Microdea’s Synergize Automatic Distribution Module operates in conjunction with Synergize Process Server (SPS) and enables organizations to automatically distribute documents immediately after they are added to Synergize. This significantly improves operational efficiencies by reducing manual processing steps as well as strengthens business relationships through the ability to instantly provide customers, partners and suppliers with the documentation they require.

There are many customer and supplier relationships that require documents to be sent as soon as possible once received, and not to delay the sending of this information until billing or other processes have been completed. Instead of these documents waiting to be manually sent, Synergize Automatic Distribution Module automatically sends the documents to their appropriate destinations right after they are captured via email, fax, or scanning sources.

The Module runs a process that searches for a previously defined document type in Synergize and checks for a forwarding address (email, fax - smtp compatible, ftp or file folder) in a specific field. If this field has a forwarding address, the document is automatically sent. When multiple documents are to be emailed to the same address, they are grouped together in one email, together with the necessary supplemental documentation.

An example of this from the transportation market would be a Bill of Lading (BOL) document, which identifies the contents of a shipment. By automatically sending BOLs immediately after capture, organizations are able to enhance auto-billing and quickly provide their customers with all the supporting documentation they need to process payments. This effectively reduces Days Sales Outstanding (DSO) and improves cash management.

Synergize Automatic Distribution Module is also able to automatically trigger and send packages of documents based on an event. For example, in the insurance business, a claim is reported, which causes the Module to send necessary claim documents to a carrier, adjuster or other interested party. Additional supporting documents such as police reports, copies of driver’s licenses, and accident photos, can be included and automatically distributed as well. This helps eliminate manual intervention, save time and streamline processing.

To ensure document security, the Module can be configured to only send a notification that a document exists rather than attach the document itself. This is an important capability for situations where privacy laws regulate the sharing of information, as is the case when distributing personnel records, payroll and patient data. The recipient of the notification must login to retrieve the document from the secure Synergize repository.

Synergize Automatic Distribution Module benefits organizations across multiple industries through the ability to accommodate many document types and enhance diverse business processes. Automatically routing documents to predefined external locations enables organizations to reduce manual tasks, increase processing efficiencies, improve customer service and reinforce business relationships.

Synergize Automatic Distribution Module provides:

• Automatic searching and routing of specified documents to predefined external locations
• Flexibility to accommodate many document types and adjust to specific business processes
• Reduced manual tasks and improved operational efficiencies
• Enhanced business relationships through the ability to quickly provide required documentation
• Automatic external emailing, faxing* and/or printing
• The option to group multiple documents into one attachment, have one document per attachment, or send a notification without an attachment
• The ability to automatically trigger the distribution of document packages

For more information on how Synergize Automatic Distribution Module can automate your unique business processes and significantly improve your operational efficiencies, contact us at 905.881.6071 ext 244 or marketing@microdea.com

* Please note that faxing requires a smtp compatible fax server.