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The ability to create a custom document card based on its category has been implemented.

Bulk approval has been added.

Bulk rejection has been added.

File content search (Word, Excel, PDF) has been expanded.

The ability to return approval to a selected step has been implemented.

The ability to set reminders or notifications for approval workflow steps has been implemented.

The “Internal Documents” module has been updated.

The “External Documents (Incoming and Outgoing)” module has been updated.

The “Financial Requests” module has been updated.

Azure Document Intelligence — A Game Changer in Modern AI Document Management Systems

• Capturing documents from various sources and processing them according to specific business process requirements.
• Analyzing incoming documents using metadata recognition and performing AI document classification and document sorting with AI.

Key Use Cases for Intelligent Document Processing Solutions

• An AI-powered document recognition program can automatically populate templates using data pulled from internal systems such as ERP, CRM, or SharePoint.
• AI for document processing in real time can verify documents against required structure, current legislation, or internal company policies; check consistency between documents; and detect sensitive or confidential information (e.g., when reusing a contract originally created for one client with another, it’s essential to ensure all sensitive data is fully removed).
• Software for intelligent document processing can provide smart search functionality, allowing users to quickly locate a needed section in a multi-page document.

• An AI document extraction solution can serve as an excellent proofreading tool, checking documents for style, spelling, punctuation, duplicate content, and semantic inconsistencies.
• An AI-powered platform for intelligent document processing is an invaluable assistant when it comes to handling information requests, as it can analyze large volumes of data quickly and efficiently.

AI for Document Processing: Common Use Cases

• Incoming and outgoing documents: automated classification, routing, and archiving of emails and documents.
• Contracts: AI document extraction to capture key terms, dates, and details, accelerating approval processes and reducing risks.
• Invoices and work completion reports: standardizing financial documents and automatically syncing them with accounting systems.
• HR documents: processing orders, applications, and personnel records in accordance with labor regulations.
• Regulatory reporting: structuring reporting forms and preparing them for submission to regulatory authorities.
• Digital manuscripts: archiving and organizing digital libraries efficiently using a solution for intelligent document processing.

Real-Life Example of AI for Document Processing: Emaar

How AI-Powered Document Management Is Implemented in SmartPoint DMS

SmartPoint DMS as a Cutting-Edge Intelligent Document Processing (IDP) Platform

• Ingest document images from various sources (scanned copies, email, or secure folders);
• Digitize documents when needed;
• Recognize text and extract key metadata automatically;
• Classify documents using AI algorithms based on that metadata;
• Process the extracted data according to specific business workflows;
• Automate subsequent actions when necessary — such as registration, approval, or archiving.

Key AI Capabilities of SmartPoint DMS Document Management

• Extensive device support: The platform’s scanning technologies are compatible with most modern scanners;
• Flexible input options: The system processes both scanned documents and digital images, including photos received via email or from secure directories;
• Multilingual metadata extraction: Text recognition and metadata extraction work equally well for documents in both Cyrillic and Latin alphabets — which is especially useful for companies dealing with international contracts;
• Automated registration: Documents can be automatically registered within the electronic document management system or stored as structured records in the registrar’s dashboard;
• Approval automation: Based on the metadata extracted from documents, SmartPoint DMS can automatically initiate the approval workflow in line with corporate procedures.

AI-Enhanced Electronic Document Management Systems — One More Competitive Edge for Your Business

Updated Personal Employee Portal

Implemented a document card structure configuration tool

Extended filtering and document visualization capabilities

Developed and implemented a unified centralized administration interface that consolidates all key system settings management functions

Search logic and performance in the system have been optimized.

Basic integration with external platforms for collaborative work has been added.

Task Center — a new module for employee task management has been added

A new system for commenting on tasks and documents has been implemented

The system interface has been adapted for multilingual support

Overall system performance has been improved

Personal system navigation — frequently used menu items can now be saved for quick access.

1. Creation or Receipt – creating a document within the company or receiving it from external partners, clients, or government authorities.
2. Processing – editing, reviewing, signing, and approving the document by the relevant departments.
3. Servicing – ensuring compliance with the terms and conditions established in the document during its validity period.
4. Archiving – storing the document for a defined period in accordance with internal regulations and legal requirements.

