What is Softdocs?
Softdocs is a company that provides document management, electronic forms, process automation, e-signatures, and intelligent document capture solutions for colleges, universities, K-12 districts, and state and local government agencies and departments. With a focus on enhancing efficiency, compliance, and sustainability, Softdocs offers a seamless way to manage student records, financial documents, and employee paperwork all in one place. Its flagship platform, Etrieve, simplifies document access, streamlines processes through electronic forms and automated workflows, and integrates with existing Enterprise Resource Planning (ERP) systems.
Why are we using Softdocs?
Penn College wishes to standardize the storage of electronic documents as much as possible. This is especially true for the long-term archival storage of electronic documents. Softdocs serves as a central, auditable repository for electronic documents. It also serves as a platform for developing electronic forms that can integrate with Anthology to auto-populate the form fields. It also supports workflows for complex approval processes and email notifications. Implementing Softdocs can significantly reduce paper usage and improve operational efficiency.
Softdocs was implemented as a replacement for WebDocs which is a document management application utilized on the IBM iSeries (AS/400) computer. In most instances it will also replace the storing of electronic documents in other locations (W drive, OneDrive, etc.) and physical documents in file cabinets and boxes.
What is Etrieve?
Etrieve is a browser-based document management system and Enterprise Content Management (ECM) platform that offers a range of features including document management, electronic forms, and workflow automation. The application can effectively capture, index, securely store, and manage electronic document versions, ensuring easy retrieval and compliance with data governance policies. It also manages workflows and approvals. It supports the digitization of paper files via scanning to transform physical documents into searchable electronic documents.
As a cloud-based workflow automation solution, Etrieve enables organizations to design and implement automated processes that reduce repetitive tasks and improve operational consistency. Workflows can be tailored to specific needs. The routing of electronic documents and approvals can be based on custom rules. Electronic signatures can be utilized to facilitate approvals. Alerts and notifications help maintain deadlines and accountability.
Security is embedded in the design, with role-based access controls limiting user permissions to relevant information and functions. This feature supports compliance with industry standards by protecting sensitive data and maintaining detailed audit trails of document and workflow activity. This transparency is essential for organizations such as Penn College that are subject to regulatory oversight and internal governance requirements.
The software’s flexibility allows integration with existing enterprise systems such as Anthology or other specialized platforms. Additionally, Etrieve supports mobile and remote access enabling employees to engage with electronic documents and automated workflows regardless of location.
Etrieve, provided by Softdocs, includes two systems: Content (for Document Storage) and Central (for Forms).
What is Content?
Etrieve Content is a Software-as-a-Service (SaaS) application provided by Softdocs as a part of their Etrieve suite. It is a content management solution that allows for the digital storage and organization of electronic documents in the cloud. It allows users to store, organize, and instantly access electronic documents in a single content repository. Retention rules can be assigned to documents organized by type so legally required purge of documents can be achieved according to guidelines established by regulatory oversight and Penn College.
Go to Content
What is Central?
Etrieve Central is a Software-as-a-Service (SaaS) application provided by Softdocs as a part of their Etrieve suite. Central is comprised of Forms and Flows that allow employees and students to complete forms online and route them through a pre-defined automated workflow. Users can review, approve, deny, comment, or re-route forms based on their needs. Forms can result in action being taken by an employee or student on specific records or automatic updates into other applications depending on how the form is configured. Completed forms will be archived in Etrieve Content for future access or review.
Go to Central
What are Forms?
Etrieve Forms are a component of the Softdocs Etrieve application. They are basically electronic versions of paper forms. They provide a digital interface in which users can input data into fields, upload attachments, and optionally add electronic signatures. The Forms are designed for streamlined data collection and workflow automation. They allow users to complete, submit, review, approve, and process forms digitally, eliminating the need for paper-based processes. Etrieve Forms are part of a larger application that includes document management and workflow automation that provides a comprehensive solution for managing information and processes.
What is a Flow?
Etrieve Flow is a component of the Softdocs Etrieve application. It is a workflow automation tool that allows the design, configuration, and automation of business processes. It enables the routing of documents and approvals based on custom rules. Workflows can have conditional logic and dynamic routing to ensure that documents and approvals are routed correctly based on specific criteria. Etrieve Flow can integrate with Enterprise Resource Planning (ERP) applications such as Anthology. Completed electronic forms are filed directly to the appropriate folder (person, vendor, etc.) in Etrieve Content along with the detailed workflow history. Essentially, it transforms manual paper-based processes into digital workflows that can improve efficiency and reduce manual tasks.
How do I request a new form or workflow or modify an existing form or workflow using Softdocs Etrieve?
Softdocs Etreive Requests
How do I request new, change, or removal of access (Content, Flow, Form) for a user of Softdocs Etrieve?
Softdocs Etreive Requests