6 reasons why good customer information management is essential

6 reasons why good customer information management is essential

A customer relationship management (CRM) system is used by almost all companies. A CRM system may handle data on prospects, sales conversations, and proposals at the start of the customer journey. The system keeps track of information including contacts, contracts, renewal dates, and customer interactions after a prospective buyer becomes a client. When businesses adopt CRM software, they often neglect a critical issue: how to store and organize client documents associated with CRM transactions.

Sound document management techniques must be used in conjunction with effective customer information management. A document management plan is the first and most important step in successfully managing client data and, as a result, improving customer experience.

Why do you need document management software in addition to CRM software for your company?

  1. Much of the critical client information is difficult to obtain without document management. CRM software is designed to deal with structured data such business names and addresses, order numbers, and support problems and their resolution. These data allow you to organize information and keep track of all the actions you've done or are planning to do, but they're useless without a connection to the documentation you've created for these clients. Customer management is effective when data is combined with information from relevant documents like as proposals, contracts, letters, and emails, which give context for the data.

  2. A crucial aspect of the customer experience is the speed with which sales and customer care personnel react to client queries. The quality of the service offered degrades when there is no full history of client data and supporting documentation in a single database. Staff replies may be delayed, and client queries may get partial answers. Follow-up is considerably quicker and more efficient with document management since all authorized team members have access to the information they need at any time. Duplicate data input is also eliminated when your CRM and document management systems are integrated. Information may be input just once and then shared with others.

Learn how to connect LogicalDOC to your CRM.

  1. Customers may communicate with your company via a variety of channels and expect to get the same quality of service whether they contact you through email, a web form, a chatbot, or a mobile device. Customers are irritated by delays caused by unconnected information distributed across different platforms. Consider the last time you called a business and were passed around from department to department before your issue was addressed. Furthermore, information that is dispersed and difficult to locate may indicate security issues within your company.

  2. Poor customer information management is putting a lot of money on the table. On the agenda is information on privacy and security issues. Furthermore, the federal and state governments are stepping into the battle with new customer data privacy rules. Without document management, dealing with these new and frequently contradictory standards is dangerous, if not impossible.
  3. Customers may immediately express their displeasure with your service through social media and industry review sites if they are unhappy with it. Businesses that fail to fulfill consumer expectations are just a tweet or review away from losing their reputation and having a direct effect on their bottom line.

“While we're on the subject of reviews, did you know that LogicalDOC was just named a TOP PERFORMER in its SourceForge category?! The article may be found here.

  1. The amount and diversity of consumer data is growing all the time. According to IDC's estimate, the quantity of data produced between 2020 and 2024 would surpass the amount created in the previous 30 years. When will you start developing a plan to handle this growth if you don't start now?

Integration may be straightforward and pay off handsomely.

DMS CRM integrationA document management solution provides quick access to information straight from your CRM system while adhering to strict data security standards. This is significant because evaluating the whole customer experience, from prospect identification through purchase, fulfillment, and retention, necessitates the availability of essential customer information across processes.

For these procedures, important documents and information must be accessible and available, as well as maintained in a coordinated and organized manner. This is the strong link that document management and CRM integration provides.

LogicalDOC provides a robust SOAP and REST API for integrating document management into your application or a third-party system.

LogicalDOC is free to try, and you can learn how to connect it with your CRM.


Record Management - digital data

Keeping Necessary Documentation: A Guide to Record Management

Your staff may have a 21% productivity loss due to poor record management. The way that you're organizing and storing your documents can play a huge role in how your company runs.

Your employees are spending too much time trying to find documents that are missing or recreating documents that are lost. They should be able to find any document in a matter of seconds. 

To learn how you can help your employees do this, keep reading. With our explanations and tips, your employees will be working at peak efficiency again.

Steps to Efficient Record Management

Before you start asking your employees to pull up files in seconds, you need to make sure that you've organized and stored everything as it should be. The key here is consistency.

You can't expect your employees to keep up with a jumbled system that has no pattern. So, you have to create a system that's going to keep folders and labels consistent. 

Once you know how you want to group your documents, you can jump into getting the work done to organize them properly.

1. Take Advantage of Automation

First, we have to touch on automation. Automation makes everything easier for you and your employees.

