IntelliChief Features and Benefits
IntelliChief is the next generation of document management, imaging, and workflow technologies, that provides you with a complete solution to managing your critical business documents from the time they are captured or created, through their processing and distribution, up to their ultimate disposal.
Web-based Interface
With an easy-to-use, web-based interface IntelliChief enables immediate access to mission-critical documents from anyplace at anytime.
Integration with ERP for easy document retrieval
The power of IntelliChief also comes from its seamless integration with your core ERP or business application. Familiar application screens gain additional functionality allowing users to automatically search for and retrieve business documents directly from their screens.
Easy capture of incoming faxes
Most businesses still rely on fax when it comes to receiving customer orders, vendor invoices, order acknowledgements, and other mission-critical documents. IntelliChief integrates with FastFax, Quadrant Software’s enterprise fax solution, to deliver state-of-the-art document capture that makes use of fax technologies such as DID (Direct Inward Dial), DNIS (Digital Number Identification System), and TSI (Transmitter Subscriber Information) to automatically identify the origin and destination of incoming faxes and electronically route them to the appropriate person or department.
Top of the line scanning solutions
In partnership with Fujitsu, Quadrant Software delivers top of the line scanners that enable your organization to easily convert paper documents into electronic images. IntelliChief’s advanced options for configuring scanning and document profiles automates the task of scanning documents in a way that streamlines the process and reduces operator errors.
Better control, security, and accuracy
“Document Processing Profiles”, or DPPs, are a unique feature of IntelliChief that controls all aspects of a document’s lifecycle in an easy-to-use profile screen. With DPPs the configuration of business rules, scanner settings, user authorities, and document types is centralized into a single profile that enables better control of how documents are handled by the system and how each document type is used throughout its lifecycle. The result is a solution that is secure, easier to use, maintain, and configure.
Easy capture of PC documents and emails
Archiving your PC Documents and emails is as easy as printing them. Using the exclusive Print Capture Driver with IntelliChief enables users to store their Word, Excel, Powerpoint, Adobe PDF, and any other PC document for easy retrieval from the central storage archive within IntelliChief. Users simply open the file or email they wish to capture and proceed how they normally would if they wanted to print it, but instead of selecting a printer they choose the IntelliChief Print Capture option, which will then convert the file or email into an image that can be handled by workflow rules, stored in IntelliChief’s image database, and retrieved when needed. IntelliChief makes it easy to capture and archive your emails and email attachments as supporting documentation for all your business process such as purchase requests or change orders. … IntelliChief makes it all paperless!
Electronic access and distribution of critical documents
Users have access to electronic inboxes from where they can process documents and do their work. Distributing documents for approval is done electronically, speeding up the process and providing better visibility to the status of documents. Invoices, Orders, Acknowledgement, and any other document captured by IntelliChief can be sent to one or multiple inboxes for easy access by authorized users. Inboxes can be setup for individual employees, departments, regions, or any other combination that makes sense for your business. The flexibility of IntelliChief allows you to setup the system to work the way you do.
Increased visibility and productivity with Workflow
Once documents are created or captured they can be routed to specific individuals or departments for approval, review, or additional actions. The workflow engine can be setup to process complex business rules and to adapt to your processes. You now have increased visibility to how work is being done and can process approvals, payments, reviews, orders, and other critical functions faster and with fewer errors. This gives management more control and visibility to operations, helps to distribute workload, and makes it easier to comply with industry regulations such as SOX.
Better annotations and revisions
Marking and commenting on documents is a common necessity, and with electronic documents it becomes even easier. With a variety of annotation tools at your disposal, you won’t feel the difference between working on paper and on screen.
Complete history log for audits
Throughout a document’s lifecycle users constantly view it, make annotations, send for approval or review. Every time a document is opened, forwarded, approved, or anything else happens with it, those actions are recorded in the document’s history log. Users can view the history to find out when a change was made, an approval was given, or when another action took place. Audits become easier to perform since each document has an accompanying electronic record.
Fax or email documents on the fly
Once a document, or series of related documents, are opened on the screen, you can immediately fax or email them to a customer or vendor by simply clicking a button. Get work done faster and distribute documents easily.
Improve document processing with rubber stamps
Electronic Rubber Stamps work much like the typical stamps found in most departments in paper-based organizations. Fully customizable, you can use rubber stamps to speed up document processing by stamping the electronic document with approval notices, general ledger codes, and much more.
Web Forms: web-based data capture and document processing
IntelliChief Web Forms is a tool that allows you to create typical forms such as purchase requisitions, vacation requests, petty cash requests, expense reports, and many more to be accessible online. Web Forms become web pages that can be linked directly from your corporate intranet to give users access to these commonly used business forms from anywhere at anytime with a web browser.
Easily retrieve related documents
Searching for and retrieving documents is easily done either via IntelliChief’s web based search screen or your own ERP application. Once the document is opened in your screen, with a simple mouse-click you can view and manage all the related documents on that same screen. Invoices, Purchase Orders, Acknowledgements, Checks, and any related document is shown as thumbnails on the screen and can be opened by clicking on them. Matching documents becomes easier, verifying approvals is a snap, and compliance auditing is faster and not burdensome.