Doc-Trak: Beyond Document Management

In the manufacturing industry, the management of a company’s digital documents is easily overlooked as the unsung and vital cog that keeps the gears of the industry turning smoothly. From highly confidential documents containing personal information, financial statements, or intellectual property data, to everyday documents like invoices, product specifications, and standard operating procedures, manufacturers grapple with an overwhelming volume of information. This document deluge impacts not only operational efficiency but also cyber-security. 

In this article – the first in a six-part series showcasing the benefits of Trak-Suite, the only comprehensive solution designed to streamline and optimize the use of Infor SyteLine ERP in all parts of the back-office and shop floor – we'll explore how Doc-Trak goes beyond document management to offer document automation, a game-changer for the manufacturing industry.

The Expense of Poorly Managed Documents in Manufacturing

Manufacturers deal with hundreds of document types across various departments daily. When multiplied by the sheer volume, the cumulative weight of document-related information can be staggering. This continuous investment of time in saving and retrieving documents in the correct locations places a substantial operational burden on organizations. Whether it's tabbing between information stored in various applications, searching aimlessly through File Explorer, or navigating the labyrinth of Office 365 and SharePoint, the cost in terms of time and effort is significant. Add to this the profusion of email documents, from invoices and purchase orders to estimates and expense reports, and you start to grasp the enormity of the document challenge.

Moreover, with cyber-security risks growing at an alarming rate, the information contained in these documents can spell disaster for a business if breached or mishandled. Doc-Trak steps in as a solution to address these challenges efficiently and in a highly integrated manner.

Doc-Trak: Advanced Document Management Solution

Efficiency through Automation

Doc-Trak is remarkably efficient. One of its standout features is its seamless integration with Infor SyteLine, the comprehensive Enterprise Resource Planning (ERP) platform designed specifically for manufacturers. Users no longer need to click their way through a labyrinth of applications or scour through email folders to find the right documents. Doc-Trak takes care of gathering and displaying the right documents at the right time without requiring manual intervention. This automation reduces the time wasted on searching and lowers the cyber-security risk associated with exposing key documents to malicious actors.

Flexible Document Storage

What if you could store your documents wherever you wanted without any constraints? Doc-Trak offers this flexibility by allowing you to save documents in various locations, such as SharePoint, Dropbox, Amazon S3, or your internal network with confidence, knowing that the application will put whatever you need at your fingertips. This flexibility not only streamlines document management but also enhances security by separating SyteLine data from business documents.

Automated Document Handling

Doc-Trak doesn't stop at mere document retrieval and storage. It also handles the sending of B2B documents such as invoices, purchase orders, estimates, and statements via email. It employs highly graphical email templates, which enable you to customize the subject and body with field references, all while ensuring the email looks professional and not like spam or malware. A simple click of the button is all it takes to initiate the process, with Doc-Trak managing all related documents automatically.

But it's not just B2B documents that Doc-Trak handles; Doc-Trak is your go-to solution for internal document management. It easily handles process SOPs, shop work instructions, CAD drawings, quality specifications, job packets, and more. This level of automation ensures that the shop floor can access the latest and most relevant information without the need for manual updates.

Unique Document Management Approach

Doc-Trak breaks away from the traditional approach of creating massive document vaults that can slow down an organization due to the sheer size of the repository. Instead, it relies on virtual rules, making it possible to locate the needed documents without uploading them to a vault or storage location. These virtual rules utilize metadata matching, which searches through tens and hundreds of thousands of files with smart filenames to find the exact matches. This eliminates the need for manual document uploads and streamlines document retrieval.

Document Bundling and Customization

Another powerful feature of Doc-Trak is document bundling. It allows you to automatically merge multiple documents, creating a comprehensive package that includes customer order verification, terms and conditions, product brochures, and more. This bundling is highly automated, allowing you to focus on other tasks while Doc-Trak handles document processing. If you need to review emails before they are sent, Doc-Trak can place them in your Outlook or Gmail Drafts folder for final approval. You can even customize the appearance of emails depending on the recipient, making your communication more personalized and professional.

Streamlined Training, Customizable Workflows, and More

• To make your experience with Doc-Trak even smoother, online video training is available at no cost, ensuring that your team can onboard quickly and begin taking full advantage of the immediate productivity savings. 

• Doc-Trak offers five documented alternatives for establishing a workable folder and file structure, allowing you to choose the one that suits your needs or create your own.

• Doc-Trak's capabilities extend beyond document management; it's a robust document automation solution. It facilitates easy access to your favorite BI analysis by saving it as a "form" or window attachment, ensuring it's always at your fingertips. 

As you can see, Doc-Trak is incredibly powerful when used on its own, and its potential is further magnified when integrated into the comprehensive solution offered by Trak-Suite. The cohesiveness of these products means they work harmoniously to fill critical functionality gaps, resulting in a seamless and streamlined user experience. With Trak-Suite, the whole is indeed greater than the sum of its parts.

Conclusion and Next Steps

Doc-Trak transforms document management into document automation, making it an invaluable tool for manufacturers. The efficiency, flexibility, and automation capabilities of Doc-Trak save time and effort, and enhance cyber-security measures. If you're interested in learning more about Doc-Trak and other Trak-Suite solutions, and how they can optimize your manufacturing operations, please don't hesitate to contact us for additional information or a free demo.

In the next article in this series, we will explore the benefits of Shop-Trak, an integral component of Trak-Suite that offers a customized user experience tailored to various manufacturing roles. Stay tuned for more insights on how Trak-Suite can revolutionize your manufacturing processes.