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InteliDoc Teambox - groupware for email box management 

 

InteliDoc Contacts is a core module for CRM system. In this presentation we will walk you trough basic functionality.

 

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Key Advantages of InteliDoc Factoring

Increased productivity – Automating processes such as preparation of documentation, verification of financial parameters of the parties, detailed history of business enables you to work much faster with fewer opportunities for error. Time spent for commercial office activities can be reduced up to 40%.

Risk minimization - Portfolio and risk management features enable you to carefully plan your projects, take care of reinsurances and monitor your financial exposure.

Complete transparency in audit trails - InteliDoc enables you to transparently follow all stages of factoring business. From customer's order or inquiry, contracting, evidences of goods and services delivery to invoice tracking. All steps in factoring procedures can be tracked and monitored. With InteliDoc you will get a complete overview of current business operations.

Effective automated monitoring and reporting - InteliDoc is made reliable and secure in the way that it works without interruption for years. Customers use it for over 7 years without a single interruption.

Knowledge sharing - Knowledge management functions of InteliDoc will enable for improved performance, competitive advantage, innovation, integration and continuous improvement of the organization. Knowledge is a strategic asset for the company and it is materialized-written information about the business, customers, competition and other important factors for successful business.

Flexibility - with multi-currency, multi-language support, affiliated client treatment. InteliDoc enables all your branch offices to use a common database and share all client and contract information. 

 

Priorities built in the system

All in one system

Due to flexibility, all departments within the company will be using one system for knowledge sharing. The involvement of different departments can significantly improve communication and performance of the company. Projects, documents, tasks, invoices, services, everything will be properly stored and shared between your coworkers.

Security

The system has built-in security mechanisms, so information will be safely hidden from unauthorized access. You can adjust who can “see and edit” for every information in the system. Permissions can be set on groups, departments or personal basis. Users can set the permissions based on current needs and don’t need an administrator for day-to-day operations.

Flexibility

InteliDoc is made very flexible. It may be set for use in various industries (distribution, manufacturing, financial services, service industries, marine and transport, legal offices, public services, marketing, sales, ...). In all these activities we have implementations in production use.

Reliability

InteliDoc is made reliable and secure in the way that it works without interruption for years. Customers use it for over 7 years without a single interruption.

Continuity

A system for document management and knowledge should have a longer life. InteliDoc system is being developed with an eye to continuity over a long period of use. In this way when the system is upgraded to newer versions, the work is not disrupted and financial resources are not consumed on an adaptation of the environment.

Financially advantageous

System is developed in modular matter. You can opt for a module you need and lower your costs in this manner. It also run on different systems from Windows, Linux and OSX so you can leverage the equipment you already have. You can also start using the system with very low profile infrastructure requirements and grow, as you need.

Intuitive

You can start using InteliDoc after a very short introduction. 

Integrations

The system has modules for integration with external systems. InteliDoc can connect to relational databases such as MS SQL, Oracle, IBM DB2, MySQL and others. 
Connection to GL systems like Navision, Scala, SAP and others is also possible, to exchange financial information.

Extensibility

If the customer chooses to implement specifics of its business in InteliDoc system is possible to extend InteliDoc with additional modules. For example we developed modules to support Factoring, Compensations, Legal office, Shipping transport and others.

Developing system

InteliDoc is constantly evolving. From the good practices of the users we develop new functionality and solutions that are then available to other users of the system.

 

Factoring Module builds on top of InteliDoc Elite business framework. It embeds all the functionalities from the base product and adds Financials extensions to the product. 

 

Contract Management

Contract management module enables you to bind all related information in one case. You can bind emails, documents, events, tasks, participants, mails, invoices, services and other kind of information in an easy to understand overview. Access to all information is fast, easy and reliable. You will stop spending your time on searching for information. Everything will be just there, one click away.

Business events recording will enable you to store all important business information in one place. You will practically store your business know-­‐how in a reusable centralized store. This will enable you to better cooperate within your organization and assure that no important data will be lost cause of human resources fluctuation. Business and case related emails can also be stored in InteliDoc, so you will not have to check personal email databases when you will be searching for business agreements, obligations and other important emails.

You can even record relations to external contacts, like participants in certain case. Everything will be properly linked to Contacts database, so you will enter contact information just once. Of course you can store all kinds of documents, track your work with Tasks and even create Invoices based on your work. 

Document Management

InteliDoc brings you central document storage. Beside standard storage it will enable you to classify documents, search them, edit them in place without detaching to local storage in then uploading it again. Everything is done automatically without user intervention. InteliDoc embeds a powerful security model that enable users to administer access restrictions to documents, projects and other entities. You will not need an administrator to manage your security policy.

