The Windward Group
The Windward Group is a leading provider of document imaging and enterprise content management (ECM) solutions. We streamline business processes as a systems integrator of document management technologies with special expertise in migrating data from legacy and homegrown systems to the InfoArchive Platform from EMC. We also provide business process outsourcing (BPO) services, including document scanning, data entry and off-site records management & storage.
The Windward Group, LLC
265 General Patton Ave.
Mandeville, LA 70471
P: (985) 893-4606
F: (985) 893-0106
The Windward Wire
When scanning documents for your clients, how do you deliver the document images? Many burn these images to CD or DVD but this can be cumbersome to manage and media can be lost or damaged in transit. Some handle record requests electronically via FTP but this is a non-intuitive process that requires non-standard FTP client software and navigating VPNs and firewalls can be challenging. Syncplicity offers a better way to transfer document images to your clients.
What Is Syncplicity?
Syncplicity from EMC allows you to send large files and replace FTP with no hassles, no limits and no extra steps. Specifically, you can:
- Securely share video, design, and other heavy files regardless of size
- Send files without logging into FTP sites or portals
- Email links instead of files so you can track where they go
Syncplicity also allows you to:
- Access your files from any computer or device: Syncplicity is like Dropbox for the enterprise by providing seamless and automatic access to documents, files and shared folders with robust security features that make IT very happy
- Distribute files to a mobile workforce: you can publish files to large groups of people with the assurance that everyone has access to the latest version, no matter what device they use to access it
- Back up documents with continuous availability: allows you to protect documents in real-time and get back to work quickly should a disruption occur
Syncplicity for Your Customers & You
With EMC Syncplicity, you can share a folder with your customers after scanning, upload everything into it and your customer will get an email alert with an encrypted, password-protected hyperlink for the folder. Getting record requests to your customers faster and with less hassle is a strong customer service move and can help you get paid faster. You may even want to consider using EMC Syncplicity for your own file sharing needs. We use Syncplicity to share files with our document scanning clients - they love it and so do we.
With eight manufacturing facilities and 1,250 people employed worldwide including five overseas offices, the country's largest family-owned furniture company reached a tipping point with order processing and turned to The Windward Group for a solution.
Order Processing Challenges
As a global manufacturer, order processing is of the utmost importance. Even though most of their incoming orders arrive digitally via email, their process dictated that the order be printed and manually keyed each time an order is received. After keying, the form is transferred to a manager for cross verification. From there, the paper document is turned over to a scanner operator for entry into their Oracle Stellent document management system. Direct results of the paper intensive workflow process were missing and customer orders were being shipped late. Since their Oracle system lacked auditability, orders could be neglected for months without anyone noticing them.
Workflow Automation with AX
The company needed a content management system that could vastly improve the workflow component of their order processing system. The Windward Group was contracted to deliver Workflow Manager, which is part of the EMC ApplicationXtender (AX) document management platform. The new process allows the company to electronically route orders for entry into their order entry application, Mainframe or 2020 Insight.
Orders enter the process as electronic images (faxes, emails, etc.), or physical paper (global fax machine, USPS, etc.). Once the order forms have been added to the AX system via EMC Captiva, the workflow process will automatically begin. Next the order forms are routed to the order entry group. This group keys orders directly into mainframe from the newly created image where an acknowledgement form is generated. Next it is turned into a pdf and stored with the original order form in AX by Reports Management. Now the company has acknowledgement of order, an original order form, and an audit trail of who processed the order and when it was processed.
On a client-by-client basis, the acknowledgment form is individually faxed, mailed or emailed. This advanced workflow process has cut order processing down from 3-5 days to less than 2.
EMC Products Used
|Captiva + Advanced Recognition||ApplicationXtender||ApplicationXtender Connector|
|Workflow Manager (AX)||Reports Management (AX)|
|The Windward Group
Technical Services Department
Professional Services Division