papersave for blackbaud

PaperSave®

Three Solutions Rolled Into OneDocument Management, Electronic Work�ow & Transaction Automation

3150 Miami Green Way - 11th Floor, Miami, Florida 33146 877 727 3799 305 373 0056 www.papersave.com

TransactionContent Managementwith PaperSave

SIMPLE


2 Automate transaction entry, manage approval processes, �nd any document immediately, reduce the cost of �le storage and save time spent �ling, copying and searching for records while working the way you always have — right inside the Blackbaud solutions.

PaperSave is a �exible, scalable and secure transaction management solution built on Microsoft® technology (SQL and SharePoint) which seamlessly integrates with Blackbaud CRM, Raiser’s Edge, Financial Edge and Education Edge.

PaperSave Bene�ts Include:ü Enterprise Document Management - Manage Documents beyond the Blackbaud solutionsü Work�ow and Automation solutionü Out of the Box Integrationü Certi�ed for Blackbaud Hosting Environment

Manage All Your Documents | PaperSave gives you the opportunity to receive and process all kinds of documents, not just Accounts Payable. By integrating to Constituents, Gifts, Vendors, Projects, Journal Entries, Payroll, Funds, Events, Students, and other types of transactions, PaperSave allows you to use one solution for many applications across your organization.

Avoid Costly Integration Programming | PaperSave is fully embedded to use one solution to store and process information with the Blackbaud solutions you already know. Simply opening a record allows you to retrieve the document with a single click.

Get instant, On-Screen Access to Documents in One Click | Respond to vendors, parents, employees quickly by accessing key information without a trip to the �ling cabinet. PaperSave’s seamless integration with the Blackbuad solutions means that you can instantly access your documents. Open a record or transaction, and PaperSave noti�es you that documents exist. Our MS Outlook®-style noti�cation window allows one click access to your documents.

Increase Pro�tability with Transaction Automation | Transaction automation helps cut the cost of an invoice and the time it takes to process one by eliminating manual data entry into Financial Edge. PaperSave manages the documents from receipt, capture, extraction, validation, work�ow and transaction creation, thus speeding up your Accounts Payable process, improving vendor relationships and eliminating late fees with Simple Capture or Advance Capture programs.

Auto-Index and User De�ned Meta-Data for Your Document | Unlike many document management solutions, PaperSave automatically indexes the document through our unique integration with Blackbaud. Our approach eliminates the need to manually index a document causing duplicate data entry which is prone to human errors and document backlogs.

User De�ned Keywords or Meta-data can also be added, making your searches even simpler by adding an unlimited number of document dimensions. For example, contracts can be easily identifed by their expiration date, whether or not they are renewable, through the simple creation of user de�ned pro�le �elds. PaperSave’s Structured Search can then be used to pull a group of documents to meet your speci�c criteria.

SIMPLE


DOCUMENT MANAGEMENT

Automated Two and Three way Matching Process

Comprehensive capture solution for all your documents. Whether you are capturing documents from a scanner, network copier/scanner, fax machine, email or Microsoft Of�ce®, PaperSave allows �exibility in capturing documents regardless of how they are received or created. Acquisition methods include:

Flexible Capture Methods SIMPLE

ScanNow™Documents can be scanned directly from your desktop with one simple click from inside of Blackbaud.

ScanFirst™Allows you to clean up your desk by eliminating the paper. With a simple click, users can scan and capture documents from receipt directly from their desktop. After records are saved, PaperSave automatically indexes the documents from the information entered, automatically stores the document and brings up the next document in the electronic stack for you. Imagine all that within one click!

Auto-EntryAllows Accounts Payable and Gift Entry to be performed by non-Blackbaud users by adding applicable transaction information into the PaperSave Document Pro�le Fields. The AP or Gift Processor is then able to review the documents and related transactional information and “Auto-Create” the Transaction in Blackbaud.

Forms RecaptureAutomatically capture acknowledgement letters directly to the Gift record without having to manually associate each one!

Print to PaperSaveCapture and index documents directly from the Windows Printer window allowing you to streamline the capture process around reports and acknowledgement letters.

ScanLater™Empower the users by allowing them to easily add a document without a desktop scanner or any special supplies. Simply print a barcoded coversheet directly from a Blackbaud Record. Scan the document at any point in the future. PaperSave reads the barcode and automates the association of the documents in the stack.

