- Case Studies
Digital, Audit-Proof, Always Accessible
A document management system (DMS) uses a database to manage all types of documents during their life cycle – from a document’s creation and storage to its usage and structured destruction. cuSmarText’s numerous user-friendly features make this is possible with little effort and a minimum of training. The document management system cuSmarText saves lots of time and increases transparency and efficiency at any company.
Document management made easy with digital processing
The document management system cuSmarText can be called up from any function in the SAP system and be integrated at any point. It offers company employees a wide range of options for archiving documents in an auditing-compliant manner. They can scan documents conveniently “on the fly” (i.e. without having to install software beforehand) using the integrated scan feature and save documents in the electronic record with drag & drop.
Also, a few clicks are all that’s required to generate barcodes for assigning documents to a process or to print cover sheets with barcodes for central document scanning.
All stored documents, including scanned documents, can be located quickly and easily using a full-text search.
SAP Consultant HR/FI/CO at Chocoladefabriken Lindt & Sprüngli GmbH
”We were already using cuSmarText in our quality management processes. The digital personnel record offers manifold possibilities: To start off with, it’s fully SAP-integrated and lets several employees access the same record at the same time; we also we no longer waste time searching for files. Another great feature is that, with cuConnect, you can send documents from Windows directly to the personnel record.“
Reliable observance of deadlines, appointments and authorizations
cuSmarText automatically monitors tasks, authorizations, approvals, appointments and deadlines, the document management system informing responsible employees timely by e-mail. Downstream processes – such as automatic charging – can also be initiated automatically, if required.
With the task management functionality, which also contains an integrated escalation feature, responsible employees can easily create ad-hoc and multi-step tasks for clients, contracts, processes and circulations. Each participant automatically receives an e-mail with a schedule plus a reminder. When a person responsible for the approval is unavailable, the approval request is automatically forwarded to the next person.
The task’s creator and the project manager can review the current task status at any time.
Thanks to the seamless integration into Microsoft systems, the cuSmarText document management system and Microsoft products complement each other perfectly, letting you store documents and information from an MS Office application directly in the digital personnel record. You can also import any e-mail, including all its attachments and formatting, from MS Outlook and IBM Notes into the record with a single click, as well as send e-mails from the digital personnel record via the e-mail application.
Another benefit of cuSmarText is that users can search content from the SAP system directly in the e-mail application, making jumping between applications a thing of the past. The resulting list with a preview of the main information – comparable to a Google search – is displayed directly in IBM Notes or MS Outlook. Users can then jump to the corresponding master data or object in the SAP system with a single click.
cuDocument Builder allows documents to be automatically generated quickly and easily. Even clerks without legal knowledge can use it to create standard documents as well as certificates, job references and contracts in MS-Office or PDF format.
Placeholders are filled manually, or automatically if the information is already available in the SAP system. Designed e-mails can also be generated. The cuDocument Builder thus minimizes errors and significantly cuts working time.
The special highlight of the digital personnel record lies in its ability to automatically merge partial records into a single process-oriented record reflecting the context of the operation concerned. It automatically generates a coherent view of all documents associated with a complex business process, making it easy to recognize the interrelationships within that process.
cuSmarText’s fine-grain access and authorization functionality ensures that employees work in compliance with GDPR. Viewing and access rights are issued strictly according to roles and company divisions and only those data which are absolutely necessary are retained in compliance with GDPR.
Upon expiry of the data retention period, the system deletes the relevant personal documents and data records based on rules, either semi-automatically after verification by the authorized employee or fully automatically.
Special application areas
The document management system cuSmarText can be used in all specialist divisions in which documents are handled and Circle Unlimited offers needs-based best practice concepts for specialist divisions such as human resources, legal, purchasing, sales or patent management.
cuSmarText can also be optimally used as a data protection management system. For this, the solution offers transaction records, checklists and automated correspondence as well as reliable handling of data subjects’ inquiries.
The document management system cuSmarText, which is available in two variants – for SAP ERP and SAP S/4HANA – integrates seamlessly, regardless of your company’s preferred system. The certificates “SAP Certified – Powered by SAP NetWeaver” and “SAP Certified – Integration with SAP S/4HANA” vouch for this.