Document retrieval made easy!
The most immediate impact MaxxDocs has on any organization is how quickly it can retrieve documents. Without leaving their desk, users can find the documents they need in moments. MaxxDocs dramatically reduces time spent retrieving files and hunting for misplaced and lost files.
As documents are populated into MaxxDocs they are assigned an index form. The index form is customized to the particular search requirements of the users. For instance, an Accounts Payable index form might contain index fields for the Purchase Order Number, Supplier, Invoice Number, Total Amount and Document Type. With thousands of fields available – all of them customizable to the particular business need – only the information needed is stored.
Indexing the documents can be made easier with the use of barcodes, database lookups or the MaxxDocs document name reader. As paper documents are scanned, if they contain a barcode, MaxxDocs can read the barcode value and populate the corresponding index field. Similarly, as electronic files are brought into MaxxDocs, the name of the file can be copied to the appropriate index field. Where manual indexing is required, MaxxDocs simplifies this process as well. Dates can be quickly and accurately entered using the date/calendar tool and fields with a set and limited number of possible values can be accessed using a drop down list. For example, a real estate office may want to index their documents with the agent’s name. Indexing the “Agent Name” field would only involve picking the right name from the list that appears when the cursor is place in the index field. The addition of adding database lookups to MaxxDocs allows for one or two unique index fields to be entered and the remaining fields can be auto populated via the 3rd party database.
Once indexed, documents are easy to find. Documents can be accessed through the folder tree and isolated by sorting on the various index values. However, once the folder begins to fill up it is a lot quicker and easier to use the index search tool. Searches can be set up to show the full index form or a selection of index fields from the form. For instance, an accountant may wish to create a search for all of a client’s information. When selected, this search could present just one field, “Client Name”, and the resulting search would return every document associated with that client. A search showing more fields could be refined to client, document date (2009) and document type (tax return). In an instant, the documents needed are presented; time wasted searching is now a thing of the past.