Using custom in-house software programming, DocuWare was integrated with the charity’s CRM system, Advanced, NG. Once a donor is located in the CRM system, every document related to that donor can be accessed by clicking the integrated DocuWare button which works in the background to automatically search and display any document indexed with a donor’s reference number. This integration has streamlined two databases into one system, simplifying information access and improving customer service, as well as the management of login credentials.
“By using DocuWare’s integration tool we have managed to incorporate enterprise grade, reliable document management functionality into our CRM software to make one system for information,” said Gardner. “This integration allows more staff to have access to supporter’s documents very quickly without having to train them to use a new system. The integration is so seamless and easy that most of our staff don’t even realize they are using DocuWare.”
The Woodland Trust was able to add new work processes for home-based employees that allow them to access and store documentation anytime, instead of requiring them to travel to the office to submit documentation.
In the legal department, DocuWare meets the guidelines set by UK law and the electronic documents are legally admissible in court proceedings. Search times are considerably shortened which frees up the legal team for more important tasks. Their DocuWare solution also guarantees secure access to documents legally requiring long or permanent retention schedules, such as property deeds or wills.The legal department actually went back and scanned all of their files in order to provide digital access to any legal document.
DocuWare also plays a key part in the Charity’s estate management. Today risk assessments, budget reports and other documents relating to site management are securely stored in DocuWare and available to the entire staff regardless of location.