In part one of this series, we examined the key considerations for selecting a new document management system and the most common mistakes, as identified by our experts. In this second instalment, we focus on two vital factors for any DMS: scalability and user-friendliness. We’ll then explore how a standout solution, Lasernet, delivers these benefits.
Now, let’s get back into the questions!
How can organizations ensure the DMS they select is scalable and will support their future strategy goals?
In response to this question, Dene Palmer, UK Business Director said, “Look for adherence to current and emerging standards, and a wide ecosystem of integration points to ensure you can achieve the most with your documents.” He went on to explain why taking the time to explore scalability is so essential to a successful DMS implementation. “This gives you peace of mind that your DMS can integrate with any system that you might need to, allowing you to increase efficiency in your business, or with customers and suppliers,” he said.
As someone with many years of experience working with Lasernet, Dene also touched on how the software enables organizations to scale with ease. “This is an area where Lasernet particularly shines, with inbuilt integrations to many 3rd parties, but also with the ability to make custom API calls to anything that isn’t natively supported,” he said.
Practice Lead, Roger Cruz recommended that those choosing a new DMS should ask DMS suppliers for references and specific experiences to prove compatibility and reach out to companies who have used the particular DMS in the past to get their honest opinion.
Consultant, Margiris Jasaitis agreed with Roger, saying, “Communication with other customers who have already implemented the DMS is vital. Ask them what the challenges are and what to look out for, as well as getting references for implementation partners.”
Main Takeaway
Our DMS experts think you’ll find a scalable solution by:
- Looking for adherence to current and emerging standards
- Asking DMS suppliers for references
- Reach out to companies that use/have used the DMS you’re considering for their honest opinion
How important is user-friendliness in a DMS?
All three experts agreed that user-friendliness is absolutely vital in a DMS system. Dene explained the impact an intuitive DMS system has on an organization, saying, “If designing your documents is simple and intuitive, your user base is more likely to adopt the system across more areas of the business, further centralizing your document processes.”
Roger agreed, saying it’s a “make or break decision.” If the DMS isn’t user-friendly or easy to support, users will become resistant to it. This is a surefire route to implementation failure. He then pointed to Lasernet’s focus on user-friendliness compared to many other DMS providers, saying, “Lasernet provides several tools to make support and integration simple, from its intuitive Form Designer to its Client and Monitor Tools.”
Margiris linked a lack of DMS system user-friendliness to increased costs and user dissatisfaction. “If the DMS is not user-friendly, the internal team of the customer will not be able to handle the maintenance and future development of the solution. This will lead to the implementation partner sticking around for longer than expected, and it can lead to dissatisfaction in terms of the running cost of the DMS,” she said.
Main Takeaway
Our DMS experts warn that a DMS that doesn’t prioritize user-friendliness will result in:
- User resistance and dissatisfaction
- Increased implementation costs
Finally, if you could only give just one piece of advice to those choosing a new DMS, what would it be?
We challenged our DMS experts to boil down all their knowledge on choosing a new DMS down to a single tip. Here’s what they landed on:
Dene said to take your time, conduct a thorough vendor analysis, and don’t be swayed by initial low costs, as they often come back to bite you in the form of missing features or complex development requirements to get things working.
Roger explained the core issue with choosing a new DMS, saying, “You’re often at a disadvantage when choosing any system because you don’t know what you don’t know.” He advised those seeking a new DMS to make sure the DMS and integration partner they choose have the experience, expertise and creativity to understand your requirements and offer alternative solutions based on experience, rather than just doing what they are asked for, rather than what they need. He also emphasized the importance of clear communication and having the necessary expertise and resources to deliver projects on time and on budget.
Margiris’s advice for choosing a new DMS was to be patient. “Don’t jump on the first DMS that looks good that comes at a low cost. Conduct a deep analysis of the available tools and gather references from companies that have already implemented these tools. This way, you can come to an informed decision.”
Main Takeaway
Our DMS experts’ single tip for choosing a new DMS was as follows:
- Take your time and conduct a thorough vendor analysis
- Don’t be swayed by initial low costs (it usually comes back to bite you)
- Look for experience, expertise and creativity
Our DMS Recommendation: Lasernet
At its core, Lasernet is all about simplifying document management. The output and document management software transforms document chaos into much-needed order by automating the majority of the document creation, design, distribution and archiving process.
Lasernet’s key features:
- Create branded documents: Use a drag-and-drop interface to add logos and colours to create documents directly within Dynamics 365, eliminating the need to import or export.
- Flexible deployment: Choose the option that suits your business: on-premises, cloud, or a hybrid model.
- Code-free distribution: Easily send documents to predefined destinations like email or printers without any complex coding.
- Preview before sending: Review documents before distribution to ensure they look exactly as intended.
- Easy archiving and retrieval: Archive and find documents from any module directly within the Dynamics 365 interface.
The result? Your document management process is more efficient with fewer manual errors. Plus, you’ll save money on printing materials and boost your brand’s image with professional-looking documents that never fail to impress.
So, where do all of us at ERP Mechanics fit in? While Lasernet simplifies your document management processes, we simplify the implementation process. Delivering Lasernet’s document management solution to clients worldwide, our services include implementation, custom development and all the support you need to get Lasernet up and running without a hitch.