Category: news

Emails, as we know them today, are a formal and reliable means of correspondence. We often use them to track project progress and past decision-making. Emails also serve as a written record of communication and are frequently used for regulatory compliance. However, our current use of emails presents challenges, such as the lack of tracking and capabilities to understand the true source behind these emails and the documents shared over emails. Without a good method for standardizing documents, we often end up with duplicated documents every time an email is shared or forwarded. This inefficiency can lead to human error, productivity loss, and noncompliance risks. Through our partnership with M-Files, we offer an advanced Outlook add-on for M-Files as a document management system.  With this solution you are able to automate tracking your important documents, ensure that entire email threads are captured as conversations and updates automatically, and eliminate the need to re-upload files. Here is an example of how a Law Firm has benefited from this solution.

CASE STUDY

OVERVIEW:  Law Firm

APPROACH: Looking for a solution that will maintain a high level of organization, efficiency, and accuracy in their case management and email communication processes.

BENEFITS: 

• Improve Case Management – All case management files and email communications are stored in a single system, making it easier to access and manage case-related information.
• Enhanced Organization – Emails can be directly linked to relevant documents in M-Files, ensuring all related information is kept together.
• Increased Efficiency – Automatic updates prevent the need to manually update files, minimizing errors and saving time.

 RESULTS:

• Automated email management reduces the time spent on manual sorting and filing, allowing staff to focus on more critical tasks
• Email thread responses are automatically updated and saved in M-Files, reducing manual effort and improving accuracy.
• Fast access to emails and documents through M-Files improves response times and decision-making processes.

 HOW:  Contact CP Digital Office Solutions.                        

Learn how your organization can benefit from using Outlook add-on

for M-Files! Check out this short video!

Emails, as we know them today, are a formal and reliable means of correspondence. We often use them to track project progress and past decision-making. Emails also serve as a written record of communication and are frequently used for regulatory compliance. However, our current use of emails presents challenges, such as the lack of tracking and capabilities to understand the true source behind these emails and the documents shared over emails. Without a good method for standardizing documents, we often end up with duplicated documents every time an email is shared or forwarded. This inefficiency can lead to human error, productivity loss, and noncompliance risks. Through our partnership with M-Files, we offer an advanced Outlook add-on for M-Files as a document management system.  With this solution you are able to automate tracking your important documents, ensure that entire email threads are captured as conversations and updates automatically, and eliminate the need to re-upload files. Learn how one of our clients, an Engineering Firm, is utilizing this solution.

CASE STUDY

OVERVIEW: Engineering Firm

APPROACH: Looking for a tool that will assist with managing all the emails, documents, plans and contracts in one place.

BENEFITS: 

• Streamlined Document Handling – save attachments like plans, contracts, and documents directly from Outlook into M-Files
• Enhanced Organization and Retrieval – Automatically associate email threads with saved attachments, making it easier to track the context and history of documents
• Improved Compliance – Maintain a clear record of communications and document versions for regulatory compliance

 RESULTS:

• Eliminate duplication and ensure that everyone is working with the latest version of a document
• Quick access to all related files and correspondence in one place, improving efficiency
• Ensure all documents and correspondence are properly archived and accessible for audits

 HOW:  Contact CP Digital Office Solutions.                        

Learn how your organization can benefit from using Outlook add-on

for M-Files! Check out this short video!

Through our partnership with M-Files we can provide a solution to our clients that will assist them with streamlining their document process. Hubshare, a solution provided by M Files, is a collaborative platform designed to streamline communication and document management within organizations. It serves as a centralized hub where teams can securely share, collaborate on, and manage documents, regardless of their location or device.  This allows for a seamless transition and ensures that all relevant documents are accessible from a single interface. Learn more on how one of our clients in Human Resources is advancing from using Hubshare.

CASE STUDY

OVERVIEW: Human Resources

APPROACH: Looking for a tool that will assist with onboarding and keeping employees up to date with company initiatives.

BENEFITS: 

• Employees can download onboarding documents and upload completed forms to Hubshare.
• All documents will be automatically tagged and uploaded to M-Files by employee’s name and document type.
• Allows HR to set permissions and control who can view, edit, or share sensitive information.

 RESULTS:

• Offer better collaboration between employee and HR team.
• Streamlines routine HR processes such as onboarding, performance reviews, and leave approvals by automating workflows, reducing manual work and accelerating decision-making.
• Protecting employee privacy and ensuring compliance with regulations like GDPR and HIPAA.

 HOW:  Contact CP Digital Office Solutions.                        

Learn how your organization can benefit from using Hubshare!

Check out this short video!

