Transflo Synergize Feature Summary

Celebrating over 25 years, Synergize^® software has helped hundreds of organizations across multiple industries capture, organize, share, and manage all of their enterprise documents, policies, procedures, and information. Any content, ranging from scanned paper documents, to email messages, to Microsoft Office files, can be accessed and processed by any authorized user at any time from any device or location.

Synergize document management software offers the flexibility, adaptability, and simplicity that business users need. This single enterprise document-driven content management platform helps organizations effectively communicate, collaborate, and streamline complex manual business processes and reduce reliance on antiquated paper-based systems. With Synergize products you can easily collaborate with team members and clients, streamline secure document retrieval, storage, and sharing, reduce costs with more efficient operations, and improve customer service through speed and accuracy.

Transflo customers now have access to a world-renown DMS solution called Synergize, which is revolutionizing the industry. Why do carriers Synergize?

Significant and rapid growth with back office automation
Elimination of check calls
Quick invoicing in a fraction of the time
And so much more!

It’s about making life easier for fleets, and ensuring new technology is seen as an asset, not a burden. Alan Slater at Bandstra Transportation Systems, says, “Synergize has certainly helped us scale the business. If we hadn’t started using Synergize we would have never been able to cope with all the paperwork or take on bigger and bigger clients."

To learn more about the core features of the Transflo Synergize Suite, expand the following sections:

Business Process Management

The automation and management of business processes with Synergize can help your company streamline an endless number of procedures and administrative tasks. Synergize includes the built-in flexibility to adapt and scale with your organization. Map out any organizational process that is manual, repetitive, laborious, or paper-intensive to achieve full automation leading to significant cost and time savings.

The Synergize Process Server (SPS) Business Process Management (BPM) platform provides intuitive and graphical business process mapping tools that enable you to visualize, map, and implement process automation reliably and efficiently.

Visual Process Builder

Proprietary process builder enables you to easily map, visualize, and implement process automation reliably and efficiently.

Design workflows graphically, with a vast collection of pre-configured actions
Customize fully without writing a single line of code
Bind the properties of various actions together using intuitive tools
See validation alerts to eliminate mistakes during the building process
Use simple tools to run tests, view process log files, and ensure proper execution

Rich Library of Pre-built Actions

Comprehensive toolbox comprised of over 150 pre-built actions.

Select from a library of pre-configured processes for Automatic Document Distribution, Auto Reply Email Responder, Collections Monitoring, Network, or FTP site hot folder monitoring, and many more
Design and execute endless combinations of automated processes that you're authorized to use
Automate Synergize system-to-system data flows as well as common human-to-system or system-to-human business processes

Open Architecture for Custom Actions

Build and add custom actions for your unique processes.

Add new and unique actions directly to your toolbox
Complement the toolbox of over 150 pre-built actions
Extend the pre-packaged actions using an open architecture to create highly-specialized business processes
Get assistance from TRANSFLO® when required with Development Support on-call

Rules-based Routing and Branching

Conditional branching gives you the control to send documents down different paths based on fully-configurable conditions.

Route information based on customizable logic that uses advanced actions such as conditional document branch and workflow processing
Automate system-to-system, human-to-system, and system-to-human business processes and data flows
Specify complex rules to augment workflow tasks and automatically process flows with a precise run time

Automated Business Decisions with Validation Rules

Complete process automation, allowing for manual intervention only when necessary, based on customized conditions.

Ensure 100% consistency every time, with rules-based logic
Let the system work even when you aren't, with a 24/7 run time
Combine automated processes with Synergize Workflow, to create efficiencies for any scenario
Consolidate activities across disparate systems

Document and Information Capture

By automating the capture of information from disparate software systems and converting paper documents to images, Synergize software provides faster retrieval of business information, reduces storage costs, and enables organizations to securely share documents. Capture documents from any source and easily extract important information to instantly advance your business initiatives.

Automated Capture

Scanning documents with easy-to-use tools, that make document ingestion a key part of your document management process flow.

