Management

Stuck in the paper world when it comes to regulated documents? Uxtrata has a number of modules to help you manage your documents electronically. Choose from advanced data entry and customer relationship management solutions, to our client portal (the easiest way to get in touch with your clients), business intelligence to support your business decisions and our smart telephone communications system. Uxtrata provides end-to-end solutions to cover your office automation and increase accuracy and efficiency.

Electronic Document Management

Many companies today are still stuck in the paper world when it comes to regulated documents. Uxtrata makes the implementation of Electronic Document Management Systems (EDMS) quick and simple for you, avoiding a process that could otherwise be very technically, financially and operationally challenging.

Uxtrata’s UxDoc has two parts: UxDocEDMS and UxOCR (Optical Character Recognition).

WHY UXDoc

Benefits to your business in getting UxDoc up and running include:

Better version control

How often have you wondered if you are working on the latest version of a document? Being able to go back in time to understand changes is also near impossible without manual versioning mechanisms. UxDoc’s EDMS has built-in version control which allows you to automatically version documents and ensure that a full document history is available.

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Facilitated collaboration

Collaboration between the different stakeholders within companies, especially in the real estate industry, is becoming more complex as more operations are outsourced and development partnerships become more commonplace. UxDoc can improve collaboration both internally and externally through the use of web-based environments and workflows. In addition, understanding where a document is at in the authoring, review and approval process is significantly facilitated.

Improved timeliness

UxDoc provides our clients with tools to drive document management processes and push documents automatically through their life-cycles. It can also escalate bottlenecks and ensure timely generation and filing of documents and records. This translates into improved inspection and submission readiness.

Less emails

While email is an amazing tool that has revolutionised the way that we work, most of us spend much of our working day managing information and content in email. Email is unstructured and difficult to manage, often creates security and storage issues and complicates document version control. UXDoc removes the need to distribute content via email, removing the security and storage burden and improving control over regulated content.

Increased document security and control

Regulated content can be extremely sensitive and having adequate security and control of it is imperative. Achieving this through paper or file share-based document management systems is extremely challenging. Being able to clearly show custody and traceability of documents is a regulatory requirement especially in the real estate industry and EDMS can help you comply through the use of audit trails and traceable and granular security controls. Documents are one of your primary IP assets and protecting these should be top of your list.

More reliable backups

If you don’t know what content you have, it is very difficult to make sure that this content is properly backed up. Traditional document management practices encourage the saving of documents on local computers and non-controlled file shares. This means that quite often, content may not be properly backed up. You can often find this out when it is too late and content is lost. It is a regulatory requirement to be able to produce original and legible copies of records and having a strong backup solution in place is critical to be able to meet this requirement. EDMS centralises all documents and records and encourages the creation and management of these records in one location. This in turn significantly improves your ability to properly backup all content and ensure you can readily retrieve it.

Lower document management and archiving costs

Paper document management and archiving can be very labour intensive and expensive, given the long record retention requirements for regulated content in real estate. Processing, storing and retrieving records can be significantly improved when moving to electronic environments. Automated record retention policies improve archiving processes. The need for physical storage space for paper records is also significantly reduced or eliminated altogether. Central filing and document tracking can be automated, eliminating the need for physical document management.

Better knowledge management and search

How many times have you tried to find documents and information unsuccessfully? How easy is it to search for content in file share-based document management systems? Document content can represent a significant part of our intellectual property and is a gold mine of information. Being able to generate metrics and trends from this data is possible through business intelligence and advanced search tools available in an EDMS. Being able to easily find information and knowledge from indexed content allows us to improve decision making and reduce the amount of time lost looking for information.

Built-in regulatory compliance

Property management requires that technical controls be in place to ensure that records are ALCOA (attributable, legible, contemporaneous, original and accurate), as well as secure and retrievable. Achieving this in the paper world is often challenging and ensuring that we can meet these requirements electronically is also difficult with the use of file shares. UxDoc EDMS provides clients with all of the technical controls such as audit trails, backups and security to be compliant.

More consistent content

Ensuring that content is consistently formatted, named and controlled is not easy. Getting authors to use the latest templates or ensuring that new revisions are created from the last approved version in a paper or file share environment can also be very difficult. UxDoc EDMS provides clients with template management and distribution capabilities as well as document revision management.

Functions we support

Accounting Management

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Smart Transactions

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Management

Optical Character Recognition (OCR) is one of the most widely implemented types of data entry methods. UxDocOCR involves digitised scanning and recognition of written or printed text, especially invoices in the real estate industry.  Here the text is first photoscanned, analysed and finally translated into character codes. This machine-encoded text can be easily searched and edited by you electronically.

Why set up UxDocOCR? 

Higher Productivity

OCR software will help your business improve productivity by facilitating quicker data retrieval when required. The time and effort which employees spent extracting relevant data can instead be channelled into more productive activities. Employees will no longer have to make numerous trips to the central records room to access the required documents since they will be able to access them without moving from their desks.