Through our partnership with M-Files we can provide a solution to our clients that will assist them with streamlining their document management process. Hubshare is a collaborative platform designed to streamline communication and document management within organizations. It serves as a centralized hub where teams can securely share, collaborate on, and manage documents, regardless of their location or device. One of its key features is its ability to integrate with existing systems and repositories, such as Microsoft SharePoint, network folders, and other ECM systems. This allows for a seamless transition and ensures that all relevant documents are accessible from a single interface. Learn how our Commercial Landlord client is benefiting from using Hubshare.

CASE STUDY

OVERVIEW: Commercial Landlord

APPROACH: Looking for a tool that will allow them to easily share documents with their tenants.

BENEFITS: 

• Tenants can easily upload their documents to the Hubshare portal.
• Allows them to post documents for download and other helpful info and widgets for their tenants to reference. 
• Utilizes Role-based access control and encryption.

 RESULTS:

• Documents are automatically tagged with metadata and stored in customer’s document management system (M-Files).
• Making it easy to communicate with their tenants.
• Able to protect sensitive information and ensure compliance with data regulations.

 HOW:  Contact CP Digital Office Solutions.                        

Learn how your organization can benefit from using Hubshare! Check out this short video!

We are so excited to announce the launch of a revolutionary new AI tool called Aino that is set to completely transform the way we manage and organize our documents and information.  Aino is a generative AI tool that is designed to learn and adapt to your unique needs and preferences, making it easier than ever to find, access, and collaborate on your documents. With Aino, you no longer must spend hours searching through folders and files to find what you need – simply ask Aino and it will surface the relevant information for you in an instant. Not only does Aino make document management more efficient, but it also helps to improve the overall quality and accuracy of your documents by providing intelligent suggestions and insights. Plus, with its machine learning capabilities, Aino gets smarter over time, continuously improving its accuracy and efficiency. Learn more on how it transformed contract management for an Engineering Firm.

CASE STUDY

OVERVIEW: Contract Management for Engineering Firm

APPROACH: Looking for a tool that will summarize large documents and present the most essential information to users.

BENEFITS: 

• Centralized Document Repository: Provides a centralized platform for storing and managing all contract-related documents, including agreements, amendments, and supporting materials.
• Version Control and Audit Trail: Engineers can track changes to contracts and maintain a clear audit trail of revisions and updates.
• Improved Collaboration:  Allows you to facilitate collaboration among engineering teams, legal departments, and other stakeholders involved in contract management.

 RESULTS:

• This helps ensure compliance with regulatory requirements and provides transparency into the contract lifecycle.
• Allows documents to be put in customizable views and usage scenarios.
• By providing secure access to contract documents and enabling real-time collaboration it allows communication and teamwork.

 HOW:  Contact CP Digital Office Solutions.                        

Learn how you can utilize AI in managing and organizing document information!Check out this short video!

We are so excited to announce the launch of a revolutionary new AI tool called Aino that is set to completely transform the way we manage and organize our documents and information.  Aino is a generative AI tool that is designed to learn and adapt to your unique needs and preferences, making it easier than ever to find, access, and collaborate on your documents. With Aino, you no longer must spend hours searching through folders and files to find what you need – simply ask Aino and it will surface the relevant information for you in an instant. Not only does Aino make document management more efficient, but it also helps to improve the overall quality and accuracy of your documents by providing intelligent suggestions and insights. Plus, with its machine learning capabilities, Aino gets smarter over time, continuously improving its accuracy and efficiency. Here you can see how it has impacted the workflow and productivity in one of our client’s Human Resource Department.

CASE STUDY

OVERVIEW: Human Resources for Manufacturing Company

APPROACH: Looking for a solution that will help generate summaries of resumes to share internally.

BENEFITS: 

• The AI Solution increases productivity by allowing knowledge workers to ask questions based on their data, summarize documents, or translate content into other languages.
• Keeping data secure.
• Connects documents with the right business processes.

 RESULTS:

• Employees are now able to get the jobs done faster.
• Able to get benefits of advanced AI capabilities without sacrificing security measures.
• Allows documents to be put in customizable views and usage scenarios.

 HOW:  Contact CP Digital Office Solutions.                        

Learn how you can utilize AI in managing and organizing document information!Check out this short video!

Recent progress in document processing technology owes much to the integration of AI into document processing software. Previously, automating text extraction from documents required building templates, but this has been significantly streamlined with AI’s ability to autonomously identify document types and extract relevant text. For instance, it can accurately recognize an invoice and extract details like invoice number, amount due, and due date without prior training. This cloud-based software can manage a broader range of documents while notably decreasing the time needed for software training. Read how one of our clients uses AI technology to extract data from their documents.

CASE STUDY

OVERVIEW: Construction Company

APPROACH: Looking for the ability to automatically tag invoices with metadata so we can track payments by job number.