If you have repetitive operations like creation of documents or data entry from contact information, you can automatize this with document templates. InteliDoc will gather important data that you need to fill the document and prepare it for you. You will edit only the custom parts of the documents. This is extremely useful for contracts, financial forms, legal documents and alike, where you simply can't do errors in documents.
Classification of documents can be customized and documents can be grouped by projects, cases, folders and other type of binding operations.
InteliDoc has an embedded full-­‐-­‐-­‐text engine that enable you to search for documents by keywords, logical operations and all texts that are in documents like MS Word, OpenOffice, and others.

Imaging

Even now, many of business documents arrive by classical postal mail in real paper. You can store this documents in classical binders and lose your precious time every-­‐time you search for some important information. Or you can image these documents and store them in InteliDoc.
Access to imaged documents is fast, reliable and easy. You can access a required document in seconds, not minutes. In InteliDoc all imaged documents are converted to PDF document so you can read them on every system available. This way you will get a secure archival system that will serve you for years to come.
If you need an editable document you can use OCR function that will convert PDF document in editable text that you can reuse.

Mail Processing

Besides imaging of classical postal mail with belonging attributes, InteliDoc has also functionality to process received and sent documents. Documents can be delegated for further processing trough the organization, different workflows can be applied on them and every step will be tracked and notified. This way you will decrease a need for constant coordination activities that burdens your concentration like constant phone calls and meetings. This module will be a real time saver in your company.

Email Archiving

Email is defacto become a standard way to conduct business. Agreements, invoices, technical documents, all these business documents pass trough email and you probably consider them crucial for your business. InteliDoc enables you to securely archive in and centralize all business email documents. And not only archive, you can even send and receive emails directly from InteliDoc, so you don't have store them in InteliDoc, they will be there from the start.
Emails will be archived with all attributes and content like they were received. You can classify emails to projects or cases or by user defined tags specific to your business. All conversation that matters certain project or case will be transparently accessible to all project members. You will not have to search each persons email box to find an important email. Important emails will be easily accessible in matter of seconds.

CRM

InteliDoc system has an embedded contact management module. InteliDoc Contacts let you store all kind of information about your clients, from contact info like phones, emails, addresses, to detailed financial data or those that are important to you. Contacts database will help you develop a targeted and effective sales strategy, customer service or marketing campaign. You will get a complete overview of your customers or potential new clients.

Company Calendar

Coordination and time scheduling is an important part of project and case management. InteliDoc Elite includes project calendars, tasks and event notification based on teams, users, or different kind of organization. There are also many different types of notification based on due dates, contracts definitions and other types of rules. With InteliDoc Elite you will never miss a scheduled obligation or commitment again.

Automations

Workflows are predefined procedures that have to be followed to accomplish certain task. These procedures can be tracked with workflows. Workflows can be based on cases, documents, or other types of forms. Participants in the workflow will be notified about the progress, changes and due dates. Using workflow functionality is very simple in InteliDoc.
InteliDoc has also an extensive functionality of Batch processing that can be used for automated data processing.

Integrations

InteliDoc Elite integrates with Outlook, Lotus Notes, MS Office, OpenOffice, SQL Servers (MSSQL, DB2, MySQL and others), finance applications (Navision, Scala, ...).
Data in InteliDoc Elite can be replicated to external systems for usage in other systems. Data can be also integrated with scheduled import and pair functionality. You can easily integrate InteliDoc with your in-­‐­‐house financial system.

Email Server

With purchase of InteliDoc elite you get also a license for a rock solid email server with all standard functionality like web access, out of office notification, server based email storage and other functions. You do not need to purchase other email systems.

Reporting And Analytics

Gain real time state of your business and performance indicators.

 

Many FCI member companies rely on InteliDoc’s robust and reliable solution. They need to streamline their processes, increase efficiency, and relax into business growth and profitability. 

 

Customer Database

Thanks to customer-­‐centricity of InteliDoc, it has become easier to continuously monitor and measure the performance of your client base on a global basis. With InteliDoc, adopting required marketing activities takes less effort than before. Grouping and tracking affiliated companies and enterprises enables you to further lower your risks in a global economy.

 

 

Operations Module

Containing a diverse array of functions related to factoring transactions, this module streamlines and automates all of your operations.