Outlook IntegrationCapture email and attachments and seamlessly enter them into a work�ow or associate with an existing record in the system. All from a click of your tool bar within Outlook.

Microsoft Of�ceWhether it is a PowerPoint®, Word® or Excel® document you’ve received or created, seamlessly add it to a record or enter it into the work�ow from your tool bar.

Windows File ManagerSimply right click from any supported �le type and be able to add document seamlessly into PaperSave.

Drop and DragAnother intuitive option to manage electronic documents. Use standard Windows functionality to capture a document by simply grabbing a �le and dragging it into a PaperSave window.


Work�ow Templates PaperSave offers 7 templates based of common work�ow scenarios as part of our Rapid Implementation offerings. Quickly create a work�ow from a template consisting of document review with single or multi-tiered approval activities. In cases where work�ow requirements templates do not meet your operations needs, PaperSave offers the ability to create ad-hoc work�ows or to adjust pre-de�ned work�ows.

Create Create simple or complex document Work�ows to help you streamline processes based on your business rules, security controls and a comprehensive audit trail. PaperSave incorporates the powerful Windows Work�ow Foundation engine giving a graphical user interface of your process as it is being created. Just drag-and-drop steps into your process without any complex coding. For example, manage multi-tiered approvals based on amounts or route documents based on GL Account Numbers.

AutomateTake the guess work out of the process by automating business rules essential to ef�ciently moving documents through the process. PaperSave delivers documents to approvers at the appropriate step in the process based on your business rules. Approvers receive an email requesting their approval and—right from the email—click the link, review and approve the document.

STREAMLINEDManageYour Process,Not the Paper.Look to PaperSave to automate your work�ow and increase staff productivity while reducing costs and accelerating your procurement to pay cycle. Eliminate the chance of paperwork getting lost or neglected or not going through the proper process.


WORKFLOWAPPROVE &VALIDATE

AUTO-ENTRYTRANSACTIONS

ALERT

MONITOR

AUDIT TRAILCREATE

AUTOMATE

AlertPaperSave works with SMTP or MAPI compliant email systems to deliver alerts to users that there are documents requiring review. Emails contain a link to view content on a computer or mobile device eliminating the multiple copies of uncontrolled documents emailed as attachments. This validates the user through our single sign on with Active Directory and displays the content so the user knows exactly what they are approving.

Approve and ValidateChasing down paper is time-consuming and no fun. You can approve invoices from inside or outside of your of�ce. PaperSave now offers browser-based approvals from any location right from your email or mobile device! Simply click “Approve” or “Reject”, and PaperSave will advance the document to the next step, eliminating the guess work of where it should go next while maintaining tight internal controls. Capture information from approvers and validate GL distributions against your chart of accounts to eliminate errors and save time.

Auto-Entry TransactionsAuto-Entry option allows AP data entry to be performed by non-Blackbaud users by adding applicable transaction information into the PaperSave Document Pro�le �elds. The AP operator is then able to review the documents and pro�le information and “Auto-Create” the Transaction Batch. Add-on the OCR feature for even greater ef�ciency!

MonitorNeed to know where documents are during the process? PaperSave delivers on screen reports showing the status of document which can be �ltered or sorted by Date, Approver, Process and more. Administrators can reassign documents, escalate through the process and even do analysis for accruals.

Audit TrailMaintaining a complete audit trail throughout the Work�ow Process is essential to your audit and internal controls. PaperSave capture all steps of the work�ow the document passes through, the action taken (approved, moved, associated, rejected), the user, date and time the action was taken. A permanent record of all document work�ow activities is maintained for each version of each document that has been involved in a work�ow.

STREAMLINED



AUTOMATEDTransaction ProcessAutomation withPaperSave

One Platform.Two Options. Many Applications.

Automate transaction entry, �nd any document immediately, reduce the cost of �le storage and save staff time spent �ling, copying and searching for documents all while working inside Blackbaud. PaperSave is a �exible, scalable and secure document management solution built on Microsoft technology (SQL or SharePoint) which seamlessly integrates with Blackbaud.