And, automating your document organization is going to save a lot of time.

It's not practical for you or someone else to spend hours reading through documents. You should let your automated system handle that. With keyword identification and auto-naming, you'll be able to sort any document in the right place.

The best thing about automation is that you get to set the rules. You can define what you want the system to do and how you want it to do it. You still get all the control, but you don't have to do as much work.

2. Integrate Your Devices

Documents show up everywhere these days. People email them, text them, airdrop them, and more. 

That's why you need to integrate your devices.

By integrating all of these devices, you'll be able to organize documents that come in through different phones, printers, and more. And, by automating your system, you'll be able to organize all of your these documents, even if they come from different sources.

So, in the end, you can organize all of your documents in the same system, even if you got them from different devices.

3. Standardize Your Strategies

Having an automated system isn't enough. You won't be able to make that system work effectively unless you implement standardized principles.

First, you should implement a system for naming files. Naming files correctly will make it easier to find what you're looking for. So, you should create a standardized naming process that makes it obvious what the contents of the document are.

You should also have a categorization system. Whether it's color-coding, numbering, alphabetizing, or some other technique, there should be an easy way for you to find files.

For example, all of the accounting files could be red or start with an "A" or "ACCT." This will distinguish them from other files.

With a consistent method, everyone can find the files they need easily.

As you're organizing these files, you should also consider security. Throughout the archives, you should place security points and passwords. And, you should make sure that only authorized users can reach the most sensitive documents.

4. Collaborate With Your Team

Often, your team needs to approve, revise, comment on, or update documents. Rather than sending emails back and forth, you could handle all of these tasks in your document management system.

This results in fewer emails and better management. Within your system, you can flag documents that need attention from other employees. You can also sort documents by importance.

This level of organization will take your collaboration further than it's ever gone. Rather than sifting through hundreds of emails, you can have everything you need in one system.

Plus, as your employees complete tasks, the system will automatically update. This means that the document will go to the right destinations each time an employee does something.

For example, let's say that someone edited a document. Now that they've done the edit, the document needs approval. So, the system will move the document to the location where other documents awaiting approval are.

Thus, it will be out of the way of the remaining documents that need edits. And, your employee didn't have to bounce the document through an email.

5. Dispose of Unneeded Documents Properly

If you're holding too many outdated documents (digitally or physically), things can become cluttered. And, you could be compromising your security.

Even if you're destroying or deleting unneeded documents regularly, they could still be lingering in your system. This is why you should follow a proper technique for disposing of these documents.

First, you should determine which documents you should destroy and which documents you should archive. Then, you should ensure that any trace of the destroyed documents is gone. You don't want sensitive information lurking in your system.

The Importance of Record Management

A strong record management strategy is crucial to any organization. No matter which industry your company lies in, it's important to keep private things private.

Medical facilities need to keep patient records private. Businesses need to keep customer information private. Government organizations need to keep proceedings private.

If you're at risk for a breach, you could destroy trust with your clients, patients, and/or the general community. So, you should create a strong plan now rather than waiting for something to go wrong.

Record Management Software

If you want to have an effective and efficient record management system, you need record management software.

Luckily, we made our intuitive and accessible LogicalDOC Document Management system for organizations just like yours. No matter the industry and no matter the documents, we can help keep everything in order.

With features like document automation, bookmarking, bulk updates, importing, and more, we have everything your business needs to succeed. So, get started with our platform today. You'll be amazed at what it can do.

LogicalDOC won BIG at the SoftwareSuggest Recognition Awards

SoftwareSuggest Recognition Awards Spring 2021 badgesAt the SoftwareSuggest Recognition Awards Spring 2021 LogicalDOC took home 4 awards in different categories:
Best Support, Best Usability, Best Software, Fastest Implementation.


We are absolutely thrilled with this news, it really took us by surprise, we had signed up for the awards almost at the last moment and we had no idea we were so competitive. 

Obviously we are super enthusiastic about it and we will try to make the most of this opportunity in the best way.

Elena Malpighi - Marketing Manager

Visit the LogicalDOC page at SoftwareSuggest and find out what people think about us

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construction project drawings

Why Should You Use Document Management System in Construction, and How to Find the Right One?

