrail, Metadata can be associated with these emails, as well as allocating to specific users or groups of users. Email Options for example: sending the entire email or only attachments can be easily selected by the user.
Automate collection of data and gathering approvals
Collect unlimited data while improving processing times, accelerating approval cycles and minimising paperwork. Expedite claims processing with faster, automated calculations and validations to ensure personnel remain focused on more important business. Electronic forms can offer a more secure alternative to paper filing systems, which are vulnerable to loss. PaperTrail supports electronic and biometric signatures, automated look-ups, custom form design and PDF output for printing or email routing. The PaperTrail eSignature module now also caters for basic ad-hoc and form template building. Some of these features include database lookups and extensive form field options.
Bulk Capture and OCR
Reduce or entirely eliminate the need for manual data entry
Using PaperTrail’s broad range of capture solutions, organisations can automate and expedite processes for bulk and online capture, image enhancement, and full-page or zonal optical character recognition (OCR). Flexible PaperTrail capture solutions provide for accurate form and barcode recognition along with automated or manual page separation. PaperTrail together with 3rd Party software allows for fully text searchable scanned PDF images where OCR has been applied. When using the OCR process ‘exact image and hidden text’ the integrity of the document is maintained whilst still allowing for on document text searching. The scanned image is not compromised and at the same time allows for searching within the document text. Full search searching means employees spend less time searching for data and more time analysing the data retrieved.
Comply with even the strictest government and corporate regulations
Maintain electronic records in accordance with ICA and ISO standards. The PaperTrail Records Management module has been built around the requirements of NARS and hence meets the Records Management requirements as per government. PaperTrail ensures that the necessary retention periods and disposal instructions can be easily configured within the Records Module. Where a client already has an approved file plan, this can be easily imported into PaperTrail via a CSV File. Declaring of Records as well as the freezing of Records is managed within the Records Management Module.
Secure your documents from internal and external threats
Give administrators absolute control over who may access documentation and information stored in PaperTrail, with permissions that can be applied on folder, document and index levels. Ensure each authorised user’s true identity is authenticated at the time of log-in, using the latest technology and processes. Gain peace-of-mind in knowing access may be easily granted, modified or withdrawn at any time – instantly.
Automated PDF Creation and Manipulation
Facilitate the distribution and viewing of all document types
PaperTrail can automatically convert MS office documents to PDF to simplify distribution and viewing. Users are also able to perform common tasks efficiently such as splitting, merging, rotating, watermarking or signing PDF documents within PaperTrail without the need for separate desktop software. PaperTrail continuous to offer powerful ECM functionality to engineering companies, where for example both the DWG File and the associated PDF are managed within the PaperTrail repository. PaperTrail also makes use of a simple rule configurations which can easily allow for an entire node structure to automatically generate a PDF from an existing source file.
Access your documents anywhere from a mobile device
Mobilise your workforce while ensuring peak productivity in the field or on the road using the browser of your choice. The PaperTrail mobile app provides access to all your documents via both Android devices and our soon-to-be released IOS app. Keep back-office and field service personnel in sync with immediate mobile access to information. Search for and retrieve business-critical information on-the-spot using any compatible mobile device. PaperTrail also allows for the signing of documents on a mobile device without relying on any specific software to be installed. Please refer to our eSignature module.
Automatically poll and upload documents from a local source
Upload documents seamlessly between select local folders on your hard drive and PaperTrail.
The desktop agent runs in the background whenever your computer is turned on, uploading documents.
Report on the productivity of users and quickly identify exceptions
Generate print-ready reports on historical data whenever needed. Design and save reports using standard or custom templates based on your unique business model for comparison or auditing purposes. Provide decision-makers with the facts and figures they need to instantly track and analyse trends, assess results, and determine needs. Reporting features significantly reduce the time involved in manually gathering data points and organising information. Our soon-to-be released dashboard component will provide a customised graphical interface and complement our existing reporting capability. Reporting can also be scheduled to be automatically emailed to relevant staff.
Sign and seal key documents with a visual representation
Promote good governance, mitigate risk, and protect your bottom line with PaperTrail. Our electronic signature module implements four different kinds of signatures including * ordinary electronic signature In the form of a signature block on an uploaded PDF document where the person signing adds their signature by clicking on a signature block and typing in their name; * biometric signatures In the form a biometric signature pad attached to the signing device that the person signs on to create a digitised version of their handwritten signature with an audit trail of the biometric metadata of how the signature was created, much the same as the biometric option used with the eForms; * digital signatures in the form of a digital certificate based on cryptography associated with the person signing that the person uses to sign a PDF; (this works by letting the person singing view the PDF in their internet browser and applying a digital signature using a browser plugin and an optional USB hardware token to store a PKI private key) * advance electronic signatures (class 4 certificate issued by an accredited certificate authority) In the form of a class 4 certificate issued by an accredited certificate authority that the person signing uses in the same way as a digital certificate for the digital signature. PaperTrail electronic signature solutions let you record biometrics (using signature pads) of people signing to provide forensic evidence for increased evidentiary weight.
Cloud or On-Premise
Deploy in all environments and meet any availability requirement
PaperTrail comes in three formats to meet individual company’s requirements. Choose from Cloud, on-premise options that allow for high availability and distributed modes of operation. Enjoy simplified user management with active directory integration, without the need to maintain multiple passwords.
Integration and SDK
Integrate with back-end systems for streamlined enterprise processes
The robust PaperTrail platform integrates seamlessly with MS Office, MS Outlook, Explorer and Exchange. Develop content-centric applications or integrate Line of Business Applications via the Workflow Engine or native Java, .NET (MS Addin) and HTTP RESTful APIs.