SharePoint Document Capture and Retrieval

Microsoft SharePoint includes document management features that allow businesses to configure the life cycle of documents within their organisation. For example; how they are created, reviewed, and published, and how they are ultimately disposed of or retained.

Leveraging this functionality in conjunction with scanning enabled web parts we can provide document scanning from within SharePoint or via an installed OCR application which can write directly to SharePoint lists. This therefore allows individual users or departments to scan documents such as invoices from their PC’s directly to SharePoint.

During the scanning process additional Meta data can be recorded such as supplier, department, invoice number and amount.

Once a document has been scanned to SharePoint and Meta data provided, a workflow can be initiated and the document can be sent to an approver to either populate additional information such as account codes or project analysis or simply to approve the document.

Once approved, the document will be stored to a relevant document library; permissions can be setup on the document library to limit who can review the document, ensuring confidential or sensitive documents can only be reviewed by allocated users.

Additionally the invoice details can be written to our SQL database which records all approved invoices. An additional workflow can be initiated or scheduled to take approved invoices and either create an output text file, xml file or call an external web service therefore allowing posting of invoices to your financial or other business systems.

It is also possible dependent upon your finance/business system to drill from within the application back to SharePoint to retrieve the scanned document. This is extremely useful if additional approval or viewing of the document is required.

For further information or to discuss your requirements further please contact us.