RicohDocs Review

Track Different Versions Of Documents

Version control is among the most important features of RicohDocs. This feature makes it much easier for administrators to view, track, and review the changes made by multiple users to the same document. It provides a systematic and standardized way to capture and track all information and details related to different versions of documents, providing administrators with the capability to view the complete history of the documents, including all the actions that have been performed on the documents.

Compare Differences Between Document Versions With Ease

RicohDocs’ version control feature has sub-features and one of them is document comparison. With this sub-feature, administrators will be able to easily compare the different versions of the same document. They can immediately identify the differences between versions of the document because they are actually highlighted within the document itself.

Streamlines Revision Approvals And Allows Rolling Back To Previous Versions

Rollback is another version control sub-feature available in RicohDocs. This sub-feature is very useful every time administrators are reviewing changes made to documents. For example, when an administrator doesn’t like the changes that have been made by a particular user to a document and he or she needs to reject them, the administrator can roll back those changes and revert to the previous version of the document.

Workflow Modeling And Automation

RicohDocs assist users in making sure that their work environment is convenient and hassle-free and all processes and tasks that involve business documents, records, files, and information are running smoothly. The platform provides a workflow design and management tool that permits them to model automated business processes that optimize document lifecycle management and the flow of business information and documents across the different branches or channels within the organization.  

Provides You With Full Control Over Your Documents

Because RicohDocs automates document-centric processes and workflows, it gives users more document control than ever before. With, RicohDocs, back-office coordinators no longer need to move from one office or department to another to request approval for documents and have them signed by authorities. The platform allows incorporating and attaching documents to user-designed workflows that define how such documents should be routed across the organization. Thus, users will be able to determine which part of the workflow a document is currently in and which part it is supposed to move into.

Enables Electronic Documentation And Helps You Build A Paperless Office

The office automation platform eliminates the need to keep hard copies of documents in physical storage media and houses wherein users have to store a lot of paper-based documents that can get easily damaged or destroyed due to fires, floods, or rodent infestations. RicohDocs enables them to build a completely paperless office where they can manage all their important documents electronically. With RicohDocs, paper-based documents are converted into a digitized or electronic form, allowing users to efficiently and appropriately create, store, search, retrieve,  share, add, or delete documents.

Optical Character Recognition Technology

RicohDocs uses a modern technology that aims to remove manual data entry processes. This technology is called OCR or Optical Character Recognition. This technology captures text information from scanned images, PDF files, and text files. After that, whatever text information it has detected and read is transmitted to a database. Through OCR, users no longer need to input information manually, eliminating manual labor and paperwork and letting them successfully implement document digitization.

Document Profiling And Metadata

Many businesses and organizations are dealing with different types of documents, and managing and tracking these documents is very challenging. Fortunately,  RicohDocs delivers an easy way to organize, classify, and search business documents, files, and information through the aid of its profiling and metadata feature. But what is metadata anyway? Metadata is a collection of data that describes other data.

The office automation software makes it possible for users to add metadata to their documents such as the document’s type and sub-type, subject, tags, and author. The metadata of documents are scanned as they are being uploaded into the central repository, and RicohDocs uses them to classify or categorize documents, a process called document profiling. When users want to search and retrieve specific documents, all they need to do is access the metadata of that document and they can already get the document they need immediately.

Share Documents With Internal And External Users

Document sharing is another remarkable feature found in RicohDocs. In RicohDocs, documents can be shared with internal and external users as a file attachment or a URL link. In addition, the platform enables them to protect the shareable documents with a password so that their vital documents will be accessed only by users who are authorized to unlock the password-encrypted documents.

Smart Calendar Feature

RicohDocs also includes a smart calendar feature built so that users can track all important tasks, document-associated assignments, appointments, and meetings. This feature allows users to set schedules for meetings and appointments and view and keep track of past, current, and future events. Also, it lets them assign tasks to employees or members of their organization. The moment a particular user acknowledges and accepts the assigned task, the date associated with the task is marked in the calendar at his or her end.

The smart calendar feature ensures that tasks, meetings and appointments are completed within the schedule. Thus, as users plan and create schedules, RicohDocs also enables them to set task, meeting, and appointment reminders so that the concerned persons can perform and finish their works and activities on time, regardless of how busy they are throughout the day.  

Integrates SMS Technology Into Document Management System

RicohDocs has an integrated SMS capability which provides users with the ability to receive SMS notifications and alerts wherever they are. This capability is among the mobility features present in the platform which makes document workflows smoother. Here, they are alerted on the things that require their immediate attention even if they are outside of the office and the only device they are carrying along with them is a mobile phone or tablet.