Let’s take a look at another use case for SMART PORTAL’s Multiuser/Multirole capability, focusing on how this feature helps a leading company in the Transport & Logistics Industry using our IDP platform to enhance efficiency and security in Document Management.
Company B currently has 3 Intelligent Document Processing projects running in Apollo, our IDP platform:
➡️ 1st project: International Freight documents,➡️ 2nd project: Domestic Freight documents,
➡️ 3rd project: Invoices & Customs documents.
This month, Maria and Ștefan are the two operators managing all three projects. However, the assignment of operators can dynamically change each month.
What Company B needs is:
1. To have an Admin able to Assign and Unassign operators for each project dynamically, with no impact in the Intelligent Document Processing flows.
2. To be able to assign one operator to multiple projects at the same time.
3. To have an Audit Log for the activities since the operators are changed dynamically.
* an Audit Log is a user-level activity report that centralises the actions carried out by each operator.
First, Company B’s Admin will:
- login to Apollo and create 3 automation accounts, one for each automation project.
- configure the automation accounts and connectors to ERP and TMS.
- login to SMART PORTAL & create:
> 2 Users: Maria and Ștefan;
> 3 Roles (Access Levels): Project 1, Project 2 and Project 3.
- Assign Project 1 Role to Maria, Project 2 and Project 3 Roles to Ștefan.
Important! The automation flow in the Intelligent Document Processing platform is done per Access Level, meaning per group of documents, not per User.
Next,
- Maria will login to SMART PORTAL and will add International Freight documents.
- Ștefan will login to SMART PORTAL and will add Domestic Freight, as well as Invoices & Customs documents.
This is how SMART PORTAL’s Multiuser/Multirole capabilities help Company B:
- All the documents uploaded by Maria will be automatically processed by Apollo and relevant data pushed to TMS.
- When Ștefan will upload the documents into SMART PORTAL, he will be able to choose the project for the uploaded documents: Project 2 or Project 3. Each project has its own Access Level.
- All the documents uploaded by Ștefan will be automatically processed by Apollo and relevant data pushed to TMS or ERP.
- Admin can Create, Delete, Assign and Unassign Users from projects at anytime.
- Admin can also see the documents for all projects at anytime.
SMART PORTAL's audit log for the activities is available on request.
TL;DR. Let’s recap!
SMART PORTAL's Multiuser/Multirole capabilities significantly enhance efficiency and security in document management for Company B in the Transport & Logistics Industry.
The feature's flexibility allows dynamic assignment of operators like Maria and Ștefan to multiple Intelligent Document Processing projects, ensuring seamless workflow without disrupting ongoing processes.
Administrators can easily manage User Roles and Access Levels, ensuring certain or even sensitive documents are securely handled and accurately processed. This adaptability not only streamlines operations but also safeguards against data breaches, making document management more efficient and secure.
Ready to see how SMART PORTAL can transform your company's document management processing?
Let’s get in smart touch via email or this form and step into the future of Intelligent Document Processing.