Monitor FTP sites
React to new files in a network hot folder
Parse coded file names
Categorize documents, using advanced classification capabilities
Monitor a centralized email inbox and react to new messages

Optical Character Recognition (OCR)

Pulling data directly from your paper documents, in an automated process.

Recognize OCR field contents
Assign document types automatically
Process invoices, using state-of-the-art OCR tools
Leverage optical mark recognition (OMR), optical character recognition (OCR) for machine print, intelligent character recognition (ICR) for handwriting, and bar code recognition (BCR)

Paper Document Capture

Scanning, imaging, and indexing on a fast and flexible platform.

Take advantage of Kofax VRS and Paperstream image enhancement tools
Index documents quickly, with fast database look-ups
Read bar codes, with built-in tools
Scan, split, and re-scan documents in a batch
Control input at the field level, for required data and field types (for example, dates and drop-down lists)

Seamless Microsoft Office Integration

Eliminates the need to print something out just to scan it back in!

Save directly to the Synergize repository from Word, Excel, and PowerPoint
Save email with a single click using the optional Microsoft Outlook integration
Use simple built-in desktop indexing with data lookup

One-Click Email Capture

Leverage every piece of mail in your inbox; No documents left behind!

Save emails and attachments directly to Synergize in a single click
Choose which parts of the email to save (Body only, Attachments only, or Both)
Save documents natively or convert to PDF or TIFF automatically
Use simple built-in desktop indexing, with data look-up
Work seamlessly, with multiple versions of Outlook
Eliminate the need to print a document, just to scan it
Reduce keystrokes and indexing time
Make documents instantly available to all authorized Synergize users

Print Stream Capture

Documents can be digitally created from any feed that was heading for a network or local printer.

Intercept PCL print jobs, to save images to Synergize repository
Split the electronic feed into distinct documents
Index documents automatically, based on PCL feed data

Simple Drag and Drop File Capture

Drag files from your computer and drop them into the Synergize Web Client.

Index the content immediately
Eliminate the need to print a document, just to scan it
Reduce keystrokes and indexing time
Make documents instantly available, to all authorized Synergize Users

Capture information with ease. Paper documents can be scanned so that the digital version is available in the Synergize repository. Each digital image needs to be indexed, so it can be found. You can use several methods to get information into the repository:

Direct uploads
SimpleScan
Email attachments
OCR

Document and Information Management

Consolidate information into a single platform, so documents can be stored, indexed, retrieved, and ultimately put to productive use by any employee operating out of any physical location.

Secure Digital Document Storage

Instant access to any organizational document, within a single platform.

Control all organizational documents, with full on-premise capability
Set up sophisticated security, for user access control
Store a wide range of file types, from any application
Log activity for audits

Secure Digital Document Storage

Access to the right documents, by the right people, at the right time.

Search and retrieve, through a single user interface
Find multiple documents, with wild card searches
Leverage multiple search methods, including Category, Tree, Simple, and Advanced
Filter search results with multiple, customizable index values
See search results, with instant image preview of documents
Customize each User's search requirements, with a personalized interface to the category search model

Access Control and Audit Trail

Keep track of document access and workflow audit trails, with easy-to-read document and processing logs.

Define which Users have access to which information, with granular access controls
Review document logs, to show who took what actions on a document, with date and time noted
Use workflow logs, to show detailed information about processing between separate Queues
Control security in a granular way, at both the repository and file level

Collaboration Tools

Leverage the power of your team, with tools that help you communicate about your documents.

Avoid duplication of effort, track changes, and maintain document integrity
Apply redactions and annotations, without affecting the original document
Maintain original versions, while adding updated versions to the system
Get an audit history of any document, throughout its entire life cycle

Document Check-in and Check-out

Control changes to documents across your team.