  • Store and monitor client information
  • Make well-informed credit decisions through in-built credit decisioning workflow
  • Employ overall, group, account and invoice‐based credit limits for clients; overall and seller‐based credit limits for debtors; overall credit limits for correspondents
  • Monitor and review limit and risk information of clients, debtors, and corresponding factors real time
  • Manage and process factoring agreements
  • Open, monitor, and report accounts of clients
  • Handle payments and collections
  • Produce invoices of interest, commission, and expense collections

 

Flexible day-to-day automated procedures

  • Multi-currency capability
  • Automatic integration of exchange rates
  • Detailed open‐item level analysis
  • Handling of credit insurance including all obligations
  • Process control monitoring
  • Escalation procedures
  • Extensive ratio calculation
  • Portfolio optimization
  • Flexible fee models including invoicing
  • Multi-national client structures

 

Excerpts from daily factoring operations in InteliDoc Factoring

Factoring Inquiries

Inquiries for Factoring business can be accepted via different ways. Over classical mail, e-­‐mail, phone, personal conversation, web form or fax.
All these methods of communication can be integrated in InteliDoc system. Paper documents are imaged and saved in PDF form, e-­‐ mails are attached in the common database, phone and personal conversation can be registered as a business event, web forms are directly integrated in the system and faxes are received via e-­‐mail.
For new clients, data of the client has to be registered in InteliDoc Contacts, which is a central database for client information.
InteliDoc has many ways of communicating with external databases, so the form fulfillment can be automated from these sources. Registering new clients this way is very fast and with the least amount of errors possible.

Analysis of clients, questionnaire

First step in the process of factoring business is preparation of financial statements, credit reports and other published information that has impact on client's creditworthiness.
All the information is collected in InteliDoc Elite where Case/Contract is assembled. Standard questionnaire is then sent to the client that fills the information about its current financial state, list of suppliers, list of clients, ownership information and others. Also the planned factoring project dynamics is presented.
Commercial department assess whether the transaction is
financially feasible. First the basic financial calculations of profitability are done in InteliDoc Factoring. Then the department of Risk Management evaluates the risk assessment in relation to suppliers and debtors and potential risks related to associated companies. InteliDoc has built-­‐in functionality to track international affiliated companies and manage risks attributed to linked organizations.

Calculations of margins, interest and costs

Commercial department calculates the margins and financing costs and other expenses. InteliDoc Factoring has utilities to quickly calculate all parameters of the project. Preparation of documents for the credit committee is also automated. Embedded automations and workflow procedures take care so the commercialist doesn't forget any important information and that the calculations are double-­‐checked. Documentation relating to suppliers, debtors, financial parameters and risk assessment is assembled and by procedures passed to the next level -­‐ Credit Committee.

Credit Committee

The credit committee assesses the financial structure of the transaction and the risks associated with the transaction. Everything can be evaluated in the InteliDoc Factoring in electronically way. Meetings can take place in a digital manner. All stages of proposal workflow are documented and transparent. InteliDoc enables you to get a complete overview of active proposals and contracts.

 

 

 

Consideration of currently exposure to a particular obligor or supplier is accessible in a simple and easy way. If the project is confirmed, then the commercial department is notified that it needs to send and offer. Otherwise the rejection letter is sent.

Contract signing

The next step is to conclude a contract on the purchase of receivables. Client -­‐ the cedent and the debtor must deliver the necessary documents and guarantees for payment of claims (bills, mortgages, insurance, ...). Factor may also reinsure the payments. All procedures are covered and automated in InteliDoc Factoring.
There are several different types of factoring, classic, supplier, purchase bills, ..., that can be managed in InteliDoc. Factoring can take place within one country, but also through several countries -­‐ international factoring. Such international factoring can be carried out within the Factoring group of companies, or through international factoring network FCI. Both ways are covered in InteliDoc.

Financing

Before financing the purchased invoices finance department has to analyze different funding sources and determine how they will finance the factoring project. When payment is planed interests and other costs are calculated. Immediately preceding the date of payment finance department transfers the needed funds and liquidates the receivables.
Tracking of funds, contracts, financial fees and calculations are integrated in InteliDoc Factoring.

Management of payments

Tracking of active financing accounts enables you to monitor all open accounts until the receivables are repaid in full. After the fulfillment additional costs may be charged due currency conversions differences. At the same time factor has to monitor the balance between open amounts and insurance elements offered by clients so maximum limits are not exceeded.
Exposure management
Financial and risk department at the Factor has to constantly keep track of company's overall risk exposure cause of current open claims against debtors and suppliers. It also has to keep records of secured and unsecured debt and other financial indicators. All monitoring is automated with views -­‐ outlines, reports, events and alarms.

