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Document Viewing - The Last Mile of Productivity

Businesses have many tools to help increase user productivity in document management workflows. Many companies focus on installation or enhancement of back-end systems such as: document imaging and capture, content management, and workflow automation. However, no matter how well these back-end systems are implemented, achieving ROI is still constrained by a single factor – the end-user’s ability to process documents on the front-end.

Implementing a powerful, universal viewer with server integration capabilities can tie all of your back-end systems together and give your end users the tools they need to do more than just look at content. Viewers that can process and break up large multi-page documents on the server are able serve pages faster and provide more front-end productivity features to your users. Making the investment to incorporate these features into your document viewer will allow your end users to process documents quicker and increase your ROI.

* Page Manipulation – When processing documents, end users typically need to access a few vital pages, either within a multi-page document or from multiple documents. Page manipulation features increase productivity by allowing pages to be moved and grouped, added or deleted, and by allowing changed documents to be saved as new versions. Viewers that include annotation and bookmark capabilities (see below) also allow those to be carried over when moving pages.

* Annotations – Users can save significant time in processes that include multiple touch points for a document by using annotations. Annotations can reduce miscommunication, emphasize important areas of a document, or redact sensitive information. Common document mark-up functions include rubberstamps, highlighting, “sticky note” comments, and block redaction.

* Bookmarks – Enabling bookmarks provides users with a quick way to navigate to important pages in a document. Pages that are frequently used, or used by multiple users, can be retrieved quickly from the system.

* Text Searching – Search is often used as a secondary way of navigating through a document. Users can quickly find the content they need by searching for a specific word or phrase on the server – making the search faster and reducing load-time by only sending relevant pages to the client.

* Keyboard shortcuts – A universal viewer that supports multiple document formats already makes end-users more productive by reducing the number of clicks needed to access documents. Though there is a slight learning curve, users can further reduce their reliance on the mouse by mapping keyboard shortcuts for important viewer functions. For high-volume document processing, mapping keystrokes to key functions can save considerable time, effort, and frustration for end users.

The initial investment to technically improve your back-end document imaging and management systems is the foundation for achieving more substantial gains in productivity for your users. Improving the end user’s ability to process documents through their front-end viewer with these powerful features will allow you to maximize productivity throughout your document lifecycle.

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