Robotic Process Automation

If your business requires customers to complete paper-based or online forms to kick off a process like becoming a customer, ordering supplies, applying for credit cards, service and support maintenance management, holiday vacation requests, timesheets, expense processing and more – the entire process can take days to complete manually.  With the RPA tool, TeleForm, you can automatically receive, read and capture data from paper-based or faxed in documents & you’ll be able to extract the key document information (so you won’t have to key the data manually) and either export the data to multiple databases or to kick off another process. If your content originates as a basic online digital form or a PDF file to manage similar or more complex form-based processes, LiquidOffice is the only online RPA forms automation solution that integrates TeleForm captured data content and goes the extra mile with online database lookups, data validations and complex multi-page dynamic forms processing that also can kick off another process and export all the captured data to another system and to databases.  Together or separately, both applications dramatically reduce the time to actionable data. With LiquidOffice customers can submit the information via online forms before they come to the office.  With TeleForm, and reduce the risk of human error, illegibility, misplaced documents, or the confusing use of abbreviations, caused due to manual data entry.

Fax hasn’t gone away, in fact, it remains a cornerstone of how documents can be reliably delivered globally – everyone can somehow receive fax. Faxing ensures a tamper-proof document delivery experience that’s well suited for financial services, healthcare compliance like HIPPA, education, and government.  It’s tamper-proof and doesn’t end up in the junk box.  And for those that rely on the paper in their desktop fax machine at work, deploying FaxCloud.biz, a pure cloud fax subscription service with no licenses to purchase – you can be up and running in 1 day.  Other on-premise fax solutions to consider include RightFax, the name brand, high volume solution for the enterprise can process millions of pages and integrate with most back-end applications. If you’re looking for a modern on-premises fax server web-based interface, FaxCore is a good choice. If privacy is key to your business, you know how important faxing remains.  As the experts in fax, Connectis can configure an RPA solution that provides data, notifications, and access for users with permissions to interact with faxing from a browser.

Securely archive and access the business documents and associated metadata that flows in and out of your business.  Accessing your business content based on projects, customers, vendors, events and any collection you can think of with Vasion Document Management. Robotic Process Automation can be defined to notify the service department of the next action item for the customer’s needs or your companies next process. Its inbound documents from scanned paper, faxes, emails, and captured documents and metadata will all automatically be inserted into Vasion. The intuitive easy to use interface enables you to search and retrieve the content you want from anywhere any Windows application or browser.  Your customer service rep’s will have fast access to the required documents based on their defined permissions.

Invoices arrive in many formats including email with PDF attachments, fax, paper, and EDI.  The time it takes to manually key in the invoice data into your ERP or accounting system is slow and may contain data entry errors, slowing down the entire AP process.  If you’ve got large numbers of invoices or are processing invoices for multiple companies and need the information captured from invoices to your accounting to be streamlined, you’ll appreciate the powerful capabilities of the DocAlpha document capture solution. The RPA tool, DocAlpha can automatically pick up inbound invoices and sales orders (from paper, email, fax, or EDI) and read all the key document data based on defined rules and ensure the data is correct based on validation checks so you’ll get good data all the time.  If a document needs to be approved by others, the capture process can be dynamically routed to the right person based on workflow logic. DocAlpha captured data can be integrated with many systems including QuickBooks Microsoft Great Plains, Microsoft Dynamics GP, Microsoft Dynamics NV, Microsoft Dynamics AX, Sage Accpac, SAP, Oracle, and others.  Eliminating the manual data entry burden to this volume-based process will bring tangible benefits to any business.  And once the documents have been processed and are now digital, the content can also be shared with a document management system like Vasion.  From entering the organization, through internal processing and finally consuming and searching for content with your DMS, the entire process can occur automatically without user intervention.

If your staff is completing timesheets that are submitted as either paper or faxed in or even if you’ve got remote offices that need to scan them in and send them for central processing, we can use RPA tools to automate the capture and processing of the forms accurately, quickly and inexpensively. All timesheet forms containing fields requiring database lookups, complex mathematical calculations to ensure data accuracy is part of deploying TeleForm as a single user or workgroup application that will efficiently convert your documents to data for your Payroll department and databases and serve up the images as PDF’s to your document management system. If you’d like to put your timesheets online LiquidOffice e-forms will provide a user-friendly GUI to design the online forms complete with validations and workflow routing, but once processed the data will be automatically exported to your Payroll app or database without the need for user intervention.  Forms can be accessed through any browser and submitted.  LiquidOffice also has a feature to enable offline forms processing, so if a staff member needs to complete the forms in a browser laptop or tablet, but there’s no local internet – the data can be captured and submitted later when they re-attach to the internet.  If you need timesheet data to be captured and read and routed for management approvals, docAlpha will extract the data from documents and excel spreadsheets to ensure data accuracy with math calculations, database lookups, and more. Once the timesheet data is captured and released to your Payroll app, the captured metadata and PDF images can be automatically stored in Vasion document management system, where the content can be archived, searched, and retrieved security based on user access permissions.  End to end timesheet capture, processing to eliminate manual data entry and automatic storing of metadata into your next step in the process.