Ensure that others cannot make changes to documents that you're editing, maintain control and avoid confusion, duplication of effort, and dropped hand-offs
Assume control of a document (check-out) and edit it, using native applications, and release control, by checking the document back in
Choose whether the revised document is a new document, replacement document, or new version of the same document
Streamline version control, with a full version history

Records Management

The regulatory environment in which companies operate today is the most stringent it has ever been. Synergize provides you with a single platform, within which all information can be stored, organized and retained, and also provides managers with unparalleled visibility and control. Mitigate regulatory risk, manage compliance pressures, and retain critical information. Synergize allows you to track and manage electronic records throughout their entire life cycle, from creation or receipt, to maintenance and use, to cut off and finally disposition.

Records Retention and Disposition Schedules

All data and information can be stored, organized, and retained, within a single platform.

Schedule retention and disposition of documents, with built-in tools
Track and manage electronic records throughout their entire life cycle, from creation (or receipt), to maintenance and use, to cut off and finally disposition (Destruction or Transfer)
Retrieve any departmental or organizational record at a moment’s notice, with the click of a mouse
Ensure alignment, with unique corporate policies and best practices

Security and Access Control

Ensure that only the right documents are available, to the right people

Use advanced security protocols, to ensure only authorized Users have access
Take advantage of built-in regulatory compliance
See the full document life cycle (managers and decision makers)
Control document access and document interaction/processing
Reduce potential legal liabilities and exposure, with information privacy security rules
Leverage complete document logging activities and full audit trail, to show the who, what and when

Reporting, Disaster Recovery, and Business Continuity

Retention and maintenance of proprietary, confidential, or personal information, related to clients or other stakeholder groups.

Serve the interests of Auditors, Regulators, or Customers, with full information transparency
Ease reporting with an open, structured database and associated tools
Work with electronic records that are safe, secure, and easily-recoverable from backups
Ensure business continuity, with accessibility, retrieval tools, control, and information transparency
Ease recovery of documents, with built-in redundancies
Take advantage of built-in regulatory compliance

Workflow Management

At the foundation of any business is a set of essential process workflows. Synergize workflow capabilities regulate and manage the movement and processing of information and documents to help save your company valuable time. Simplify processes to move documents between knowledge workers, leverage business rules, and verify essential work is correct and complete.

Graphical Workflow Designer

An intuitive, user-friendly tool, to map and streamline any of your unique organizational processes.

Take comfort in the Visio-style look and feel
Drag and drop Queues onto canvas, to easily draw the scenario
Connect Queues, with the click of a mouse
Build in-business decision rules, based on your corporate best practices
Publish workflows for immediate use or save them, without activating them.

Full version control allows you to revert to previous versions
Create an unlimited number of workflow scenarios

Customized Content Routing with Business Intelligence

Configurable rules-based logic, for automated routing decisions.

Split and merge Queues, for easy document collaboration
Ease integration with third-party applications, using Synergize’s open web services architecture
Set up automated alerts, reminders, and escalations
Monitor depth and age of workflow items, to alert you to upcoming backlogs or bottlenecks
Configure email notifications, for each workflow queue

Process Control with Customized Business Rules

Conditions-based routing decisions allow for tight process control and uniformity.

Automate routing decisions, with configurable rules-based logic at each workflow step
Perform logical steps automatically and make document distribution choices, based on look-up or arrival of a new document
Specify complex rules, to augment workflow tasks and automatically process flows with a precise run time

Audit Trails and Increased Management Visibility

For every organizational document, know who has interacted with it, when that interaction occurred, what was done, and to whom it was passed, for the next stage of processing.

Track and display workflow histories, for each document
Log workflow history to show who, where, what, and when
See where a document is in a workflow, at any point
Monitor queues to identify bottlenecks
Define escalation points, within your rules
Specify complex rules to augment workflow tasks and automatically process flows with a precise run time

Automated Process Initiation with Synergize Capture

The ability to automatically initiate a predefined workflow process, based on the simple step of capturing a document and its associated data.

Initiate triggered processes and workflow activities, to ensure that the work gets started right away, each time
Begin work by detecting a new scanned document, PCL print stream, email, fax, or any electronic document arriving in Synergize
Control where documents enter the workflow

Transflo would love your feedback on our solutions and the support we provide to you!

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