The construction and service industry is rapidly switching to digitalization as businesses are moving to the cloud and paperless offices. This ongoing trend has now driven businesses to have effective document management systems in order to fulfill their business needs and bring integration between core business facts, including job costing, service, accounting, etc.

What is a Document Management System (DMS)?

In simplest terms, it is an electronic system that manages and organizes business documents. There is a lot of documentation included in the construction and service industry, such as purchase orders, work orders, change orders, human resource documents, AP invoices, etc.

Why Does Your Construction and Service Business Need DMS?

For starters, a document management system is a paperless tool that ultimately saves you a lot of physical storage space and other costs. Moreover, it is not just a centralized repository to maintain your business record. Rather, advanced DMS automates your workflow and approval processes. In a nutshell, DMS brings efficiency and better internal control in your business. However, before selecting a suitable document management system for your service, you need to focus on a few key features.

Six Must-Have Features in a Good Document Management System

Selecting the right document management system for business can be a challenging task for many employers. Well, we have made a list of those features which are mandatory for a good DMS.

Convenient Retrieval

Office girl overwhelmed by piles of documents

The most frustrating thing about the paper documentation system includes keeping "tonnes” of files and documents in your office. Of course, it covers a lot of physical space as well. But a document management system can simply replace it with digitalized records maintained effectively.

Moreover, your employees won't have to come to the office every single time they need any document for business purposes. Rather, they can easily access it from anywhere, and this is even more helpful for "work from home" businesses.

Searchability is another very time-saving feature of the document management system. That said, if you or your employees need a specific record, they may have to go through a lot of files to retrieve it. However, a DMS allows you to find the file instantly with its optimized searchability. Searchability simply means that you can easily find a document with the help of any file feature. That said, you can find a file by its name, type, content, category, or by searching the name of the employee who created or uploaded the file.

Full Automation and Integration with Your Construction Software

A good DMS must be able to integrate with the construction software of a business completely. This allows improved visibility and better coordination among owners, project managers, field foreman, service technicians, other employees, and even suppliers or customers.

Lesser transparency is another major drawback of paper documentation. For instance, it is possible that your manager may become aware of several purchases or invoices at the time of signing the payment checks. Moreover, paper documents can be easily lost during the interdepartmental transits even if there is a proper manual system.

However, a document integration system can automate these processes. For instance, an invoice will not be posted until it is approved. This saves your employees from fixing the allocation after or crediting the invoices.

Moreover, a DMS allows you to improve the workflow, remove the double entry for information, and boost approval processes. A DMS software automates your documents' movement through different parts of your business's construction management software.

Business Compliance

Stack of lego bricks with: compliance, laws, regulations, control, standards and policy

A DMS allows employers to automate processes. Therefore, it is highly recommended for employers to add a rules-and-guidelines checklist for business and government compliance to ensure that your business follows all protocols set by the government before submitting or approving the documents.

There are many internal and external time-consuming transactions that occur in the construction business, such as payroll management, completion of paperwork for a construction project or a service job, etc. However, businesses can save valuable time if they implement these protocols earlier. This will eliminate the need for revisiting or resubmitting the documents.

Version Control

Retrieving and identifying the latest version of any document is essential. It makes sure that any incorrect information does not cause improper work or miscommunication. Version control becomes more important in construction work for changing the orders or viewing the invoices.

A good document management system keeps a record of old and updated versions of all files. It also maintains a record of all changes (i.e., time, reason, and the person who made these changes). This gives a complete picture of everything related to any specific file.

Moreover, a DMS allows you to track your documents accurately if you use it as a single source of document storage and retrieval. Also, a DMS gives you the freedom from handling different versions of paperwork or the administrative mistakes that may occur due to working from multiple systems. It also "liberates" you from completing or editing hand-written paperwork.

Document Security

The security of your business data and your employees are definitely the most important thing for you. Therefore, a construction document management must have security features such as authorization patterns for particular employees and departments. This allows a business to keep confidential data, such as employees' information or specific job data, safe or improperly shared.

