Features
Simple to Use
We have designed both the Intelescan scanning application and the Intelefile online document management system to be simple and logical to use - which means that both users and your organisation benefit from day one.
Affordable
Intelefile works on a monthly pay as you go scheme which means that you only pay for what you use. The fees includes everything you need to use the system, including the scanner. This means there is no capital expenditure, no additional infrastructure or extra staff required to run Intelefile.
Efficient
Access your documents instantly through your own online document database hosted in our data centre, allowing multiple people to access documents from any internet enabled computer - subject to their designated access rights. If you have an existing business system we may be able to integrate it with Intelefile giving you the ability to view the images directly from that system too.
Secure
With hardcopy documents it can be hard to get the balance right between providing staff sufficient access and maintaining security of your company's information. Intelefile allows you to manage who has access to which documents.
You probably keep a backup of your network data, but what would happen to your hardcopy documents if there was a fire or flood? By using Intelefile you also create an offsite disaster recovery backup of your hardcopy documents - greatly decreasing the impact a disaster would have on your business.
Easy to deploy
We have made Intelefile fast and easy to install, with a 7 day rollout target from receiving your order. The user interfaces have been specifically designed to allow you to benefit from the system straight away. And unlike other document management systems, there is no requirement to change existing processes or procedures immediately. You can continue with your existing procedures until you decide they are no longer needed - making it even easier to get started.
Integration Capability
You can integrate Intelefile with almost any system that shares common data about your documents stored in Intelefile - which provides you with the ability to view documents straight from your existing business system..
Exception Handling
As part of any outsourced business process it is vital that exceptions are managed quickly and efficiently. Intelefile's exception handling functionality allows you to resolve any exceptions identified during the processing online at a time that is convenient for you.
Full text search
Search for document with any indexed keyword
Supports all readable files types
Scan hard paper or any file type including .pdf, .docx, .xlsx, .txt, .rtf, .html, .eml etc.
Workflow Module
Have you ever been in the situation where you need approval from different people for the same document? With workflows available on Intelefile, this task has become quick and easy.
A workflow is an automated process that helps different people review a file. The person that starts the workflow makes the necessary changes on the document displayed on Intelefile, saves it and send it the next person/department on the workflow. The next person will receive a notification email that there is a document waiting to be approved, and after the changes/approval, this person can push the document forward to the next person and so on.
When the workflow is complete, Intelefile summarises the activity, you can see each task, its status, the outcome and who was involved.
This feature not only makes everyone’s life easier, but it also provides a full traceable record of all the people involved, the approvals/notes on the file as well as the date when they were made, for future audit/legal reference.