Posts Tagged ‘integration’

Three Tips for Smooth Software Integration

October 15, 2014


In a perfect world, the transition to new software programs would increase employee productivity and provide a quick return on investment. However, integrating any new technology can be difficult if not done properly. In the worst possible scenario, the new technology and its potential benefits could be abandoned because employees are unable to use the new system. Here are three tips to help ensure a smooth software integration process:

Provide employee support

IT leaders should focus on making sure that employees are able to easily adapt to the new software. One survey found employees were 17 percent less productive due to the adoption of enterprise software.

Training is key before the deployment of new software. The same study, which recommends focusing on the user, says to start the software adoption process before the actual software deployment. Companies that involved employees in the early stages were more successful than companies that waited to involve users until later.

Training also shouldn’t stop after the software is deployed. One IT consulting firm engagement manager told CIO he recommends providing ongoing training, both for new employees and anyone who may need a refresher course, as well as when new features are released.

Involve leadership

Leadership clearly plays an important role in getting all employees to adopt new software. If executives are using the software, it sends a strong message to other employees that the system has value, according to the CIO article.

IT leaders need to be effective communicators during all points of the software rollout. Answering employee questions is important to ensure that employees can confidently transition to the new software. One executive says managers should hold meetings to define changes, outline new roles, and state why the technology is being used.

Avoid silos and other software problems

Ensuring that employees are not faced with headaches requires both proper training and clear communication. However, leadership needs to be aware of potential silos and try to avoid them while picking a new software. For example, silos could cause duplicate data or inaccurate reports. A 2014 study found that although SaaS cloud solutions are growing, there are still a significant number of in-house software systems to consider.

Picking the right ECM software will provide benefits for all users in the business.

Enterprise Content Management Industry Roundup: September 12, 2014

September 12, 2014

This week’s news centered around the importance of solidifying digital processes and ensuring security throughout an organization.

What’s new in the industry this week:

  1. Adapting to ‘new’ technology for digital business can be difficult with technology’s rapid changes. In the latest edition of Workflow, Sean Nathaniel, general manager of FileBound and senior vice president of technology for Upland Software, was featured and discussed the importance of ease of use for customers looking for software solutions.
  1. Federal IT departments see the benefits of a good mobile strategy, but high security standards remain a challenge to adopting mobile software.
  1. The release of the Apple Watch will likely bring wearable devices into the office, which will require IT departments to adapt these devices into the company’s workflow.
  1. Creating a records management program is not a small project, but can be done successfully by following a plan. Establish a records management team and learn four more steps to help protect and organize valuable information.

What’s new with FileBound:

FileBound is proud to have received an Enterprise-Ready security rating from the Skyhigh CloudTrust™ Program!

Don’t miss these upcoming events:

Our Director of Marketing, Jackie Risley, will be hosting a webinar with The Institute of Financial Operations on 9/23, discussing AP automation and analytics. Don’t miss it! Register here: 

Don’t miss us at the IOFM AP Conference West October 26-28 in Las Vegas, Nevada! Attend and learn how FileBound can revolutionize invoice processing. Learn more here:

Mark your calendars for April 27-30, 2015, and attend the second annual Upland User Conference! The FileBound team will be there in Lake Buena Vista, Fla., at Disney’s Beach and Yacht Club with the rest of the Upland Software family.

Document Management Industry Roundup: December 6, 2013

December 6, 2013

Share this week’s industry news with your coworkers. 

This week’s important resources:

1. Cyber Monday is a great way to boost e-commerce and an alternative to some of the Black Friday chaos, but be sure you’re protecting yourself and/or your customers.

2. Some financial institutions already have back-office operations paperless, but still send out paper statements and bills to customers. Here are some tips to make paperless banking more paperless.

3. Does your organization also need to bring its records into the 21st century? Find out how the National Archives and Records Administration is working to reach its goal of making all permanent records electronic by 2019.

4. For those in the healthcare industry, Obamacare is causing some to take another look at their BPM and workflow needs. Has it changed anything at your organization?

In case you missed our latest blog:

A paper-based invoicing system with no electronic back-up meant processes were slow for this corporation and disasters could be catastrophic.

