Save time and increase productivity with the Document Management tool that does not require technical knowledge to configure and can be quickly modified to adapt to changes.
Exchange files, information and comments through download links, web forms, corporate portal or mobile Apps.
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All of the advantages of advanced document management programs are available:
Create Documentary Categories with custom metadata, generate documents automatically using Microsoft Office® templates, and track changes using version control.
Organize files not only in folders, but by tags and characteristics. Locate your documents by where they reside or by various categories.
Enrich your documents with metadata. Just like a library, create tags and data sheets with associated information about each of your files. You can even design this into a powerful relational database.
Our advanced search functionality allows you to find what you are looking for quickly. Don’t remember the file name? No problem, simply type in characteristics about the document and our system will pull it up using advanced metadata search capabilities.
Create your documents automatically from Microsoft Office® templates and fill in your specific data using the data fields (metadata) for each document category. Organize your company’s templates within R2 Docuo.
Here is a typical workflow for a commercial offer with multiple touchpoints. Full of repetitive, complicated tasks that make it difficult and slow to handle manually when offer volume increases:
The circles represent the possible statuses of the offer: Requested, Sent to customer, Accepted or Rejected. The arrows are the tasks that must be performed or the events that may occur to the offer: Send offer, The customer accepts and The customer rejects. Now you can indicate the status of each offer and configure the Document Manager to:
Create emails and notifications automatically using templates and have R2 Docuo send them for you, to people on your team or to your clients, when a workflow transition is executed or when a document has been in the same state for several days.
Quickly create a custom web form to collect the fields you need so you can continue the automated workflow process including processes such as creating new offers, tickets, requests, or even firing off another workflow.
Automatically generate documents from Microsoft Office® templates using Workflow metadata and attach them in PDF format to the automated email. For example: Generate and send an offer document automatically based on your customer’s data and sale price. What took several arduous minutes takes mere seconds with R2 Docuo.
Send contracts and agreements to your clients for their review and signature through personalized links that they can use from their mobile devices with full legal validity, thanks to the European eIDAS regulation.
The R2 Docuo user interface is designed to provide you with visual control of your business processes. Each workflow shows intuitively which documents are in which step of the process using a color code by status. Detecting bottlenecks and controlling labor demand has never been easier.
When it comes to managing contracts or other important business processes, visibility and security are key. That’s why R2 Docuo maintains a log of all actions so you know who, when, where, and how various users interacted with pieces of the workflow. You can even see how long clients spent looking at a document before making a decision.
Use secure direct download links or add a file exchange portal to your website in compliance with the GDPR. Maintain your professional brand – R2 Docuo provides you with a branded, customizable collaboration experience.
Users can access the portal from any web browser or by using the R2 Docuo mobile apps.
Configure groups, security protocols and permissions for users. Get a detailed log of accesses, downloads and other actions.
Prioritize communication with customers and third parties through comments, calendar reminders, notifications, and task management activities tied to shared files.
Secured by the HTTPS protocol, with other security features such as expiration date, password, “one time use” and much more. Record all of the times each link is used including user credentials and IP geolocation. Manage sharing permissions centrally and delete download links that you consider inappropriate or outdated.
Boost your team performance thanks to the power of a Document Manager: Perform faster searches, accelerate the creation of documents and organize your files by Document Categories to be able to use automated Workflows that save time and minimize repetitive manual actions. This will allow you to focus human effort on tasks that add value.
The R2 Docuo Document Manager was conceived from its creation as a tool for the people who design and coordinate work procedures: Heads of Department and Middle Managers.
Our purpose is to provide them with software that prevents the team from abusing the basic office automation tools: shared folders, email and spreadsheets.
The alternative is a Document Manager that ensures consistency in processes, puts all the information in the same place and automates repetitive tasks without requiring technical knowledge.
All of this streamlines collaboration: A notification replaces an email, in the style of instant messaging tools.
We know that the reality of teams is changing, that is why R2 Docuo allows you to modify all workflows in an agile way and progressively improve them through trial and error without depending on programmers or resources from other departments (typically IT).
On the one hand, IT managers provide users with basic tools that allow them to solve generic management problems: a way to share files (typically shared folders), an email account, and an office suite (typically Microsoft Office®).
At the other extreme, some departments have “by right” specialized software that automates their work much more: ERPs, Payroll and Accounting are some examples.
The problem is in the space between these two scenarios.
Often times, office automation tools bear too much weight in the management of some operations. Literally any process can be ‘Excelled’, but when the workload and complexity increase, problems arise. This leads users to seek solutions on their own, often using free cloud services that put the organization’s security policies at risk.
With the R2 Docuo Document Manager, teams have an additional step to make their work more automatic, the organization has a centralized document management platform, and IT Managers maintain control and information security without allocating resources additional, as users can configure the tool without technical knowledge.
Finally: R2 Docuo is a cloud platform based in Europe, with full compliance with European personal data protection laws (GDPR).
Beyond the need to modernize, managers face the challenge of calculating the return on investment (ROI) in a Document Manager for their organization.
In the first place, understanding business information as an important asset justifies the investment in tools that manage it, keep it up to date and make it available to all stakeholders in a secure way.
On the other hand, increasing the performance of teams involves reducing the work that can be automated and reserving human effort for more complex tasks that provide more value.
On a day-to-day basis, employees spend a large part of their time performing repetitive manual tasks that can be fully or partially automated with a Document Manager.
The increase in team productivity depends on the nature and volume of those tasks, but our studies place the average automation at 70% for tasks related to the creation, classification, distribution, exchange and signing of documents.
The Document Manager R2 Docuo streamlines the operation of the entire organization wherever the team members are. Thanks to its native architecture in the cloud and the use of secure mobile Apps, collaboration is possible anywhere and in any setting; including teleworking.
Few software tools are more like a Swiss Army knife than a Document Manager.
So much so that, although the most popular term remains, the name of this type of software has changed over time: Document Manager, Enterprise Content Management (ECM) and more recently Content Service Platform (CSP).
With a pricing that starts at € 25 / month, the R2 Docuo Document Manager can be configured to manage very diverse processes on very different content in small organizations.
From a platform to share files with clients or manage invoices to a CRM, through a data collection system using forms, an appointment manager, a system to send large files through links or a platform for the electronic acceptance of offers.
The Document Manager R2 Docuo can adapt to the company’s processes as it grows to be the cornerstone on which the team’s operations rest.