Collection

In case of late payments, extension can be made for a limited time. Everything has to be properly documented with the amendment and additional insurances. Documentation can be automatically prepared in InteliDoc Factoring and reviewed by financial and commercial department.
In the event that receivables are not settled, factor may continue to attempt to claim compensation. Compensation may be financial or trade compensations. In case of failure to fulfill the obligations the collection process can be started.
Collection may be effected by judicial or extrajudicial proceedings. In any case, the recovery process generates a lot of notes, phone calls, correspondence, communications, contacts with legal offices, documents and other informal records. All these records can be managed in InteliDoc system.
Damages also require preparing the appropriate documentation and delivering it to court or legal offices, which regulates the execution. Enforcement is necessary to monitor and respond immediately when there is new information or event regarding the case.

Financial Compensations

Compensations can be done by finding chain of claims and compensate open receivables through the customer due invoices. In the process there is necessary to contact a large number of customers and suppliers in the chain from the debtor on. Recording necessary contact information, outstanding balances and future claims, and trying to find a chain that will be concluded by closing the claim is a task intensive work.
All steps in this process can be registered and in some way accelerated by using InteliDoc system.

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InteliDoc Elite is a powerful tool that enable you to move to a digital way of working. Your business will become more organized, faster and flexible and at the same time it will respect the way you did the business before. InteliDoc Elite is an integration of several applications that are tightly binded together in a simple and powerful tool. Our clients says that they are amazed by the functionality and ease InteliDoc brought them. 

Some of the main features:

  • Document management
  • Project management
  • Case management
  • Imaging
  • Standard Mail Processing
  • Client Management - CRM
  • Email Archiving
  • Company Calendar
  • Invoicing
  • Service Tracking
  • Reporting And Analytics
  • Email Server

 

Key Advantages of InteliDoc

All in one system

Due to flexibility, all departments within the company will be using one system for knowledge sharing. The involvement of different departments can significantly improve communication and performance of the company. Projects, documents, tasks, invoices, services, everything will be properly stored and shared between your coworkers.

Secure

The system has built-in security mechanisms, so information will be safely hidden from unauthorized access.

Flexible

InteliDoc is made very flexible. It may be set for use in various industries (distribution, manufacturing, financial services, service industries, marine and transport, legal offices, public services, marketing, sales, ...). In all these activities we have implementations in production use.

Reliable

InteliDoc is made reliable and secure in the way that it works without interruption for years. Customers use it for over 7 years without a single interruption.

Continuity

A system for document management and knowledge should have a longer life. InteliDoc system is being developed with an eye to continuity over a long period of use. In this way when the system is upgraded to newer versions, the work is not disrupted and financial resources are not consumed on an adaptation of the environment.

Financially advantageous

The system requires almost no maintenance. Support that the user needs in terms of education and counseling is minimal.

Intuitive

You can start using InteliDoc after a very short introduction.

Integration

The system has modules for integration with external systems. InteliDoc can connect to relational databases such as MS SQL, Oracle, IBM DB2, MySQL and others.

Extensibility

If the customer chooses to implement specifics of its business in InteliDoc system is possible to extend InteliDoc with additional modules. For example we developed modules to support Factoring, Compensations, Legal office, Shipping transport and others.

Evolving system

InteliDoc is constantly evolving. From the good practices of the users we develop new functionality and solutions that are then available to other users of the system.  

 

 

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InteliDoc for Law Office is practice management solution. This world leading software provides a comfortable, familiar environment for day to day work operations. You will not have to change the way you already work on cases, InteliDoc is designed to work like lawyers usually do. It also helps you organize and store all important data in a safe manner.A wealth of functionality is integrated into a single, lawyer-friendly system. Integration has so many benefits, from natural workflow to re-using information, enhancing teamwork and capturing more billable time. It will increase the organization of your firm and allow you to practice more efficiently.

Some of the main features:

  • Document management
  • Project management
  • Case management
  • Imaging
  • Standard Mail Processing
  • Client Management - CRM
  • Email Archiving
  • Company Calendar
  • Invoicing
  • Service Tracking
  • Reporting And Analytics
  • Email Server

 

All information is instantly accessible

Client matters - Cases are the building blocks of your practice. You open a Case for each. Everything you do and everything you bill revolves around these files. InteliDoc works this way. It makes all your files and all the file content instantly accessible, better organized and much easier to use. By just clicking on a Case you can see all the associated people, appointments, tasks, documents, research, time spent, emails, phone calls and more - or a complete chronology of everything. Draft documents. Plan the next steps. Review the history. Report to your client. Quickly check statuses of Cases without creating reports. All in Real Time. You can even customize fields with your own information to track whatever you need in your practice. You can link events according to the legal rules and InteliDoc will warn you on recurring events and dates. Everything is at your fingertips.