In today’s economy, Transaction Automation is the perfect technology to help you reduce costs, streamline processes and meet your business objectives. This cutting-edge solution is an excellent �t for the most demanding high-volume, complex operations. Transaction Automation is available at a basic level with PaperSave’s SimpleOCR and additional functionality is available with AdvancedOCR powered by Artsyl. A built in upgrade path from SimpleOCR to AdvancedOCR is available.

Transaction Automation is an additional module of PaperSave which can be added at any point of time. It automatically captures your transactional data from AP Invoices and Raiser’s Edge Gifts to dramatically reduce manual data entry costs through the utilization of Optical Character Recognition (OCR) technology.

"There is more to accounts payable automation than just

cost savings; imaging and work�ow management...

...solutions promote compliance with business controls allowing

A/P staff to focus on more strategic tasks"

"Enterprises that have adopted various �avors of e-payables

solutions have transformed the A/P function to a source of competitive

advantage, supporting business planning and decision making"

AMIT GUPTAResearch Analyst, Aberdeen

AUTOMATEDPaperSave’s SimpleOCR

SimpleCapture is a simple affordable solution for automating information extraction from digital documents. By automating your transaction entry efforts, SimpleCapture allows you to cut data-entry time in half. SimpleCapture is intuitive, it learns forms the way you do! No need to create templates. When a new invoice format is received, simply point and click to train the system on the new format. The format is stored for future recognition. The auto learning approach allows for a rapid deployment with a quick ROI while reducing IT dependency.

PaperSave’s AdvancedOCR

AdvancedOCR is a fully automated, distributed document and data capture, extraction and processing solution. Using Intelligent Document Recognition, (IDR) technology, AdvancedOCR captures simple and complex data including line item details using:

FULL PAGE AND ZONAL OCRICR (HANDWRITING)OMBR (CHECK MARKS)OBR (BARCODES)

Transaction Automation Process*

Capture and Extraction of structured and semi-structured documents with no templates to set up drive the popularity of this solution. Header and Line Item Data are captured and automatically validated using built-in logic.

Validation. The scanning operator uses an easy “Point & Click” method to verify low con�dence data. Point & Click capture works out of the box for structured or unstructured documents with no pre-set pro�les. Simply look in a source database where a transaction will be generated, and the active database scanner allows an operator to capture one missing �eld and validates the rest automatically.

Work�ow. Once the veri�cation process is completed, documents can pass through PaperSave’s work�ow for approvals. PaperSave streamlines your operations by eliminating the ‘paper pushing’ and the cost associated with managing a traditional paper based process. With PaperSave, virtually any process can be automated and managed electronically.

Auto-Entry for Automated Transaction Creation. Once the document has been captured, data extracted, validated and approvals are granted, PaperSave automatically creates the transaction in Blackbaud’s Raiser’s Edge and Financial Edge solutions. This eliminates the keystrokes while at the same time boosting accuracy and ef�ciency.*Powered by Artysl’s SimpleCapture and docAlpha technology

PaperSave’sTRANSACTIONAUTOMATIONBENEFITS Include:

ACCELERATE BUSINESS PROCESSESIncrease customer satisfaction and capture new business by automating data capture & eliminating manual data entry

TIME SAVINGReduces document processing time by as much as 80%

QUICK SET UPProcess multiple formats of incoming documents in seconds without complicated templates or expensive programming

EASY TO OPERATEEliminate expensive training that can costthousands per employee and delay bene�ts:

AUTOMATED SELF-LEARNING CAPABILITYAutomatically learns and locates data �eldson invoices and other forms as you work.

FAST ROIAchieve a return on investment in as little as three to four months

SEAMLESS INTEGRATION Integration with Blackbaud’s Raiser’s Edge and Financial Edge solutions.

PAPERLESS


Go Green and Paperlessto Save Time, Save Money, and Protect Your BusinessGoing paperless offers many bene�ts. In addition to being environmentally friendly, it drives organizations towards ef�ciency. PaperSave delivers a complete, secure electronic storage and work�ow system without the inherent inef�ciencies and risk of loss associated with traditional paper processes and �ling systems.