Workflow – Managing Change

November 13, 2013

About Jon Eilers: CDIA+, 12 years experience in the records management industry; including sales, business process management, software implementation and training. Formerly acted as Partner and COO at Sharpen BPI, a document and content management solutions provider.


After spending time in the past selling and implementing a large number of workflow sales, I’ve come to realize from experience, to be successful you better have a comprehensive strategy in place. This includes a well prepared presentation that demonstrates how workflow can help operational level workers do their jobs more efficiently. This will allow you to win their total buy in. You also want to make sure you’ve got senior management buy in on the proposed project as well.

Workflow can result in some very significant results for any organization who WANTS to improve and change how they do business today. That ‘WANT’ requires total buy in from senior management. I’ve found that without either a C level sponsor or some other member of senior management taking an active role in the TOTAL implementation process, you run the risk of political isolation or worse yet sabotage. It may be difficult to get this type of participation due to their level of responsibilities within the organization, but the time you put in to get that participation will pay off with a successful and loyal client.

The first step in a successful workflow implementation is the creation of a Scope of Work document based on the findings of your discovery process. Outlining and creating a specific Scope of Work document for everyone involved at the organization will help set realistic expectations on both sides. That document should include objectives to accomplish, participation requirements, time frames, project phases, and deadlines. By working together with the C level sponsor or senior management to create this document you immediately bring them into the process with the requirements you can both agree upon.

It’s also very important to understand that people by nature are adverse to change. It doesn’t take long for the department level managers on down to discover that the workflow solution will change how they perform their daily work and tasks. It also doesn’t take long for the same people to understand that all the talk in their office about increased efficiencies, automated decision making, measurable efficiency reporting, deadline enforcement, and audit trails could mean the worse case scenario for them, accountability.

Without laying the groundwork and getting the senior level participation in the process, you could run up against a wide variety of obstacles from the department level managers on down who both fear and don’t understand the changes you’re bringing to their happy world. Obstacles that in the long run can make your implementation very difficult and stretch out previously set goals, create cost overruns, and make the people at the top very unhappy.

Knowing and understanding these issues on the front end, being able to effectively manage the change your workflow solution is going to bring an organization at all levels, becomes crucial.

Workflow (If properly planned) by nature will bring important benefits to the organization such as:

  • Making decisions in an automated fashion
  • Ensuring that timelines and deadlines are met
  • Providing a complete audit and reporting trail of all work in progress and completed
  • Creating a constant flow of work for employees to maximize their time
  • Forcing an organization to clearly articulate their business processes
  • Helping business owners or executives to make better informed decisions
  • Helping to better balance the load of work to increase efficiencies

I believe we all could add a few more bullet points to that list from our experiences in the field. That short list alone can mean a dramatic increase in productivity, savings, and profits for any organization. Is offering workflow a great opportunity for increased or add-on sales in your organization? Yes. Can a workflow implementation be difficult if not properly managed? Yes.

As with any type of new implementation, being prepared is of the utmost importance. By properly positioning the solution in the sales process, planning the implementation with all levels of the organization, implementing the solution with a well defined plan, and continually managing change, you will end up providing a much higher level of value to your customer, put more money in your pocket, and most importantly develop a long term loyal client.

Invoice Processing For the Masses

November 6, 2013
Most existing solutions for automating invoice processing simply cost too much and require technical  resources that small to mid-sized organizations don’t have...

Most existing solutions for automating invoice processing simply cost too much and require technical resources that small to mid-sized organizations don’t have…

According to a 2009 survey conducted by the Accounts Payable Network, the average cost of processing an invoice for companies with less than 500 employees is $8.88, whereas companies in the largest category of 10,000 + employees reported a cost of $3.06. Also, the study reported that front end scanning and automated workflow were implemented by only 22 percent of organizations with less than 500 employees, yet by over 60 percent of those in the largest category.

The results of this survey demonstrate a clear reduction in cost when these automation solutions are implemented. They also point out that the cost of the solution has to be aligned with the perceived size of the problem. This seems to be the main reason why a larger number of small to medium-sized organizations haven’t adopted these solutions. Most of the existing solutions for automating invoice processing simply cost too much and require technical resources to support them that these organizations don’t have. This has left a large market segment underserved, and unfortunately it’s the market segment that requires such solutions the most.