Keep track of the people in your practice

The people module is a truly flexible and powerful contact manager and Customer Relationship Management - CRM tool that stores information about all of the people and companies you interact with in your practice. For each person and company you can see complete contact information including lists of events, communications, files, documents, relationships and more. Start a phone call or a letter, send an email or go to a web page with one click of the mouse. Stay in touch with clients easily with valuable business development tools and reminders.

Calendar will help you manage your day

The Calendar in InteliDoc provides comprehensive scheduling that works the way you do. Manage appointments, tasks, deadlines (and more) for yourself, everyone in your workgroup or your entire firm. The Calendar is flexible and allows you to display your information in a wide variety of formats. Create and save customized calendar profiles, identify and schedule shared resources. Link events for rescheduling together. Automate your court docketing. Convenient group scheduling allows for easy identification and scheduling of everyone’s calendars. Flexible and automated appointment reminders make sure you never miss an appointment. Email notification of new and changed events means that nothing slips though the cracks. 

Create, store and archive your documents

InteliDoc is dynamically linked to the applications in Microsoft® Office and OpenOffice. You can create documents from templates and InteliDoc will transfer all important data to your documents automatically. At the same time, documents will be filed in proper Case and safely stored in companies server. You can stop thinking if your data is safely stored. It is. Users of InteliDoc never lost a document in 5 years of heavy production use. You have a year lasting undo function even you purposely delete a document. Even courts use our storing technology.

Integrated Imaging module

Even now, in modern computer era, a lot of correspondence arrive in plain paper. Creating a complete file requires the imaging process to be taken. InteliDoc has an embeded simpe to use imaging module, that enables you to scan and store documents in a standard PDF format. Documents are automatically filed in proper Case files and ready to be read on site or over a secure encrypted connection over the Internet.

Anywhere, anytime  InteliDoc lets you work anywhere. Take your practice information with you, use it at home or access it across the Internet. It’s your choice. Log in from any desk in your office. Take a notebook “offline” and work disconnected or connect and work across the Internet. With InteliDoc, you are not tied to a place or a machine. Work where and when you choose. And if you get an unexpected call on an urgent matter – wherever you are – all your vital practice information is at hand.

 

Testimonials

John J. ("Jack") Mueller

InteliDoc operates differently. InteliDoc is a serious of databases that reside on Domino server. These databases link to each other and three of the databases provide information for the master database, the actual management database.

I am in the process of working with the developer (Gregor Ibic, INTELICOM d.o.o. [the Slovenian equivalent of an American limited-liability company]) to modify his application for the American market and to follow some specific electronic work-flow processes I customarily follow.

InteliDoc runs a contact database. The entries in this database supply information in the primarily or practice-management database. The developer is modifying some of the forms or documents used in the contact database and the practice-management database to reflect differences in American postal codes and the like.

The practice-management database is "case" centric, but allows for projects within the case and multiple cases linked as a project. The case document tracks by lead professional and members of the team (one or more of my paralegals and my assistant, as assigned by me).   Each case tracks the "participants" by name, address and role.

Again, the entries in this part of the system come from the contact database. Each case has a documents center. One can import a single document or a folder of documents into the center; one can create a document (using Word or WordPerfect) in the center - one can edit these work-product documents as and when needed, such as when one starts a brief on one day and works on it over some or all of the next succeeding 10 or 12 or whatever number of days.

The center tracks the documents by category or class that the user assigns. The center allows one to scan a document, in either TIF or PDF format, into the center, using the applications built-in scan function. And one can attach other documents to a document in the center, such as exhibits or attachments to a paper document.

InteliDoc tracks all of the events related to the case, by type, date, and other criteria. The developer is modifying the tracking of telephone contacts for me - for about twenty years, I have had software that allowed me to take a message (keeping it permanently in the client or matter file), make records of incoming calls, and make records of outgoing calls -- to more closely follow what my staff and I have become accustomed to doing.

InteliDoc runs a calendar and a taks-oriented docket-control system, which allows for statute-of-limitations/answer-day warnings, reminders, and tasks to do.

InteliDoc maintains an e-mail center, from which I can send an e-mail (I already use Lotus Notes for e-mail, but I think the system will also work with Microsoft Outlook) and into which I can import a received e-mail. InteliDoc has a notes center that allows me to record notes.

Last, InteliDoc allows me to track services performed in the case.

So, I have no need to develop any application or database in Lotus Notes; the developers have done all of that for me. And they have done a remarkably good job.

 

About Us

We specialize and 3 key areas:

InteliDoc business solutions - Cost effective and high-quality software solutions for a wide range of industries and domains.

Engineering of IT infrastructure

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