The DocuWare document management system (DMS) can be used in a variety of ways in everyday business. Especially when used with other business applications, it opens up numerous new areas of application – also in combination with an analysis software such as Qlik Sense.
It is well known that a high added value can be achieved by linking business documents with ERP data. The prisma group offers a certified interface for this purpose, which integrates DocuWare into Dynamics 365 Business Central for simple, legally compliant and automated document archiving. But the potential uses of the DMS are far from exhausted.
A combination of DocuWare with BI or analysis software such as Qlik Sense or Microsoft Power BI, for example, can provide valuable support in many other application scenarios. In the area of business intelligence with DocuWare, the prisma group has also developed helpful integration solutions that provide support in various business processes.
Targeted searches through index tables with high data quality
The indexing data of archived documents can be worth its weight in gold for targeted searches, because the quality of DocuWare lists is only reliable if the index tables are filled correctly and completely. After all, targeted searches are only possible with index tables of high data quality, and the intelligence of workflows in DocuWare also lies in the quality of the index data as their triggers.
With Qlik Sense, for example, the data quality of index tables can be optimally monitored at any time. With the help of the analysis system, input errors of free text fields (e.g. capitalization or fleeting spelling errors of recurring terms) as well as incompletely filled fields and process or system weaknesses in the automatic filling of index data can thus be easily identified and corrected.
Detect discrepancies through interface monitoring
When exchanging data with third-party applications, data discrepancies sometimes occur between the document management system and the connected business applications. With the support of analysis software, the corresponding interfaces (e.g. “Dynamics to DocuWare”) can be easily monitored. In this way, differences that can be traced back to errors in the interfaces or subsequently changed data in one of the systems, for example, can be quickly detected. Missing documents (e.g. outgoing invoices from the ERP system that have not been filed), contract documents and posted incoming invoices without a reference to the document in DocuWare can also be reconciled and identified in this way.
Cross-system searches for more efficient DMS use
Searches that are not only performed across archives, but also beyond the DocuWare system with the help of Qlik Sense analyses can make the use of the DMS even more efficient. For example, data from DocuWare can be combined with data from Dynamics 365 Business Central for even more targeted results when searching for documents. The search is not limited to the index tables of the DocuWare archive, but enables cross-system searches for documents using content-related information from the ERP system or other business applications (such as CRM, PIM, LVS, Webshop etc.).
Optimized decisions through efficient process analysis
Through the combined use of BI software such as Qlik Sense and DocuWare, a wide variety of processes can be analyzed quickly and easily using classic key performance indicators and diagrams. Within this framework, interface traffic or effort volumes can be monitored in a targeted manner, for example. How many documents come through a defined interface per day? How many documents are transferred to the DMS daily, monthly or annually? How much data storage has increased on average as a result? Which document type consumes how much storage capacity?
By analyzing these or other questions, relevant company processes and structures (e.g. the workload per employee or department or the number of incoming invoices per year, quarter or month) can be checked in an uncomplicated way. Process analysis using analysis software (e.g. Qlik Sense or Microsoft Power BI) can thus also support important strategic and organizational decisions in the company.