Having recognized the disconnect between the need, the solution, and the cost, Marex Group, the developers of the FileBound document management solution, set out to solve this problem. The Marex Group spent time working with finance professionals from organizations of various sizes and industries to understand the specific challenges that needed solving and the price points that made sense. From this research, we designed and developed the revolutionary FileBound On-demand AP service.

FileBound AP is a hosted solution that allows you to convert your paper invoices to e-invoices with the click of a mouse  and pass the invoice data into your accounting system. FileBound AP as a hosted service, removes the capital cost and  technology resource requirements that keep most organizations from adopting these cost saving solutions. FileBound is  integrated with Microsoft Dymanics Great Plains, Quickbooks, and other accounting systems and can be operated from any SharePoint workstation.

FileBound AP provides the invoice processing all organizations need without the technical and capital resource requirements that normally prevent them from adopting it. Contact us today to learn how easy and cost effective it is for you to implement a FileBound AP solution.


September 18, 2013

After automating Paladin’s processes, the organization was able to improve invoice turnaround times by 50 percent.

Paladin is committed to providing unsurpassed products and service to its customers. As part of the effort to honor this commitment, management is diligent in examining every facet of the organization, looking for ways to improve results through intelligent streamlining and automation. When management evaluated the company’s AP invoice approval processes, it found the system was inefficient, prone to error and lacking in control. The process included emailing invoices to users for approvals and storing images on shared drives upon approval. Immediately, a plan was put in place to evaluate solution alternatives and make improvements.

The Solution

After thoroughly evaluating the problem and weighing the advantages and disadvantages of various potential remedies, Paladin selected the FileBound Office Automation Solution to correct their system’s shortcomings. FileBound provided:

• An end-to-end integrated solution that saved money on upfront licensing fees and reduced the time and cost of implementation;

• An intuitive workflow design which allowed business users to design and manage their own processes without IT involvement;

• OCR coupled with templating, which automated the processing of invoices that originated as paper, faxes or email attachments;

• Automatic importing and processing of invoices, which improved throughput, quality and process control;

• Workflows that can be designed once and repurposed across business units, allowing greater consistency and reduced time for implementation and adoption.

The Results

Paladin could not be happier with the outcome and improvement in AP processing. The company has improved turnaround times on invoice approvals by 50 percent and seen a return on their investment in less than one year. Management is pleased that the system allows over 90 percent of configuration and ongoing management to be handled without IT assistance. Furthermore, because the system is licensed with unlimited users, Paladin has seen broad adoption with quick expansion to all 12 sites for AP, and there is a roadmap for automation of HR, Purchasing and Contract Management that is expected to be implemented within 18 months.

Document Management Industry Roundup: September 13, 2013

September 13, 2013
Found out what you might have missed this week in the document management world.

Found out what you might have missed this week in the document management world.

This week’s important resources:

1. The paperless phenomenon doesn’t just affect how we do work, but how we get hired now too. Does your organization favor a paperless resume?

2. Policy and standardization are an important aspect of document management. Find out how they effect implementing a successful solution.

3. Once you go paperless, you may not realize that you’ve inadvertently taken on some inefficient habits. Take a look at these two lessons to keep in mind about records management.

In case you missed our latest blog:

An affordable high-end solution for document management? Find out how FileBound fits the bill:

Midwest-based agriculture marketing company serving a global market

August 28, 2013
With over  employees, this ag marketing company couldn't afford to waste time by not managing their documents electronically.

Serving a global market, this ag marketing company couldn’t afford to waste time by not adopting a document management solution.

Faced with growing demand for the over 100 products the company provides, as well as the paperwork and documentation involved in contracting and accounting transactions, this century-old company realized that the old way of doing business simply wasn’t measuring up. They began to look for innovative ways to manage, secure and distribute the documents and information that supported this ever-growing base of business. Ultimately, the decision was made to implement a FileBound® On-DemandTM document management solution to meet their needs.

Customer Profile

A Midwest-based ag marketing company serving a global market. They are one of the top 100 privately held corporations in the U.S. in size and most recently reported annual revenues in excess of 4 billion. They also have over 500 employees located in 65 facilities.