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Cost Reduction

One of the most important benefits of UXDocOCR is that it will help you cut down on hiring professionals to extract data. The tool will also help you trim various business costs, such as copying, printing and shipping. Therefore, OCR eliminates the cost of misplaced or lost documents and offers higher savings in the form of reclaimed office space, which would otherwise be used for storing paper documents.

High Accuracy

One of the major challenges of data entry is inaccuracy. Automated data entry tools such as UxDocOCR reduces human errors and inaccuracies, resulting in much more efficient data entry. Our invoice recoganation accurcy is 98.5%! Problems like data loss can also be successfully tackled by OCR data entry. As there is no manpower involved, issues such as keying in incorrect information accidentally are eliminated.

Increased Storage Space

UxDocOCR can scan, document, and catalogue information from business-wide paper documents. This simply means that the data can now be stored in an electronic format on servers, eradicating the need for maintaining huge paper files. In this way, OCR data entry serves as one of the best tools to implement a “paperless” approach across your organisation.

Superior Data Security

Data security is of the utmost importance. Paper documents are easily prone to loss or destruction. Papers can be misplaced, stolen or destroyed by natural elements such as moisture, pests and fire. However, this is not the case with data that is scanned, analysed and stored in digital formats. Access to these digital documents can also be minimised to prevent mishandling of the data.

100% Text-searchable Documents

One of the huge advantages of UxDocOCR data processing is that it makes digitized documents completely text searchable. This helps your professionals to quickly lookup numbers, addresses, names and various other parameters that differentiate the document being searched.

Massively Improves Customer Service

Property managers often provide information that their property owners and tenants seek, so the ability to access data quickly is extremely important. UxDoc OCR helps in systematically storing and retrieving documents digitally at blazing speeds. With reduced waiting times for clients, you can greatly improve the customer experience.

Makes Documents Editable

Scanned documents need to be edited often, particularly when information needs updating. UXDocOCR converts data to any preferred format, such as Word, which can be easily edited.

Disaster Recovery

Disaster recovery is one of the major benefits of using UxDocOCR for your data entry. When data is stored electronically on secure servers and distributed systems, it remains safe even under emergencies. In the case of sudden fire breakouts or natural calamity, the digitised data can be quickly retrieved to ensure business continuation.

UxCRM

UxCRM is a Customer Relationship Management software that makes the process of entering and maintaining high quality, uniform data very easy.

The benefits of using UxCRM include

Better client relationships

The more you know, and remember, about clients (or customers) the more your clients know you care about them. This enables you to forge a much stronger connection and a deeper relationship with your clients.

Improved ability to cross-sell

The more you know about your clients' needs and wants the better able you are to provide the solution to their next problem.

Increased team collaboration.

This is where many businesses who fail to require their executives to use the CRM fail to reap the benefits. When the management team learns to use the tool themselves, everybody involved can benefit from the knowledge and information.

Improved efficiency in serving clients.

If everyone in your business is using UxCRM to record every client interaction this enables others to serve clients better because they will have the knowledge of previously interactions and conversations. This makes client interactions much more efficient as well as develops great client rapport.

Greater staff satisfaction.

The more knowledge your employees have, the more empowered and engaged they are. Having an accurate and up-to-date UxCRM that everyone accesses and uses helps employees solve client problems.

Increased revenue and profitability.

Once everyone learns and uses the UxCRM, productivity increases, sales cycles decrease and you have the ability to provide additional products and services to clients. The result is improved client satisfaction and increased revenues.

Cost savings

While the set-up of UxCRM software can take a little while, over time the benefits far outweigh any costs. Team members can more easily schedule meetings with prospects in the same geographic area. Client-service reps are better able to resolve client concerns. You now have a central client and prospect database that everyone can access rather than everyone keeping separate spreadsheets or contact databases on their own computers.

Less client attrition

When a client is engaged with only one member of your team, the risk of attrition is 40%. When five or more members are involved in a client relationship, the risk of attrition falls to less than 5%.
UxPortal

UxPortal is web and app based company portal to make your interactions with clients easier, more effective and much more secure for both parties. Information flows smoothly, with everyone on the same page, all of the time. Setting up UxPortal adds a competitive edge to your company without spending a fortune!

Why set up UxPortal?

Improve customer collaboration

Imagine your company portal as a place where your clients can navigate through all their invoices, their entire transaction history and pay you online in a matter of seconds. All of this is possible without any action on your part, other than issuing invoices, quotes and uploading relevant documents. Your clients get to download files of all these transactions, at any given moment, which means no more confusion between “their” balance and “your” balance.

UxPortal offers a streamlined process that is easy for your clients to understand and follow. They no longer have to call you to send them that invoice from last year again or to find out amounts due to your company.

