Does this challenge sound familiar?
Documents are scattered across folders, mailboxes and separate systems, often with multiple versions in circulation at the same time. Not only do you waste time searching for them, but you can never be sure whether you’re working with the correct, up-to-date version. AI helps to automatically organise and search through documents, but it also raises new questions: is the answer correct, and does sensitive information remain secure? Keeping control of your documents is the real challenge.
- Invoices are received through various channels, such as email, PDF, or scans;
- Data must be manually entered and verified;
- Processing invoices is time-consuming and prone to errors;
- Invoices get lost or are hard to find;
- There is a lack of real-time visibility into the status of invoices and payments;
- Administrative processes do not integrate well with cloud-based ERP or accounting systems.
Document management in a single solution
Whitevision Document Manager brings all your documents and files together on a single central platform. Whether they are contracts, quotations, internal forms or project files: everything is stored securely, can be retrieved instantly and is automatically linked to the relevant processes. We offer a range of modules within Whitevision Document Manager.
Features in Document Manager
Whitevision Document Manager brings all your business documents together in one central platform to make it easy to organise, manage, share and retrieve information whenever needed.
Smart document management
Document management allows you to manage all your documents, emails and other files from a single centralised environment, regardless of file format. From quotations and contracts to personnel files, financial documents and maintenance records. Documents are automatically categorised and linked to the relevant processes and files. This means you have all the related information in one place and can easily retrieve documents using smart search functions.
The system manages versions and changes, records actions in audit trails and automates workflows such as approvals and signatures. Integrations with ERP, CRM and other systems ensure processes run smoothly, whilst roles and permissions keep access secure and GDPR-compliant.
With personalised dashboards and smart search filters, departments – from HR and finance to procurement and customer service – have immediate insight into documents and pending tasks. This enables teams to collaborate more efficiently, prevents delays and allows the solution to scale easily alongside your organisation.
Record management
With records management, you have complete control over all your important business information and files, from creation to archiving. Whitevision automatically monitors retention periods for each document type, flags missing documents and ensures that information is securely archived or disposed of at the right time. Every action is recorded in a comprehensive audit trail. This means you always operate in compliance and no longer need to spend time on manual checks or paperwork.
Whether it’s HR files, contracts, financial documents or other business information, records management ensures that every document is stored, managed and securely disposed of at the right time. Thanks to automatic notifications and reminders, you’ll never miss important deadlines or expiring retention periods. Managers have real-time insight into the status of files, whilst employees only have access to relevant information.
AI in our products
AI is integrated into our solutions to make everyday processes smarter and faster. This allows you to work more efficiently, with fewer errors, and with greater insight.
Frequently Asked Questions
What is the difference between document management and records management?
Document management helps you store, organize, and quickly retrieve documents in a centralized location. Records management focuses on managing important files and information throughout their entire lifecycle, including retention periods, archiving, and secure disposal.
What are the benefits of cloud-based document management?
With cloud-based document management, you can access your documents anytime, anywhere. You don’t need to maintain any servers yourself and benefit from automatic updates, secure backups and a solution that easily scales with your organisation.
Can Whitevision Document Manager integrate with other systems?
Yes. Whitevision Document Manager can be integrated with existing systems such as ERP, HR, or financial software. Documents and data are automatically linked to the appropriate processes, reducing manual work and preventing errors.
How does Document Manager help with compliance and audits?
All documents are securely stored, and every action is automatically logged. This allows you to see exactly who has viewed, edited, or approved a document. This makes it easier to work in compliance with regulations and to pass audits with ease.
For which organizations is Whitevision Document Manager suitable?
Whitevision Document Manager is ideal for organizations that manage large volumes of documents and files and need greater visibility and control. This includes departments such as finance, HR, procurement, and project management. By centrally managing documents and automating processes, you can work more efficiently and prevent errors.
My question is not there, what is the best thing to do?
Fill in the contact form and we will answer your question as soon as possible. Are you already a Whitevision customer? Then go to the customer portal for more information.
Whitevision Document Manager in 4 steps
Record
Documents and files are stored securely and automatically categorized.
Link
Documents are linked to projects, files, or workflows.
Manage
Access rights, version control, and metadata are automatically managed.
Insight
Dashboards provide a real-time overview of all documents and files.
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