It is usually possible for users to create new documents and search for archived documents at the same workstation. However, until icon/Desktop there was no option to add the retrieved documents to the correspondence system and process them in that application.
If users wished to add archived documents or just a couple of document pages to a newly created letter, they had to print the archived document and enclose it manually with the new document, which also had to be printed. This procedure was both inconvenient and expensive in terms of paper and labour costs. In effect, the user becomes a 'one person enveloping machine'. This media discontinuity is illustrated below:
It also constitutes a huge security gap: anyone could look at the document and the new process was only partially recorded - therefore not completely documented for any subsequent processing.
With icon/Desktop users create a new text document and add an attachment consisting of archived documents or document pages to it with a mouse click. To this end, they can search the relevant archives and then drag and drop the selected archived document or document pages into icon/Desktop for further processing.
The new document including the attachment can be sent by e-mail, E-Postbrief or external mail (eg Royal Mail in UK, or De-Mail in Germany, or others). Of course, it is still possible to produce a print-out on paper and post it as a letter, but it is no longer necessary. The text document and the attachment are automatically stored in the archive. Instead of the complete attachment, it is possible to generate only one information sheet with the meta data for documentation to avoid double archiving and save memory.
The integrated administration and versioning of documents during processing, workflow support and comprehensive evaluation options allow for the control and efficient creation of documents.
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