Documatics Limited – Business Process Management software

Diary

The Diary consists of three essential features: Call Logs, Tasks, and Calendar. The Diary allows a user to view tasks, appointments and call logs with one click and add them just as easily. The Diary appears in one window and is a quick way to view all office activities, allowing everyone to work within a well-managed and coordinated environment.

Search Facility

Our search facility will let you find any document or client instantly.  You will no longer spend your valuable time looking for those important documents.  Simply type in the relevant information into the search bar in Accounts Evolve™.

Scanning

For most practices scanning may represent an excessive use of secretarial time, however, in the past few years technological advances have resulted in quick and easy scanning. In our clients' experience, setting time aside to scan, contributes largely to increased productivity in the long run.

The benefits of scanning include:

• Instant visibility of all documents for a case whether at the office or on the move.
• Eliminate the need to search for a physical file when discussing details with a client or colleague.
• Documents can be emailed, reducing the expense of faxing.
• Enables you to back up, copy, archive and transport documents.

Document Management & Forms

Document management is one of the most vital aspects of any office. Constantly having to refer to your physical file for information on a case can be time consuming, especially if that file is not to hand. By ensuring that all information is stored within Accounts Evolve™ Document Management Software , you can be sure, that when you need it, that information can be found. Documents can be placed in the appropriate case file for easy retrieval when needed. Accounts Evolve™ puts an end to searching your hard drive for the files and documents, or filing cabinets for the printed documents for a client or case. Simply open a client or case file and open the document explorer, where you will find all documents generated or received. All documents and cases can also be sorted and filtered by name, creation date, reference, stage, user, modification date and much more. Accounts Evolve™ is fully integrated with the Microsoft Office line of products such as Word, Outlook and Excel enabling you to create documentation and manage Emails in a simple and easy manner.

Contacts

No other product provides a more extensive facility for managing your contacts than Accounts Evolve™. The contact database is a consolidated shared directory of any contact connected to your office, clients and cases. The directory includes over forty different folder types that can be added to with ease. You can also create your own contact folders within the database. Solicitors, doctors, auctioneers, courts, and engineers are just a few of the folder categories available. All contacts entered during the creation of a matter will automatically be added to the Contact Directory, and any contact in the directory can be added to a matter.

Clients

Accounts Evolve™ stores all the details gathered about a particular case in one centralised location to allow you to quickly find anything you need with the click of a button. It is easy to store all your information for a case in one convenient and central location, enabling your office to manage and organise data more efficiently. Multiple users can work on one case in concurrence, and the CheckIn/CheckOut facility ensures that no one’s work is overridden.

Call Logs

Accounts Evolve™ has a phone call tracking system named Call Logs. As a call is made or received the call can be entered into Call Logs and linked to the appropriate client or case files, creating a detailed log of all calls. During the creation of a Call Log you will be given the choice of highlighting the call for the attention of one or more users, who will, receive a pop-up message notifying them of a new Call Log. Call recording is made simple with the easy-to-use Call Log functions.

Email

Due to deep integration, Accounts Evolve™ works in conjunction with Microsoft Office system, so you can enjoy the advantages of processing emails in Accounts Evolve™, including the ability to associate email with contacts and matters. You will find a toolbar button in your Outlook that allows you to send emails to Accounts Evolve™ and place them into the desired case file. You will have the option of sending the email text with or without the attachments.

Internal Email

Accounts Evolve™ contains an instant-messaging system called Internal Mail that allows you to communicate with other Accounts Evolve™ users. This feature allows you to draw another user’s attention to any document you might want them to review. Each user is also notified through Internal Mail if they receive new post or if a document has been added to one of their cases. By utilising this form of communication, offices can reduce the number of emails and phone calls between staff and speed up interoffice communications. Internal Mail stores all of your messages in one database to allow you to review, forward or reply to messages quickly and efficiently.

Digital Dictation

Digital Dictation is the faster and easier way to handle all your dictation needs. Accounts Evolve™ includes integrated dictation software for each user. Once you have completed a dictation, simply upload it to the computer and select which office member you wish to assign it to. Transcribers can view the queue of dictations allocated to them, which fee earners are ascribed to the dictations, the size of the file, the level of priority, the active state, and then respond accordingly. Accounts Evolve™ reduces turnaround for documents, temporary staff costs, time taken to respond to clients, reworking of documents, and loss of dictations.

Tasks

It is essential that you are reminded, in advance of important deadlines, or that you are notified when someone has added to or changed your schedule. Tasks make it easy to manage your ever-changing schedule and list of priorities. Tasks enable for any user to be notified of upcoming diary items. For example, you may want to schedule a phone call and give yourself an early warning so that you have prepared all of the information necessary to make the call. You can even schedule a task to remind yourself that a document needs to be created and posted.

Mobility

Take mobility to the next level with the latest remote access and offline technology. Accounts Evolve™ offers you the ability to work offline on your laptop and to work on cases and documents while in transit or meeting with clients. Our remote-access feature allows you to access your office directly 24/7 via an internet connection.

Notes

Accounts Evolve™ provides two types of notes. The first type of note relates specifically to Clients. These notes allow the user to relate informal information to individual clients within the system.

The second type of note is linked to Accounts Evolve™'s activities system. This type of note allows the user to add informal information to cases or matters relating to a client. These notes can be linked to Memos, Attendance Notes and general information etc. Ability to view notes is controlled by the security settings of the user.

Workflow

Accounts  Evolve’s™ innovative Workflow feature allows you to automate your processes to ensure each activity in the life of a project is completed, audited and tracked. This helps ensure an efficient, productive working environment while ensuring the highest of standards and compliance. Each document activity can be assigned within the scope of the Workflow, as well as any appointments, tasks and call logs. The multi branching ensures that multiple tasks can occur concurrently, while the definition of user roles ensures the correct people are attending to the specific tasks. The Workflow editor of Accounts Evolve™ provides an easy to use tool in the generation of your defined processes.

Calendar

The ability to view and access all user calendars in real time is vital for any office environment. There are multiple calendar views available to a user: day, work week, full week, month, and all users or current user views, all of which a user can customise to meet their particular needs. The All Users view lets you see all staff calenders merged into one single calendar view. Appointments in your calendar can be added by you or other users. You will be notified when appointments are added to your calendar.