Application forms for new hires, waivers, confidentiality agreements, paid time off, payroll, benefits usually requires the capturing of key fields of data (but every business is different) and often requires several applicant specific document attachments.  Relying on an external service can be inflexible and costly and you won’t have final control over your stored documents as they’ll be archived somewhere else.  Depending on the nature of your business, you may have several hops in the process that require internal approvals and if you want to maintain control and access to the information on your premise LiquidOffice e-forms is the flexible RPA solution to manage it all.  You can define complex document routing, work with the easy to use forms designer to capture the information you need for any quantity of forms.  The Process Studio enables you to layout a graphical workflow RPA model to set triggers and next steps on how the information should flow internally – complete with internal and external notifications.  And if your documents originate as paper or PDF files, LiquidOffice also integrates with TeleForm to capture and read all handprint and machine printing on multi-page forms that arrive as paper or fax. Together the 2 applications enable the robotic process automation of complex processes that need to manage paper or digital forms with ease and control ensuring your data is quickly released to the next steps in your process.

Keeping track of paperwork orders and not having access to customer and equipment history hampers the ability to close out jobs. This may require an additional service call to complete the request. But effectively processing work orders manually is challenging considering all the steps and information involved. Work orders begin their lifecycle through one of three funnels: call, quote or preventive maintenance. LiquidOffice RPA solution can automate the work orders in each funnel and improve the speed and efficiency with which you process orders and bill them for faster revenue by digitizing every work order. Access web-based digital work orders from any mobile browser-enabled device.  Once data has been captured, it can be shared with customer invoicing systems. LiquidOffice makes it easy to design online work order forms, the data from which can be passed to other systems. Companies can create, edit, accept, decline, pause, complete and view work orders, tasks and quotes from any web-enabled device.  Putting your work order forms online and capturing the activity results enables you to respond quicker and satisfy customer needs in a single visit. LiquidOffice enables API level integration with many ERP, CRM or other backend database systems. Integration with your billing system enables you to validate payments and capture approvals electronically without any hassles of paper trails and manual cross-references. If you’ve got a volume of invoices that need to be captured, data read and extracted for export to an accounting, ERP or other databases – InvoiceAction will do the job efficiently, reduce errors, reduce the number of days to the bill; because the billing process no longer needs to wait for a periodic receipt of paperwork when technicians visit the office or mail in work orders.

If you’re purchase requisitions are still on paper, and some are, converting them to online digital forms with LiquidOffice will speed up the process and eliminate errors by applying validation rules.  Online forms can be auto populated based on data, fields can be automatically calculated and submitted for approvals to users defined in the workflow. LiquidOffice speeds the process by eliminating paper and manual processing steps in the purchase-to-pay (P2P) cycle. Each person in the process can be notified of next steps, approvals, rejections and comments. For managers who are out of the office, accessing Purchase Requisition through a mobile interface enables the approval or rejection process to occur on-the-go.  Purchase automates the procurement process by providing best-practice workflows that help you manage requisition review and approval, purchase orders (POs) and goods receipts processes. In addition, mobile and tablet-based forms give you anytime, anywhere access to the data you need, improving collaboration across your organization.

Single and multi-page surveys and questionnaires that are paper-driven take too long to manually enter into your backend database, while the paper surveys keep coming in the manual data entry choke point increases.  When the timeliness required to deliver the keyed information is important – manual data entry won’t cut it.  Warranty cards, market surveys etc., timesheets, and any hand-printed, or machine-printed form can be automated for capture with RPA tools. TeleForm can be used to automatically read, capture, classify and extract field data from paper and faxed in documents using powerful recognition technologies and helps you enter data from paper surveys smoothly. TeleForm information capture reads documents received via scanned paper, fax, and email attachments, using advanced recognition and pattern-matching technologies.

If you need your online digital web forms to integrate with paper surveys or questionnaires then the LiquidOffice eforms RPA solution integrating with TeleForm is the only solution to combine the paper and digital form processing TeleForm manages the capture of paper or faxed in documents and forms extracts the data and sends it to your database to reduce the amount of manual keying; while LiquidOffice provides to manage the capture, routing and workflow process surrounding the survey process online.  They both work together to ensure all documents are captured within the workflow.