Many organizations find it challenging to manage all the documents, content and processes that drive their daily business. As a first step to digital transformation and greater productivity, try a simple, fit-for-purpose cloud solution to help you digitize and share documents.
DocuShare Flex in Action
Xerox® DocuShare® Flex is a cloud-based platform to help you easily control critical business content, and automate document workflows.
Foundational Capabilities to Manage Content
Manage information in the Cloud
Quick document upload, OCR and PDF creation
Advanced search over millions of documents
Content audit and lifecycle management
Automate key business processes
Simple, re-useable electronic workflows
Business rules for document process automation
Reporting and performance analysis
Scan to the cloud instantly
Annotation, redaction, OCR
Webforms for data capture and automation
Capture from Xerox® MFPs and TWAIN scanners
Security & Licensing
Content security model with permissions by roles
Automatic encryption to protect personal information
Named or concurrent subscription licensing
Secure Microsoft® Azure® infrastructure
Deployment in days, not months
Little IT support and training needed
Faster deployment and product enhancements
Scalability in users, space, and business solutions
Connectors to key line-of-business applications
DocuSign® connector for digital signature
Connect to CRM, ERP, finance applications
Integration with email, directory services
Advanced Capabilities to Transform Your Workplace
Capture to the Cloud
What are you doing to tackle the paper in your office – such as HR files, paper invoices and letters? Capturing and extracting data from paper documents is one of the key challenges of digital transformation. DocuShare Flex supports on-demand capture and classification of documents with:
- Easy capture and indexing of documents from Xerox MFPs, mobile devices or file systems, via upload or drag-and-drop
- Automatic, cloud-based OCR in all languages
- Lasso metadata selection, annotations, and redactions to support privacy
- Delivery of captured documents into validation and approval workflows
Many companies have applications that are not ‘synced’—so CRM, ERP, and other company data are in information ‘silos.’
The Connectors for Xerox® DocuShare® Flex simplify the problem by integrating with core line-of-business applications. They feature simple “no code” setup. Each Connector enables bi-directional data exchange with an external solution—for more efficient processes and faster business results.
- Xerox® DocuShare® Flex Connector for DocuSign®
Enables a DocuShare Flex folder to be synced with a DocuSign® envelope, to add digital signatures to a document and then lock it.
These connectors will be available soon from Xerox:
- Xerox® DocuShare® Flex Connector for Salesforce®
- Xerox® DocuShare® Flex Connector for QuickBooks™ Online
Webforms for DocuShare Flex is an add-on for creating easy, fillable forms within DocuShare Flex. Forms can be designed in an intuitive Flex Forms Modeler, and dynamically integrate data from external sources.
Webforms will help your organization to:
- Reduce data entry
- Collect data into an online form
- Approve, comment on or reject a request
- Store forms in DocuShare Flex
- Create re-usable form templates
- “Chain” webforms together to automate multiple processes
- Automate processes that were previously paper-based and manual, leading to savings and efficiency gains
Solution: Accounts Payable Automation
To reduce the time, labor and cost of processing invoices, Accounts Payable Automation for DocuShare® Flex is a full solution toolkit to streamline invoice processing and payment authorization, cutting turnaround time from days or weeks to just minutes. The solution provides:
- Capture of paper and electronic invoices (with Xerox® and third-party tools)
- OCR conversion, text extraction
- Auto-fill of metadata from databases
- Multi-level approval workflows
- ERP integration
- Easily styled reports and dynamic dashboards
- 3-way matching and web validation
- Holiday schedules
- Related document matching
- AP workflow templates with configurable roles, approval levels, delegations and interfaces.
Solution: Policy Manager
To support compliance and consistency in your day-to-day operations Policy Manager for Xerox® DocuShare Flex is a purpose-built cloud solution for digitally managing the policies that help to guide your business. It enables your organization to:
- Create, update, review, approve and acknowledge policies in one location
- Automate review of policies, so the right version is always available
- Anticipate and stay on top of updates with automated workflows and alerts
- Personalize access to policies by role
- Enable on–line Review Board and Approval Committee for policies
- Monitor real-time reporting and analytics from the dashboard viewer
- Organize and store organizational policies in a secure, centralized repository
- Quickly retrieve policies at the moment they’re needed with powerful search
- Access policies on the go from your smartphone or tablet
Solution: Contract Management
To help streamline the way you manage contracts, Contract Management for Xerox® DocuShare® Flex centralizes all your company, supplier and customer contracts for fast retrieval and better compliance, enables secure on-line collaboration on contracts, and automates processes to approve contracts for greater efficiency.
- Request, draft, review, negotiate, approve, store, renew and retire contracts in one location.
- Collaborate on contract reviews with markup tools in the Document Viewer.
- Track and manage contracts at every stage of the lifecycle.
- Accelerate approvals with automated routing to necessary parties.
- Quickly sign with a digital signature.
- Easily search for and access contracts using metadata and keywords.
- Receive convenient, automated alerts for upcoming contract renewals.
- Give limited access to invited outside parties to collaborate on contracts —whether they’re outside your team or the organization.
- Scan contracts to the solution using optical character recognition (OCR) to make them searchable.
Today, more than ever you work from a mobile device—not just in the office but anywhere. The Xerox® DocuShare® Flex App is an iOS app for connecting to DocuShare Flex to work with business content. For example, you may visit a customer and sign a sales contract on-site. Just use the App to capture and route the signed document to Finance for approval, right on the spot.
Use the App to:
- Search documents
- Upload versions
- Email, message, and print documents
- Edit properties
- Download for offline work
- Perform mobile capture
- Route for approval
The Xerox DocuShare Flex App is available for iOS iPhone and iPads, through the Apple iTunes Store for download.
- Apple Safari: latest on OSX and iOS
- Google Chrome: latest (recommended)
- Microsoft Internet Explorer 11
DocuShare Flex is available in English, Brazilian Portuguese, French, German, Italian and Spanish. The latest release with additional add-ons is only available in English.