Key Bene�ts Include:

SLASH PAPER AND FILE STORAGE COSTS

PROTECT YOUR DOCUMENTS FROM DISASTER

IMPROVE ORGANIZATIONAL EFFICIENCY

ENHANCE COLLABORATION

ENJOY A HIGH RETURN ON INVESTMENT

ENHANCE REGULATORY COMPLIANCE AND SECURITY

Minimize your Impacton the EnvironmentLooking to minimize your corporate carbon footprint? Moving to a paperless environment is the way to go. According to The Nature Conservancy, 36 million acres full of trees are cut down each year. Deforestation accounts for 20-25% of the greenhouse gases emitted into the atmosphere each year. These statistics are not hard to believe if you consider a document gets copied 19 times in its lifetime. Start digitizing documents today, protect global resources but most importantly save your company time and money while enhancing your disaster recovery plan. Everybody wins.

Annotate and Share Records EffortlesslyUpdate your records and share information organization-wide—annotation options include stamping, drawing and typing notes on a document. Quickly and easily zoom in/out, rotate, print, save and email the documents you want. Plus, PaperSave is fully integrated with Microsoft Of�ce, so that you can save Of�ce documents directly from Of�ce to records by clicking a button in Outlook, Word, Excel and PowerPoint.

Connect Remote Of�ce Eliminate expenses and improve collaboration across your locations! So often, documents are overnighted between locations for processing and payment. PaperSave eliminates the need to physically transport documents, thus, eliminating the costly transportation expense and accelerating ROI.

Remote employees can access documents on demand eliminating the delay retrieving information when they need it most.

Security An essential part to any Document Management solution is securely protecting the information contained in it while following industry regulations like Sarbanes-Oxley, HIPPA, PCI or protect individual’s privacy like Social Security Numbers. PaperSave offers several layers of security versus an all or nothing approach.

PaperSave’s security leverages Windows Active Directory so user rights can be managed by individual and group names. The �rst layer of security is by PaperSave’s Document Types where users are given rights to view, add and delete documents. The next level of security is by PaperSave’s Annotations where users are given rights to add, hide, delete or permanently redaction information, allowing a user to view a document but not sensitive portions of a document. The �nal layer of security is speci�c to PaperSave’s SharePoint integration. Advanced Filters for SharePoint gives a user access to documents only for speci�c types of records to limit user access by user de�ned parameter such as company regions, departments, of�ces by �lering information from data such as GL Account Number, Project Number and other values being pulled from the Record Information or Meta-Data.


PAPERLESS

The ability to search for vital information is important to any business. PaperSave offers several search and retrieval features that make your search time faster and easier whether you need a single document or a group of documents. Harness the power of PaperSave’s comprehensive search features to pull groups of documents by similar characteristics such as key words, document types, and dates. All these bene�ts without having to involve your IT department when you need information. Bene�ts Include:

• Quickly perform cross record search to find documents • Full Text (OCR) Search with SharePoint supports PDF, Emails and Microsoft Office Documents• Use Boolean search expressions like ‘and’, ‘contains’, ‘greater than’ . . .• Open or Close Groups of documents with a single click

Query integration Have you ever created a Query and needed to review the supporting documents individually? PaperSave allows you to view, email or print all of the supporting documents for Query results instantly without the hassle of having to scour your entire �le. It even allows you to query information that isn’t even de�ned on the document such as GL Account Distribution to make Audit Preparation quicker!

Unstructured SearchInternet search engines such as “Google” or “Bing” search webpages for “key words” or “values”. PaperSave performs similar unstructured searches on Record Values (meta-data), Document Pro�le Fields (user de�ned meta-data) and the Content* of the document.

Structured SearchPaperSave makes even advanced queries of documents simple. Easily create Structured Queries based on Record Information, Pro�le Information (user de�ned meta-data) and Content without having any technical skills. Documents results can then be further �ltered using Boolean Logic, sorted, exported, email or printed from your desktop.


SEARCH

Recent government regulations have served as a wake-up call for organizations to formalize document retention policies to meet compliance requirements. Regulatory demands and the number of documents produced daily continue to grow. So having a solid information retention policy process is a necessity, and implementing those policies within your document management system simply & seamlessly is must. Once your policies are set, PaperSave can help you policies with state of the art archiving & purging features that have been designed to meet the needs of organizations.Key Bene�ts Include:

• Automate disposal of documents based on retention rules• Mitigate risks of having documents beyond their required retention deadline• Requires SharePoint Integration

* Requires SharePoint integration for Content Search

Full Document Life Cycle Management

PAPERLESS

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