Document Management and Business Process Orientation
There is a long-lasting trend in the use of the concept of Business Process Orientation (BPO), where companies pursue an overall performance increase by adopting a stronger process view of the organization. In essence, it’s often about organizations collaborating in a better way on documents based on their business processes. Documents and workflows are set up in such a way that they support business goals and that overall processes can be adequately controlled and managed. It is of importance that every employee who has to contribute to the business has easy access to the correct documents at the time he needs them. This last point, in particular, explains why Microsoft SharePoint-based solutions have become so successful.
Providing controlled, but also simplified and efficient access to the right documentation is perhaps one of the most substantial benefits of SharePoint, provided that users enter metadata correctly. Metadata is additional information about a digital file, a document in this case, on which the file can be stored and found easily. In Microsoft Dynamics 365 for Customer Engagement, we have known such an approach for quite some time. Only here we use names for business process components like quotations, sales orders, projects, calls, work orders, cases or service notifications. Where the actual process of working with documents is somewhat undefined, in Dynamics 365 we are talking about highly-structured data.
In Dynamics 365, processes are embedded and supplemented with additional workflows where necessary and available data can be used to generate documents. Whenever possible one should ensure that day-to-day business activities are registered in the Microsoft Dynamics 365 database instead of documents. Data Management is many times easier when using a database than managing data inside of documents, if only because they can be copied to a local disk where version control and security is challenging.
Even with an unwavering focus on data, it is clear that using Microsoft Dynamics 365 documents are created continuously, but also edited, sent and received. Also, the format of what is considered a document has become more and more diverse, including Word, Excel, PDF, photos, and email with all the former file formats as attachments. To gain or maintain control over this we need new technological applications as only using Microsoft Dynamics 365 is often insufficient.
Dynamics Document Manager is a solution whereby documents on SharePoint can be managed and automatically linked to business processes in Microsoft Dynamics 365. Documents are stored in a fully managed location on SharePoint, and users are no longer bothered with entering elaborate metadata. Document names, based on the metadata, are converted into a uniform name that is consistent and meaningful throughout the company where the original name, of course, also becomes metadata of the document.
For “business” (read customers, suppliers, orders, projects, customer objects, cases, etc.) internal as well as external collaboration workspaces (sites) can be created. Through smart search methods for documents with relevant metadata, all documents are pertinent to “the case” are displayed “automatically.” The user never has to search again!
If documents are expired, they can be checked and deleted automatically, and possibly backed up. Dynamics Document manager offers a combination of the best that Microsoft Dynamics 365 for customer Engagement and SharePoint have to offer in the area of document management. The business value Dynamics Document Management is evident.
Dynamics Document Management enables companies to obtain a grip on the ever-increasing document flow. The solution allows for adequate and efficient document management, seamlessly embedded within diverse and complex business processes. Managing documents is no longer a burden but supports users in performing their tasks while making their life easier. This can only lead to profit!