How To Put The “Tag” In KwikTag

A How-To Guide to KwikTag Document Management

It’s no secret that KwikTag document and content management gets rid of the paper! It saves you time, and money, as well as improves your business processes!

But, how does it work?

This post will offer a brief overview of the KwikTag capture-only solution, using our implementation within Dynamics GP.

Keep in mind, though, that this basic capture and upload process can be used on any Dynamics-integrated KwikTag platform.

The Basics

So, let’s start with the use-case that you have a non-PO invoice, you have the payables transaction entry form up and ready to go. In Dynamics GP, you’ll fill out it’s information—vendor, date, etc.

You’re ready to upload your document.

Next, you’ll find an additional tab. This is where the KwikTag functionality lives, where there are functions such as tag, view, and search.

“Tag” is a fancy term that we use for uploading documents. If you click on that, a ‘tag’ dialogue box will appear with what looks like a barcode tag.

This is where everything begins.

From this screen, there are three ways to upload a document into the KwikTag capture solution.

Browse Out

The first way to upload a document is called “browse out.” This is the function you would use if the document already exists on your computer in electronic form.

From the ‘tag’ dialogue box above, you would click on a small magnifying glass. This will pull up the files on your computer, already in electronic format, for you to choose from. Simply click and upload to GP. Easy!

Drag-And-Drop

This upload function is pretty self-explanatory. Simply drag and drop any document from anywhere on top of the KwikTag “tag” screen, and it will upload into the system.

Scanning In

This is where KwikTag really shines! This is how you get rid of the paper! Surely, you’ve noticed the discussion of the electronic barcode that exists on the KwikTag screen. What I haven’t mentioned yet is that these barcodes correspond with real, physical barcode tags you receive upon implementation with a KwikTag capture solution. They come in rolls of 500, and are registered to your users. Each tag is globally unique, and will only ever exist once in the KwikTag world—so all of your documents are unique to you!

So, back to our scenario, where we’ve filled out all of our document’s information and brought up the ‘tag’ dialogue box within KwikTag. The barcode that appears on the screen will match the physical barcode.

Simply click “OK” in GP, and stick a real barcode anywhere on your physical document.

This process creates what we call a “reservation” for documents in Dynamics GP.

At this point, you can move on and do this for as many documents as you need. Take as much time as you want! KwikTag will not forget about your reservation!

Whenever you’re ready, head out to the scanner. The KwikTag server will be programmed into your scanner post-implementation, so it should be ready to go for you.

Scan your document.

You’re done.

Your scanner will scan your document, read the tag you stuck onto it, and upload to the reservation you made in KwikTag.

You can scan and upload as many documents as you want, KwikTag will automatically separate a whole stack of documents and distribute them to where they need to go in GP.

If you want to prove it, go back into GP, bring up the document information, click the “Additional” tab, where KwikTag lives, then “view documents.”