Document Lifecycle Applications Overview - v4.7

Building Lifecycle Applications for v4.7

In DocuNECT the lifecycle details the rules that define how the document behaves throughout its life…from where it is captured; how information is extracted; and where it is distributed.

The Life of a Document

If you consider a document’s life in its simplest form:

A document is created that contains information. It is involved in a process to deliver, or further gather, information from business applications or a community of users. This information eventually expires, or is no longer needed, and then the document is deleted, archived or updated to repeat the process

The DocuNECT lifecycle is designed to match a document’s lifecycle, managing the data gathering and distribution process between business applications and the user community.

Example 1: Life of an Invoice Document

Let’s consider the life of a typical invoice
1. An invoice is created by a vendor automatically from their accounts receivable system
2. It is then sent to the customer for payment either by sending it through the regular mail, email, or some other method
3. Once the invoice is received, the data on the invoice is typed into the accounts payable system for processing by the finance department
4. The invoice may be checked at this point to confirm that it is valid
5. The finance department codes it and then sends the invoice to the appropriate individuals for approval
6. Once all the approvals are gathered the invoice returns to the finance group for payment
7. The invoice is then archived until its records retention period has expired, at which time it may be deleted

Example 2: Life of a Loan Service Document

1. A DVD or disk-drive is received that contains a number of loan documents that make up a portfolio that a loan servicer has purchased
2. The documents need to be analyzed and sorted into a structure format so they can be imported in a document management system
3. An import process takes the documents from the location provided, retrieving document index data from a Microsoft Excel spreadsheet
4. Loan service representatives review the imported data and confirm that everything has been imported and associated correctly
5. The documents are then distributed to the document management system for access
6. The documents remain there until a period of time after the loan has matured and may be deleted as part of a records retention policy

Combining Document Capture and Workflow

Looking at the above two scenarios from a traditional viewpoint, the invoice scenario is considered a document workflow, whereas the loan servicing scenario is considered document capture. This is where DocuNECT is considered unique, as it accurately maps to all aspects of the document lifecycle. DocuNECT combines document workflow and capture. In DocuNECT’s world, workflow is really part of the document indexing stage. Allowing users and business applications to perform actions on the documents to gather, confirm, and exchange information

DocuNECT Document Lifecycle Applications (DLA)

Document Lifecycle Applications are a set of configurations that are used to describe the life of a document. There are three basic stages of a DLA:


The following diagram explains the basic lifecycle a little further.


Batch Processing and Document Actions

Our experience has shown that document typically travel in batches while they are being captured from their source and indexed, however, when being worked actions are performed on them individually.

To carry forward our invoice scenario above. Invoices will be captured and indexed (either scanned or electronically captured). Invoices would typically be grouped together during this stage into batches, perhaps containing the invoices being scanned that day. However, each invoice would be routed individually for approval.

DocuNECT allows this process to be managed within the same Document Lifecycle Application.