Web Access Module
 Give your customers access to their documents 24x7
Document imaging’s Web Access module provides an easy way for your clients to have secure access to copies of their own documents in the imaging system 24 hours a day, 7 days a week, without using up any of your staff’s time.

Here’s how it works. A hosted web server is set up for your company in our data center. Your live imaging server’s backup process is modified so that after the normal tape backup finishes each night, a second incremental backup runs that copies all of the new or changed data onto the mirrored server. If anything ever happens at your facility, a fire, a flood, a broken water pipe, or anything that damages your own imaging server, all of the imaging data is still available on the off-site mirrored web server.

We create a web page with the appropriate graphics on the hosted web server. The web page that your clients see is just a “fill in the blank” screen. They do not see any of the imaging screens that you see. There will be a box for Batch Ticket Number, Invoice Number, PO Number, Statement Date, and so on.

Each customer who uses Web Access must be given a valid user ID and a password. Searches are restricted by the built in security features to only those documents stored in their own customer folder. On the web page, they fill in the appropriate blanks. They submit the request and the web server gets the images, converts them to PDF format, and displays them. The customer can view, print, or download the PDF images.
 
Goals
The goals of Web Access are to:
provide an easy way for your customers to obtain copies of documents, 24x7, without using up any of your staff’s time
provide a better and more professional customer service experience
differentiate your company from your competitors
create a reliable disaster recovery plan for the imaging server and data
   
One client reported that in a thirty day period, they had more than 95 customers log in to their Web Access module, some multiple times. Those customers ran more than 800 searches and pulled down more than 1,100 documents. The client calculated that they had reduced their monthly call volume by more than 50 calls by using Web Access.
 
Samples of Web Access Screens
1. Customer Log in Screen  Customer must log in with a pre-assigned User Name and Password.

       
 
2. Document Retrieval Screen  Customers can search for a specific ticket or invoice number, for variety of document types, or for a document date or date range.

       
 
3. Search Results Screen  The search results screen lists all of the documents that matched the search criteria. The customers can click on any one or more of the documents and click on the View button. The selected documents will be displayed is standard PDF format. The customer can print the selected documents or download a copy to their own system.