Traditional vs. Electronic Document Management: Differences and Advantages

Data Security in Electronic Document Management: How It Works

Data Protection Methods in SmartPoint DMS:

1. Access Control: Defining access rights for each user ensures that only authorized individuals can access specific documents. The use of two-factor authentication (2FA) adds an extra layer of protection by requiring login confirmation through an independent channel.
2. Data Encryption: Cryptographic encryption methods powered by Microsoft technologies and implemented in the SmartPoint DMS system guarantee data confidentiality, making it inaccessible to unauthorized users.
3. Role-Based Access Compliance: Clearly defined user roles and permissions based on job functions minimize the risk of internal threats and unauthorized access to confidential information.
4. Audit Logs and Change History: Keeping detailed logs of all user actions in the system allows for tracking and analyzing any suspicious or unauthorized activity, enabling a prompt response to data security incidents.
5. Backup and Recovery: Regular backups to the cloud and disaster recovery plans ensure data preservation and business continuity in the event of technical issues or cyberattacks.
6. Electronic Digital Signature (EDS or QES): A digital signature ensures the authenticity and integrity of documents by confirming their origin and that no changes have been made after signing. Electronically signed documents using QES are legally recognized by government bodies and courts, holding the same legal force as their paper equivalents.

A Comprehensive Approach to Data Protection: How Microsoft Tools Safeguard Corporate Information

Key Tools for Protecting Confidential Data

• Defense-in-depth: This is a multi-layered data security strategy that combines network segmentation, multi-factor authentication, endpoint protection, and cloud service security. A key component in this area is integration with Azure Sentinel — an AI-powered SIEM solution that enables centralized monitoring, analytics, and real-time incident response.
• Data protection in Azure: The Azure cloud platform offers a wide range of features for securing electronic document workflows. These include encryption of data at rest and in transit, Azure Key Vault for secure storage of keys, certificates, and secrets, and role-based access control (RBAC), which allows precise definition of who has access to what.
• Microsoft 365 Security: Microsoft 365 provides powerful built-in tools for data protection. For example, DLP (Data Loss Prevention) helps detect and block the transfer of confidential information, EDR (Microsoft Defender for Endpoint) offers active device protection against threats, and ATP (Advanced Threat Protection) performs deep analysis of attachments, links, and other attack vectors.
• Automated threat detection: With Microsoft Defender combined with Microsoft Sentinel, the system automatically detects potential threats by analyzing millions of signals per second. This enables early identification of risks and proactive response before any damage is done.

International Data Protection Requirements and Standards

• GDPR (General Data Protection Regulation) – A regulation of the European Union that sets rules for the protection of personal data of EU citizens.
• ISO 27001 (International Information Security Standard) – An international standard that defines the requirements for an Information Security Management System (ISMS).
• The European Union Electronic Identification and Trust Services Regulation (eIDAS) – An EU regulation that governs the use of electronic signatures, digital identification, and electronic trust services, ensuring their legal validity across the EU.
• NIST (National Institute of Standards and Technology, USA) – S. government-issued regulations that establish standards in the field of cybersecurity, including recommendations on risk management, cryptography, and information protection for both public and private entities.

Ukrainian Legal Requirements for Data Protection:

• Law of Ukraine “On Electronic Documents and Electronic Document Management” No. 851-IV dated May 22, 2003.
• Law of Ukraine “On Information Protection in Information and Telecommunication Systems” No. 80/94-VR dated July 5, 1994.
• Law of Ukraine “On Electronic Trust Services” No. 2155-VIII dated October 5, 2017 — the Ukrainian counterpart to eIDAS, which regulates electronic signatures and certification.

SmartPoint DMS: Key Benefits and Features of the Electronic Document Management System

• Legal compliance: SmartPoint DMS is a legally valid system. This means that its document management standards meet current legal requirements.
• Integration with other systems: SmartPoint DMS seamlessly integrates with CRM, ERP, and BI systems, chatbots, qualified electronic signature (QES) libraries, and other solutions – enabling easy implementation into a company’s existing IT infrastructure.
• Custom approval workflows: The system allows the configuration of custom branching approval chains, automating their routing between responsible individuals and departments while safeguarding confidential information.
• Modules for different operations: SmartPoint DMS includes specialized modules for handling contracts, correspondence, tenders, procurement, and more – ensuring comprehensive management of all document types within a company.
• Collaborative work on documents: The system supports co-editing and commenting on documents, ensuring a transparent and well-controlled collaboration process.
• Support for QES (EDS): SmartPoint DMS supports the use of qualified electronic signatures, ensuring the legal validity of electronic documents in line with current legislation. The solution also allows signing and verification of documents directly in the system.
• User-friendly interface: Built on SharePoint and Microsoft’s low-code Power Platform, the system allows companies to quickly configure necessary business processes without needing specialized technical knowledge.

