In a previous article, “ImageNow LearnMode vs. Softdocs APIs: Smarter Integration for Higher Ed,” we shared why API integration is more stable and versatile than ImageNow/Perceptive Content LearnMode.
Now, let’s look at how colleges use Intelligent Document Processing (IDP) and eForms integration to power rapid workflows, insightful reporting, and responsive student service.
Virtual Printing into a Content Repository
A better way to integrate information with a college or university’s student and business systems is through a virtual printer enhanced by IDP integration. With this approach, users can:
- Virtually print a PDF of any document or drag and drop files into the UI.
- Organize documents by department, type, or other criteria in an electronic repository.
- Extract and process data instantly.
- Store files in a web-based, searchable document repository.
This process requires substantially fewer clicks than LearnMode, and there’s no need to scan documents. This real-time integration provides significant time savings for institutions processing hundreds or thousands of documents per week.
Relying on Manual Forms Processing
With proven integrations through a modern content management system, campus and district teams can automate student-centric processes.
Completing an add/drop form requires a student to obtain a hard copy from the registrar’s office, fill out every field, locate their instructor to get a signature, and return the finished document to the registrar to scan and key data into the SIS.
Accelerating Data Collection in Student-Focused Departments
Too many schools rely on the cumbersome process of emailing forms back and forth between a student, their advisor, and the registrar.
Now, the student can:
- Click a link on the school’s website or self-service portal.
- Authenticate themselves using single sign-on (SSO).
- Pull up an add/drop eForms.
- Wait for the document management system to post their name and student ID on the drop/add form.
- Watch as SIS data—such as their advisor’s name and a list of current classes—populates the form.
- Select which courses to drop and/or add.
- Click submit to automatically route the form to their advisor for digital signature authorization and update the SIS.
Enabling Electronic Workflows and Reporting
Modern integration’s most significant advantage to student-centric departments is streamlining and automating daily processes. Another benefit is that data pulled from and sent to Ellucian, Jenzabar, Anthology, or any other SIS/ERP remains accurate, whereas LearnMode can scrape data from the wrong student’s documents.
When documents, like add/drop forms, become part of an electronic workflow, administrators can run reports and analytics. The registrar’s office can track processing times, the number of forms in each approver’s queue, and overall efficiency insights.
Creating Time-Saving Process Automation in the Business Office
Versatile integration methods like APIs and IDP also benefit college and university business offices by linking their document management and ERP systems and initiating automated workflows.
When submitting an expense report, the document management system reads the total and determines if it exceeds a set threshold, such as $2,000. If so, it automatically routes the report to the VP of Finance.
If the amount is under the threshold, the system looks up the employee’s supervisor and routes the report to them. Details such as line-item amounts, expense codes, and other data points automatically post to ERP systems like Lawson, Workday, or Oracle PeopleSoft.
A similar process applies to invoice processing, with vendor details sent directly into the accounts payable (AP) system as part of a fast approval process with conditional routing.
Expediting Onboarding and Upgrading the Higher Ed Tech Stack
The system extracts data from documents like W-4s and I-9s during new employee onboarding and transfers it into the ERP system. The document management system also routes the onboarding packet to the hiring and HR managers for review.
By upgrading from Perceptive Content to Softdocs, schools are reaping the benefits of more advanced integration than LearnMode. This upgrade ensures greater stability, simpler ERP and SIS upgrades, increased data accuracy, and less downtime.
Updating their document management system also allows career and technical colleges, universities, and community colleges to modernize their tech stack while reducing the strain on IT/IS resources.
Perhaps most importantly, improved integration gives staff members back time that they can redirect to improving student and employee relationships.
See Softdocs in Action
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