Facilitate collaboration throughout your agency by housing all of your electronic and paper documents in a secure, centralized portal.
ShareWORKS makes it easy for you to store, retrieve and share all of your agency’s documents, whether they’re current electronic files or historical paper archives. Don’t get buried by the amount of administrative paperwork that your team has generated through the years! Convert it all into secure and paperless digital format, and let the sharing begin.
If your human service agency is like most, you generate a huge number of electronic and paper documents every year. From your Board of Directors to your Finance, HR and Administration departments, each area of your organization has its own prodigious output of meeting minutes, handouts, agendas, reports, monthly statements, forms, correspondence and more. You likely have hundreds of electronic files scattered throughout the various hard drives of your agency’s servers and workstations, and many years’ worth of paper archives filling up your filing cabinets, closets and off-site storage facilities.
If you’d like to gain control of your documentation and free up the valuable space that’s currently being used to store your archives, consider ShareWORKS, a secure and paperless alternative. It’s a centralized document library – a digital, web-based repository for managing and sharing all of the documents that your agency produces and relies upon. ShareWORKS is also a scanning tool for converting your historical paper documents into paperless digital format. By doing so, it not only reduces clutter, but also restores usefulness to those old documents by making them once again retrievable and searchable in their new digital format.
Unlike other scanning solutions, our ShareWORKS document library is built right into CaseWORKS, so you can access all documents from one centralized portal. And if your agency is not using CaseWORKS, ShareWORKS can be added to your system as a stand-alone program.
With ShareWORKS you have the ability to scan documents at any time, whether they’re recent or years old. In addition to these scanned images, you can also upload live documents, like Word and text files, into the same system.
Think of ShareWORKS as your agency’s own document portal – the central repository of documents that can be accessed by anyone with the proper permissions, from anywhere, via the Internet. Without such centralized storage, chances are that your many documents are currently being stored in multiple locations – in or on various local drives, servers, filing cabinets and storage rooms.
Any person that has permission can scan individual documents into ShareWORKS folders at any time. You also have a Bulk Scanning tool if you want to scan a large batch of documents into the system at once.
You can create folders and sub-folders within the ShareWORKS system to keep all of your files organized and easy to locate. Each department in your agency can store all of its important documents in its own special folders, organized by whichever types and categories it defines. Whether it’s a vacation request, a Ministry submission form, or a template-based document, you can define a reliable place for it.
The power of ShareWORKS is that you’re in control. You can turn on the ability to show the history of a document, so you can see multiple versions of it. You can also put annotations right on any scanned image, and add redactions to cover sensitive passages. ShareWORKS also includes Version Control and the ability to lock any open documents to prevent simultaneous editing errors.
As part of your overall system, ShareWORKS documents are subject to the same security safeguards that you use for case-related documents. You can set permissions on a document by document basis, store and see multiple versions, see signed documents, and restrict specific directories or full drives to certain people. ShareWORKS’ role-based security lets you create custom roles that have specific read or write permissions. You can also build special roles to include whatever documents you want, and fine-tune access per document and per folder.
When integrated with CaseWORKS, your scanned and uploaded documents can also have special workflow-streamlining actions assigned to them. For example, saving or signing a specific type of document can automatically generate a new task or notification, to ensure proper follow-up after a certain period of time.
Whether you’re storing all that paper at your own facility or renting additional storage space off-site, you’ll free up valuable space when you convert your paper to electronic format.
Another advantage of digital archiving is that it’s easy to duplicate your records if you need a reliable backup of all of your data. Paper records offer no such easy option – lose a sheet and it’s usually gone for good.
By applying OCR (optical character recognition) to your scanned documents, you can add the valuable ability to search them by keywords. It can be very beneficial and efficient to have this whole backlog of dusty documents become suddenly searchable!
By organizing all of your documents in secure folders on your centralized portal, you’ll no longer have difficulty retrieving historical documents whenever you need to look up something.
Easy collaboration is a key benefit that comes with ShareWORKS’ centralized approach – it give you the ability to share documents from different workers and locations easily, rather than having to set up special sharing permissions for each individual file and folder in Windows.
Our approach to software implementation
Even great software won’t improve your agency’s workflow if your workers don’t use it. Once our system is ready for you, our Implementation Division takes over to make sure that your agency is ready for it. Here are some of the steps we take to ensure that your staff is up and running with their Coyote software as quickly and painlessly as possible:
We use a comprehensive document mapping process for every step of your software implementation, from project kick-off to go-live.
Coyote’s tried and true process for successfully implementing software.
We assign Implementation Managers to work directly with your agency, ensuring that all aspects of the rollout are properly planned, communicated and executed.
Coyote has a variety of training methods that can be customized to fit your agency’s unique educational needs. They include: Train the Trainer, End User Training, Forms Training, Reporting Courses, and Basic Windows Navigation.
We don’t just install your system and disappear before you go live. We will be on site at this most critical time to troubleshoot and to help your staff adjust to their new software.
We provide comprehensive, easy to follow Users Guides for all of our software.
Coyote Software Corporation has a team of helpful, dedicated support specialists waiting to assist you by phone or email.