"There Is One
Document Management Product That Can Completely Clear Your Desk Of Paper …”
Managing Electronic Documents is easy - provided you
have a system that’s right for your business. It’s
certainly a great deal easier than managing paper –
we all know what a nightmare that can be.
You’ve probably several reasons why you’re seeking
Document Management Software. It may be that you
simply want to achieve the increased efficiency &
profits that a Paperless Office brings. If so,
your business could benefit in many ways …
Most documents are now produced using Microsoft Word
or Microsoft Excel. So if you’re not already doing
so you need to create standard templates that
everyone in your business uses. This is a
straightforward process and once created the
templates enforce your “corporate image”. It’s
surprising the effect on productivity that this
change alone brings.
It’s essential that every document your business
generates is stored automatically in the relevant
customer folder. And as you’ll be generating the
document from the customer record in your database
electronic filing is automatic. Now you really can
locate any document in about 10 seconds...
Scanning your Archived Documents to get rid of your
boxes & boxes of paper, possibly held off site at no
insignificant cost, may be your aim. If so you can
choose from an in-house solution or outsource it.
If you choose an in-house approach you’ll need a
fast scanner with high throughput and Document
Scanning Software.
Scanning incoming correspondence means that you’re
not increasing your archive storage. More
importantly it brings increased efficiency in key
areas …
o
Immediately a document is scanned it can be
viewed by any user on your network authorised to
do so. And if you have Remote Access - from
anywhere in the world. Usually this is a little
closer such as when working from home, in a
customer’s office …
o
You can add notes to an electronic document,
refer it to a colleague(s), email it to a
customer, and set a reminder so you get prompted
at a defined date & time … So no need for
printed copies for file or in-trays. You also
become more proactive.
o
So now you have both incoming & outgoing
documents in client folders.
Are you making effective use of Email in your
business or are you concerned over aspects of
security?
If you’re relying on a sole copy of email in
individuals’ in-boxes then you’re not making
effective use of email. You’re also gambling with
your business records as all too often they’re
simply not backed up. Or even deleted!
Treat them just like you would a Word document,
Scanned document or Excel Spreadsheet and store them
in the relevant customer folders.
Now they’re immediately available to every
authorised user.
When generating an email treat it just like you
would a paper document. Define standard templates,
header & footer so every email is prepared in the
corporate image and conforming to legal
requirements.
A large number of your documents may be produced by
computer applications such as your Accounts
software.
Even though they’re not generated by your Document
Management Software if these are customer related
then produce a PDF. It’s a very quick &
straightforward process and you can save it in the
customer folder. You can even email it as an
attachment should you need to do so.
How many post-it notes can you see around your
office? If the answers “none” then congratulations,
usually it’s too many.
If it’s important to put a note on a customer file
then make it an electronic one so every authorised
user can see it. The customer file is the best place
for internal memos too if they’re customer related.
And if you’re using the integrated Diary then set
reminders about customer events so you’re more
proactive.
It’s easy to ignore these three items when
considering Document Management Software.
So now you’re storing every customer related
“document” in your Document Management Database. To
view any document you just go to the customer
record, select the document category to see a list
of documents, (usually in date order), and select
the one you want. All without leaving your chair.
But that’s not all.
Combining your Customer/Prospect Database with your
Document Management Database means you can make
effective use of the information …
Microsoft Word is great for a simple mail merge.
It’s not so good though if you want to send a letter
to customers who meet a particular criteria, such
as, for example, those who purchased a particular
product within the last 12 months. To do this –
simply & quickly, you need a Customer/Prospect
Database with search facilities.
You start by producing an electronic list of
customers who meet your criteria then you select the
document template you’ve written, (your mailer), and
you mail merge.
Often known as E-Merge, the use of email for
contacting your customers is taking over from the
traditional written mailers – although both still
have their place.
To use Email effectively though you require the
same facilities that you have with a traditional
mail merge … A Search Facility that produces an
electronic list, a template, (your mailer), and a
product that replicates the mail merge process via
email.
Most business diaries are personnel based. This one
is too - it’s also customer focussed. So you get a
two-way view of events.
It’s fully integrated with the Customer Database so
you can relate people & customers to documents too
so you can monitor responses.
You can set up repeat events, request reminders and
notify meeting participants by email or via the
Internal Messaging.
This module alone is worth the cost of the product
and it’s included at no extra charge.
Check
out the main features, (there are many others), in
our product, – it’s called Rapport - with
your own requirements and see how it stacks up …
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Practice Net Rapport
Document Management Software for The Paperless Office
Feature Rapport Comparison
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Rapport |
Other |
Notes |
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Document Generation |
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Document Admissibility
- Audit Trail |
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Document Scanning
– TIF
- PDF |
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Email
- Outgoing
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Incoming
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Templates
- Headers & Footers
- Attachments as PDF |
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Document Capture as PDF |
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Notes
- Documents
- Personnel
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Memos |
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Reminders
- Personnel
- Documents |
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Diary
- Personal
- Customer |
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Mail Merge
- Documents
- Email |
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Customer Database
– Relational
- User Defined
- CRM |
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If it meets your needs then
order it today.
You won’t find the price a barrier and every day without it is costing
you money.
And when you order Rapport you’re covered by a 30-day Money Back
Guarantee.
"If for any reason whatsoever you’re not happy with your purchase and
you tell us within 30 days we’ll refund your money in full – without
question and we won’t fall out over it".
You can purchase a Rapport licence today for only £247.
And
additional concurrent user licences are only £150 each.
The Document Scanning Module is an extra £150. Apart from VAT that’s it
– it’s a one time licence cost.
We do though offer an Annual Support & Upgrade Service – it’s
optional. You can contact us by email, telephone or fax with your
queries, problems or advice. The Service also includes free updates &
upgrades. We issue at least one major upgrade a year and around 50% of
the enhancements are the result of suggestions from our supported
customers.
Special offer worth £100, (whilst it’s on this Web Site) …
To get you up & running quickly we will help you to load the document
management software, (all you require is an Internet connection), and
we’ll spend up to an hour on line shortening your learning curve giving
you tips as we go.
And we’ll provide you with 30 days Support free of charge.
So
order your
copy of Rapport today and
start benefiting from The Paperless Office.
The 3-Minute Survey
We’re constantly improving our software and issue at
least one major upgrade of Rapport every year. At
least 50% of enhancements are suggested by our
customers and your input too is very welcome. So
please take part in this 3-Minute Survey and if you
want to keep in touch or wish to discuss your needs
please supply your email address or telephone
number. We promise not to abuse your trust and hate
SPAM just as much as you do. And if you’d like an
online demo of Rapport just tick the box and we’ll
contact you to arrange.
Terms & Conditions
Company Details
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GO
PAPERLESS