One of the highest priorities of your administration is to ensure the security of the documents

Furthermore, it will be easier for you or your IT staff to retrieve the data easily from the cloud or other backup systems if things go wrong due to a natural disaster or physical disaster such as floods, fire, storms, etc. But paper documentation does not offer this luxury.

Cost Reduction

Paperwork/documentation needs a lot of office space or filing rooms. That's why businesses that switched to a document management system had more office space and better business opportunities. If you don't need extra space for paper documentation, it means you don't have to pay an extra amount on your lease. And of course, you can reduce stationary costs such as ink cartridges and papers.

Use the buttons below if you are interested in more information related to LogicalDOC's document management system, or feel free to contact a LogicalDOC Product Specialist or Request a Demo.

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cloud images of technology

The 5 main advantages of cloud computing in the smart working regime

In recent years we have been hearing more and more about Cloud Computing, but what is cloud computing in practice?

Cloud computing is the technology that allows a supplier to distribute its services through the internet, thus allowing customers to take advantage of applications that do not require installation (and therefore hardware infrastructure), configurations and maintenance.

In particular, the most used cloud systems are those that allow the processing, sharing and management of data across the network between multiple users, especially in this period where one of the most used words is smart working.

The use of business applications in the cloud

Speaking of business applications in the cloud, we can say that in recent years there are many companies that are transferring a large part of their systems to the cloud, overcoming the fear of having their data on the network to make their work processes more agile and streamlined.

The reason for this change is mainly economic because developing business applications is expensive, "heavy" in terms of software and hardware, also and above all for the necessary maintenance and for the constant necessary updating that requires technical personnel to be employed.

Therefore, cloud services become more sought after and appreciated because they allow to eliminate a good part of these problems and these expenses. In this way, the client company purchases only the features it needs, updates occur automatically, scalability is guaranteed as well as security and backup.

Applications based on the cloud, as well as our LogicalDOC Cloud Document Management System, have short implementation times and are much more competitive than in the past, but above all they allow you to organize your archive and share documents in a simple and fast way: you open the browser, log in with your credentials, and you will find the documents you need in the blink of an eye!

Business applications increasingly Mobile

Businessman in a datacenter with a smartphone in his hands

We have therefore seen how cloud computing has become an increasingly considered reality when it comes to choosing business applications, now the question is in today's scenario that has forced us all to smart working for a company it is better to use applications in the cloud or create internal infrastructures to be accessed remotely?

If we take our LogicalDOC document management system as an example, we can make two distinctions by looking at the price list:

On the one hand, installing document management software on your servers allows you to save on the software itself (LogicalDOC in the Enterprise and Business versions has a one-off cost).

On the other hand, however, the topics just discussed return: hardware has a cost, must be maintained and updated, dedicated staff are needed.

But above all, the crucial point is another: if our collaborators working remotely have to connect and download documents often, the upload bandwidth could be clogged. Maybe other important business applications are installed on the same server and this can cause freezes and slowdowns.

Therefore, we can define a definitely smarter choice using the cloud application to allow all our collaborators to work efficiently remotely without burdening the upload bandwidth of the company server and maintaining a high level of efficiency of all processes.

By the way, did you know that LogicalDOC has recently released the new app for Android devices ?!

Click here for the video on our YouTube channel

In summary the advantages of cloud computing

So, let's make a summary of the 5 main advantages that cloud computing offers compared to the installation of applications on company servers:

1. Greater flexibility

The company has the ability to deploy applications according to their needs, increasing or decreasing them with agility without always having to consider the investments in physical hardware.

2. System security

Data and networks are protected with specific protocols and are practically always equipped with backup procedures (with LogicalDOC the backup is incremental and equipped with disaster recovery procedures).

3. Faster speed

Immediate availability of data and information, thanks to dedicated data bands with high capacities.

4. Mobile access

This can obviously also happen with a system on a company server, but the use of cloud computing allows you not to burden the company network. The data connection can thus be made in any place, time and from any device: smartphone, PC, tablet.

5. Saving money

Cloud computing allows great savings on investments in hardware and does not require maintenance, updating and monitoring personnel.

These are the main reasons that are making cloud computing emerge more and more, proposing it as a more than valid alternative already in the present, especially if we consider that more and more companies are promoting smart working (now out of necessity but in the not too distant future it could be become the norm).

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