Document management is only the beginning
What do you like best?
The ability to change and implement a process or form has been a tremendous benefit to us. During the pandemic, this ability is invaluable as it has allowed us to become a remote team very easily. Not only are we able to access records remotely, but we're able to collect signatures and process onboarding paperwork in a virtual environment. We have recently changed our services areas, which included closing several locations while opening new locations. DocuPhase allowed me to make these changes so that our workflow was not affected by the new areas, within hours.
We initially looked at DocuPhase for document management, but that is only the tip of the iceberg. I have never seen a software with the ability to change so much, so easily. I also feel like I have friends at DocuPhase. When I have questions or need help with something, maybe just an idea about how I could approach something, I've always been able to reach someone by email or phone pretty quickly. It's not like calling into a call center, I feel like I'm calling my personal support team. If someone doesn't know an answer, they get with colleagues and get the information.
Currently, we manage all of our wireless phone lines in DocuPhase. Each of our locations are able to see in real time what phone lines are assigned to their locations. If they need to change something or order new equipment, they only need to look up the form, enter the changes they need and submit it. Not only does it notify the necessary people to make the changes or order equipment, it also retains the form in the process until the line is no longer in use. This allows us to locate phone numbers quickly, track equipment, review expense by location, retain the history of the equipment including who it's been assigned to, plus any other valuable information. Prior to DocuPhase, this was all maintained on a spreadsheet and emailed multiple times, this process design was suggested by a DocuPhase team member. We're also tracking auto insurance, company assets and contracts/leases using the same design. In creating these processes, I eliminated the need to purchase two additional tracking software.
What do you dislike?
I wish there was more advanced training. The initial training is amazing and there is a lot of information. When you leave, you're ready to build the world. After a couple of years, you're kind of used to building things a certain way. As DocuPhase grows and evolves, so does their training. It's redundant to take the initial training again, but refresher or update courses would be very beneficial.
Recommendations to others considering the product:
When you purchase DocuPhase, plan your implementation carefully. The DocuPhase side of implementation is beautiful, but the hard part is deciding what to implement, what content you need to store and how you plan to access it. I also recommend including all of the users in a process, not just one person. If you go into it with one person's ideas and no other input, you will run into issues. DocuPhase can only implement what you give them, your initial processes need to be strong or as soon as you put them in progression, you will definitely see the issues.
What problems are you solving with the product? What benefits have you realized?
We have automated onboarding and status changes for employees and contractors, purchase orders - from requests through payment, accounts payable invoices, wireless equipment, tracking identification badges and replacements, check requests and payroll adjustments, pto requests, voided checks and unclaimed property tracking, vendor management, accident reports and many others.
The largest benefit has been accountability and ease of access. DocuPhase made peoples jobs a lot easier, which made their work a lot more valuable and more efficient. Before we would hear "I emailed that a week ago" or "I never received that", now the work items are in a process that not only makes it clearer who did or didn't do something, but it ensures that no one forgets to do something because it's right there on their work list. Our overall efficiency and trust has improved, now instead of thinking of what someone didn't do, the first thought is why can't I see it in DocuPhase, what happened. DocuPhase gave us the tools to work together better and encourages creative collaboration. All of our users know that if they think there is a better way or something needs to be changed, they just need to voice it. If it's a good change, we implement it. People feel valued and important, they're not just users, they actually have input and are a part of the whole process not just the task they're assigned.