Business Challenge

The company was using a paper-based filing system and finding it increasing hard to meet the needs of the organization and control costs at the same time. A primary issue involved the inconsistency of processes across the organization, which were leading to errors, delays in access to information, run away costs and scalability issues. Documents were stored in different locations using different filing methods making access difficult and costly.


A FileBound On-Demand hosted solution was quickly provisioned and implemented to meet their document management needs. With the system in place, large volumes of mainframe printouts were eliminated by automatically reproducing them as images and storing them on the system. This not only reduced the cost of creating and distributing the paper reports but also provided secure, instant access to any user that needed them, regardless of their location. The system also allowed the company to implement processes for contract approvals using the integrated workflow tools. FileBound also allowed them to develop document management standards across the enterprise for addressing user access rights, document approval rules, and document retention. The company was able to integrate document searching from within their IBM AS400 based core business applications. This allowed for seamless document access from within user interfaces that users were already familiar with, which resulted in minimal training and quick adoption.

Document Management Industry Roundup: August 16, 2013

August 16, 2013
Before you start to relax for the weekend, catch up on document management and tech news with our industry roundup.

Before you start to relax for the weekend, catch up on this week’s document management news with our industry roundup.

This week’s important resources:

1.  How should the Internet of Things work? In a perfectly efficient world, your devices will work for you, instead of the other way around. Find out about the upcoming “age of inference” in technology and how it will change how we use devices.

2.  How much can going paperless save an organization? This district irrigation board realized they could save $1,800 if their board meetings went paperless.

3. What does big data have to do with baseball? Brian Kingrey used big data to win an online baseball competition, despite having no experience. Find out what lessons this can teach your organization about business.

4.  How much of your daily work would you still be able to do without a computer? Take a look at how much they’ve changed offices:

In case you missed our latest blog:

“We selected FileBound because of its functionality and cost. We liked the fact that it was customizable for each department—the DA, the county board, social services—they could all use FileBound.” – Holly Tanner, County Clerk of Columbia County. Found of more about FileBound’s work with the Clerk’s Office of Columbia County in our latest blog post.

Colorado Judicial System

August 7, 2013
FileBound helped the Colorado Judicial System implement the Electronic Dockets, which helped increase productivity.

FileBound helped the Colorado Judicial System implement Virtual Dockets, an easy way to increase productivity.

The Colorado courts found themselves over extended in trial proceedings that required an ever increasing amount of manual labor that was in short supply with the result being increasing costs and decreased process flow. The FileBound Document Management Solution solves these issues by creating a paperless court environment using an innovative Virtual Docket that provides ease of use and increased productivity.

The Problem

As the Colorado Court’s pilot project for a virtual docket, this county judicial system  was responsible for transferring their entire system over to a paperless system. The judicial process requires accurate court files, up-to-date motions, and daily transactions between counsels to be presented to the judge in a complete file for review before proceeding. In the former paper based system, the clerk’s office maintained the trial docket of cases for the judges. They received all incoming paperwork from the District Attorney, Public Defender and Private Bar offices and filed them with appropriate cases. This daily process was very labor-intensive and slow and involved many filing and re-filing of cases. It also provided for human error in allowing documents to be misplaced, lost, or misfiled and required multiple paper copies to be printed for each party involved. Overall it created inefficiencies in the judicial process.

The Solution

In creating an electronic solution for the courts, one of the biggest challenges was designing a process that was easy to use, reliable, and efficient enough to quickly gain buy in from the judges. FileBound created the winning strategy by designing a Virtual Docket. This electronic version of the trial docket allowed judges immediate access to all cases and documents on a computer. By logging in, they could view all files, pending motions, and case decisions as they were made. Clerks can log in and update cases as needed, giving Judges access to cases anytime, anywhere. And with a secure connection, password sensitive access, and documents stored on in-house resources the Judges were comfortable with the security of the solution.

FileBound Results

The largest benefit the court has seen is the unification of the trial court process. Incorporating all processes into one system, gives the judges continual access to the latest information in the cases they oversee. It has streamlined the trial process for all parties involved and created a more efficient system. It provides instant retrieval of archived records and has eliminated the hassle of managing paper files and documents.