Your company portal is also interactive, meaning that you can keep track of your clients’ moves via email notifications. Your client viewed a document? You get notified! Did they just pay you online? You know it! When was the last time they logged in to the client portal? You have all the details about that, too.

Save time

With UxPortal you don’t have to send emails anymore or follow them up! You can also reduce the time involved in sending out printed invoices via courier or traditional post services, enclosing in envelopes and delivery. Using a company portal does away with all those time consuming processes.

Save money

Time is money. By saving time from repetitive tasks you get to allocate that time to other, more meaningful ones that can bring in sales. Traditonal means of communication also carry certain costs. Phone calls cost your company, mail and courier companies charge you for their services and printing documents translates into paper and ink supply costs. One of the most important benefits of having a client portal is eliminating these recurring costs.

Improve your cashflow

Your company portal enables you to accept payments online via UxPay for your invoices, the fastest payment method available. The process works as follows.  The customer logs into your client portal, gets instant information about outstanding amounts, clicks on the “payment” button and proceeds with the payment submitting their credit card details. The payment is processed on the spot and in 1-2 working days maximum, the money is available in your account.

See UxPay for a thorough explaination on how online payments can boost your business cashflow. The concept is simple though – the easier you make the payment process for the client, the faster you get what is owed to you!

Your data is secure

UxPortal is cloud-based. We use the latest security technology available to ensure your financial data is completely safe. You choose who has access to your company UxPortal and, in some cases, you get to choose the levels of access different users have. Sensitive financial information is now available to authorised persons only, a feature not possible with emailed or posted invoices.

Unlimited access

Your clients can log in to your client portal anytime from anywhere, as long as they have an active internet connection. UxPortal has a responsive app design which means that your customers can view their account from their smartphone or tablet while on the road, for example.

Increased productivity

When the largest part of your day to day operations is taken care of through your customer service portal, you and your employees have the luxury to focus on important issues, like training on new systems and technologies or expanding your sales efforts.

  • Faster reporting, analysis and planning
  • More accurate reporting, analysis and planning
  • Better business decisions
  • Improved data quality
  • Improved employee satisfaction
  • Improved operational efficiency
  • Improved customer satisfaction
  • Increased competitive advantage
  • Reduced costs
  • Increased revenues
  • Saved headcount

Utilise UxBI business intelligence software to turn your data into informed action that ultimately outdelivers your competition, while proactively addressing your clients’ needs.

  UxBI will help your business through

Uxtrata Unified Communications (UxUC) is a smart, integrated way to set up your telephone systems for optimised productivity and customer service.

Cutting through the tech jargon, here’s how UxUC will impact your business on a day to day basis.   

Improved efficiency & productivity

UxUC saves you and your team time completing simple work tasks. You can route incoming calls to wherever you are – your office phone, mobile or a phone application on your computer. This reduces the possibility of missing important phone calls.

Fax and voicemail are not out of date. Rather than manually retrieve paper from a fax machine or listen to a voicemail by dialing up a number, UxUC delivers both these types of messages directly to your email in the form of a PDF and audio file respectively.

Uxtrata Unified Communications enables employees to work more efficiently wherever they want to, without the need for any special set up from their IT department. A desk phone simply connects back into the central company UxUC cloud system.

Reduced costs

UxUC uses Voice over IP technology to integrate different communications platforms. This differs from traditional telephony which has historically relied on the rental of analogue phone lines from a service provider. These line rental costs no longer need to appear on your bill, substantially reducing the recurring operating costs of your phone system. Typically a move to UxUC will achieve 40% in real cost savings for a business.

Better customer service

When a client gets in touch with your business, they want to be put in contact with a particular person or department as quickly as possible. With UxUC even if you’re away from your desk or out of office you can still be available to your clients by redirecting your fixed number to your mobile device.

If you can’t answer the call, ring groups can be set up to send the call to the next most suitable recipient(s). Ring groups set conditions for incoming calls. For example, you can set up your phone system so that if your main service line is not answered, the call is forwarded on to a manager automatically.

Another feature of unified comms is ‘rich presence’, which shows the availability of colleagues, so clients don’t need to be placed on hold if they are unavailable. This can be as simple as seeing a red light for a colleague that’s on a call.

If you’re transferring calls, short internal number dialing makes call transfer simple, especially if the intended recipients is in a different office on the other side of the country, or even the globe. UxUC allows you to sync contacts from a central portal across your business network.

Less administration

With Uxtrata Unified Communications, it’s possible with some companies to have one communications provider for your business needs. This means less account managers, technical support numbers, contracts and bills to worry about. All administration is streamlined, as well as a common point of contact for all of your communications.

Enable a mobile and remote workforce

The way we work is changing. Remote and mobile working is becoming increasingly popular within organisations and with employees. UxUC facilitates this through plug and play functionality. This means that, to work, all you need is a broadband connection while still being contactable via the same phone number.

From increased productivity to reduced costs and improved client experience, enjoy the benefits of Uxtrata Unified Communications in your business.

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