• Built-in process designer: Allows for precise access control settings for each role at every process stage, minimizing the risks of unauthorized access, as well as accidental or intentional deletion or alteration of documents.
• Contractor management: A centralized database with data validation, document linking, and controlled access at each interaction stage.
• Access-based search: Users only see the documents they are authorized to access under the role-based model, eliminating accidental or intentional breaches of information confidentiality.
• Integrated role-based model: Access rights are managed via a flexible role system, which accommodates the company’s hierarchy and specific business processes.
• Integrated communication: Built-in chat and commenting features enable secure discussions of documents without relying on external tools, enhancing information security.
• Automated receipt of legally binding outcomes: Integration with services such as Vchasno allows for the receipt of QES-signed documents and storage confirmations in full compliance with legal requirements.
• Change tracking and audit logs: Every action on a document is recorded — including timestamp, user, and content changes — ensuring transparency and full traceability.

Two new parameters have been added to the Counterparty card, allowing counterparties to be categorized based on the company they cooperate with.

Improved integration with Power BI for using analytical reports directly within the working environment

Email field fill-out when creating a counterparty from a document card

Cloning a previously created request

Support for Spanish interface localization

Updated Internal and External Documents module with extended cross-module integration

Key KPIs Affected by the Implementation of Electronic Document Management

• Document Processing Time: Measured as the average time a company spends processing a single document. It is calculated as the total time spent processing all documents divided by the number of documents processed.
• Percentage of Tasks Completed on Time: Defined as the number of tasks completed on time divided by the total number of tasks, multiplied by 100.
• Percentage of Errors in Documentation: Calculated as the number of documents with errors divided by the total number of documents, multiplied by 100.
• Time Savings in Document Processing: The difference between the time spent on manual document processing and the time needed to process the same number of documents after automation.
• Percentage of Employees Using EDM: Determined as the number of active system users divided by the total number of employees, multiplied by 100.
• Reduction in Operating Expenses (e.g., paper and office supplies): Calculated as the difference in expenses for these items before and after implementation, divided by the total expenses, multiplied by 100.
• Number of Documents Processed in the System: Compares the number of documents processed within a specific timeframe to the volume handled during the same period before EDM implementation.
• Document Accessibility or Time Spent Searching for Documents: Measured as the total time staff spend searching for all documents divided by the number of documents found.
• Reduction in Errors Caused by Improper Storage or Loss of Documents: Calculated as the number of lost or improperly stored documents divided by the total number of documents, multiplied by 100.
• Average Time Required to Train Employees on the New EDM System.

Research Results on the Impact of Electronic Document Management Automation on Key Business Profitability Metrics

SmartPoint DMS: A Driver of Business Processes

• A 52% reduction in document processing costs, primarily by lowering operational expenses on paper, printing, mailing, and storage.
• A 64% decrease in document processing time, minimizing the time employees spend on routine tasks.
• A high level of data security and transparency in business operations, critical for corporate compliance and risk management. Additionally, it ensures convenient access to data from any location with an internet connection.

Automatic Determination of the Substitute When Changing Task Status to “New” 

Forced PDF Conversion Feature 

Document and Task Filtering for Users with Expanded Functionality

Using the Employee Directory with Flexible Email Settings 

Automatic Email Reports of Incorrectly Filled Directories

Setting Date and Time for Automatic Number Reset at the New Year, with Option to Use Previous Numbering for Closing Contracts from the Previous Year 

Setting Filtering for Displaying Records Added to Directories 

Setting Transitions from the Main Page “Requests” Section to Corresponding modules (HR or Financial Requests) Based on Directory Settings. 

Automatic Menu Collapse for Optimized Screen Space Usage 

Scaled Annulment Functionality, Allowing the Initiator to Recall a Document from the Approval Process at Any Stage.  

Scaled Access Rights Sharing Functionality for Document Cards Across Other Modules, Allowing Users to Effectively and Flexibly Manage Document Access in the System.

Event Logging Expansion for Improved Diagnostics and System Transparency