Transflo Synergize Feature Summary

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 platform provides intuitive and graphical business process mapping tools that enable you to visualize, map, and implement process automation reliably and efficiently.

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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

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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

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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

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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

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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

 

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.

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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

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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)

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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)

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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

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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

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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

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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

 

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.

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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

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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

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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

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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

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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

 

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.

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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

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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

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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

 

Transport Layer Security (TLS) version 1.2 is a protocol for protecting the privacy of information communicated, over the Internet. Designed to work over a connection layer (like TCP), TLS encrypts and decrypts data as needed.

The latest TRANSFLO® products support TLS 1.2. The use of this protocol is mostly transparent and should need no special configuration or installation.

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.

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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

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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

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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

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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

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Automated Process Initiation with Synergize Capture

The ability to automatically initiate a pre-defined 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