BENEFITS: 

• The AI Solution allows the documents to be automatically tagged with metadata in a digital portal awaiting approval. 
• Manual Labor was reduced by 40%.
• Not having to make templates.

 RESULTS:

• Employees can easily access the portal and authorize invoices without the need for manual data input.
• Employees are now able to focus on revenue generating tasks.
• Employees have become more efficient by using AI technology.

 HOW:  Contact CP Digital Office Solutions.                        

Learn how you can utilize AI in document processing!Check out this short video!

Recent progress in document processing technology owes much to the integration of AI into document processing software. Previously, automating text extraction from documents required building templates, but this has been significantly streamlined with AI’s ability to autonomously identify document types and extract relevant text. For instance, it can accurately recognize an invoice and extract details like invoice number, amount due, and due date without prior training. This cloud-based software can manage a broader range of documents while notably decreasing the time needed for software training.
Discover how one of our clients leverages AI technology to extract data from their documents.

CASE STUDY

OVERVIEW: Non-Profit Organization

APPROACH: Looking to eliminate manual entry of data into their document management system.

BENEFITS: 

• The documents are automatically tagged with metadata in a digital portal awaiting approval. 
• A 50% reduction of Manual Labor.
• Not having to train software and having to make templates on documents.

 RESULTS:

• Employees can easily access the portal and authorize invoices without the need for manual data input.
• Employees are now able to focus on enhancing customer service with clients.
• Boosting efficiency through the utilization of AI technology.

 HOW:  Contact CP Digital Office Solutions.                        

Learn how you can utilize AI in document processing!Check out this short video!

In the world of procurement, accuracy and efficiency are paramount. With 3-Way Matching, a streamlined approach that reconciles purchase orders, invoices, and receipts, businesses can ensure accuracy while minimizing errors and discrepancies. Through our partnership with M-Files you can take this process to the next level, offering a sophisticated solution that automates 3-Way Matching, saving time and resources. Learn how one of our clients simplifies their procurement process and elevates their efficiency to the next level.

CASE STUDY

OVERVIEW: Tire Distributor Case Study

APPROACH: Looking for a solution to consolidate documents into one place for all our 70+ locations.

BENEFITS: 

• Accuracy: By reconciling purchase orders, invoices, and receipts, a 3-way matching system ensures accuracy in the procurement process.
• Cost Control: The 3-way matching system helps identify discrepancies between purchase orders, invoices, and receipts promptly.
• Compliance: For tire distributors operating in regulated industries or dealing with specific compliance requirements, a 3-way matching system ensures adherence to regulations and internal policies.

 RESULTS:

• This helps prevent errors such as overbilling, underbilling, or incorrect orders, which can be particularly crucial in the tire distribution business where precise inventory management is essential.
• By catching errors early, the distributor can avoid overpaying for goods, reducing unnecessary expenses, and improving overall cost control.
• This helps mitigate the risk of non-compliance penalties and maintains the distributor’s reputation and credibility.

 HOW:  Contact CP Digital Office Solutions.                        

Learn how you can streamline your operations, enhance productivity, and ultimately boost your bottom line! Check out this short video!

As we enter a new year, numerous organizations are considering the digitization of their documents. The hurdles they encounter stem from issues such as limited space, compliance requirements, and the pursuit of increased efficiencies. At CP Digital Solutions, we understand the challenges that organizations are facing today. With our document scanning services, we work with your file backlog by picking up your documents at your office or storage provider.  We then deliver your documents in the format of your choice whether it be importing them into document management software or providing you with an external hard drive. Learn more about how one of our HR clients has been utilizing our services.

CASE STUDY

OVERVIEW: Education Case Study

APPROACH: Searching for a solution to securely store student records with a retention mandate of 99 years.

BENEFITS: 

–  Cost Savings: Going digital eliminates the need for physical storage space and reduces costs associated with paper, printing, and manual record-keeping processes.

–   Accessibility: Authorized personnel can access student records securely from anywhere, promoting remote work capabilities and facilitating collaborative efforts among staff.

–  Enhanced Collaboration: Digital platforms facilitate collaboration among educators, administrators, and other stakeholders, fostering a more connected and cohesive educational environment.

 RESULTS:

 –  Achieving savings of $100K over a three-year period due to reduced expenses related to storage space.

 –  This accessibility fosters greater flexibility, efficiency, and teamwork among educational staff, ultimately contributing to a more agile and collaborative work environment.

 –  The result of enhanced collaboration facilitated by digital platforms is the creation of a more connected and cohesive educational environment.

 HOW:  Contact CP Digital Office Solutions.                        

Learn how you can streamline your operations, enhance productivity, and ultimately boost your bottom line!