What is the Best DMS for ATX Software?
Thinking about integrating a document management system (DMS) with your ATX software? Not every DMS is created equal, and not every DMS works with ATX. In this article, we'll walk you through some key features to look for and give you our recommendation for the best DMS for ATX software for integrating with ATX: FileCenter. Read on to see why.
DMS for ATX Software Summary
- Why should you integrate a DMS with your ATX software?
- Choose a DMS with intuitive organization
- Don't go with a DMS that skimps on scanning
- Don't overlook PDF when integrating a DMS with ATX
- Jump to our recommendation »
Why Should You Integrate a DMS with your ATX Software?
When you bought ATX you bought one of the best accounting packages in the business. Too bad it doesn't do everything. To cover the rest of the bases, you need a DMS, or Document Management System. Accounting practices excel at tax prep, but they're also businesses, and businesses need to run profitably. That means running efficiently. And one of the key bottlenecks is in how a firm stores and handles documents – paper and digital. Enter the DMS.
Choose a DMS with Intuitive Organization
Organization is everything. Good organization will get you to your documents quickly. A poor organization paradigm will confuse your uses and bury your documents. So make sure that the DMS's organizational model matches the way you work. The time-honored paradigm is arguably the most intuitive as well: the filing cabinet. The solution we recommend, FileCenter, embraces this model. FileCenter uses electronic filing cabinets subdivided into drawers, folders, and files. You'll quickly discover that this structure lends itself well to a structured organization system centered around the client.
It's also important that the DMS enforce consistency in the way that your staff puts documents into the system. One way to accomplish this is through a folder template feature that ensures consistent folder layouts for all of your clients. The system should provide a similar feature to standardize the way documents are named.
One consideration that gets broadly ignored is arguably the most critical aspect of the system: the storage method. You will find that most DMS software today uses a database on the back end to store your files. The database allows the system to offer additional security options, but at a price. Databases heavily restrict your access to your own files, a fact that you will discover if you ever try to switch to a different DMS. There are countless horror stories of firms feeling trapped in a DMS they hate because they can't get their files out of the database. Further, the database restricts other pieces of software from accessing the files. ATX itself won't be compatible with a dabase-driven DMS unless that DMS provides a specific integration point for ATX.
FileCenter takes a different approach. It recognizes that Windows itself provides outstanding security features that are more than adequate for almost any SMB. Thus, it uses regular Windows folders to store your files, but presents them in a more uniform, well-structured way. As a result, FileCenter will integrate tightly with almost any Windows program, including ATX. And should you ever decide to switch to a different DMS to integrate with ATX, you won't have to worry about retaining access to your data.
Don't Go with a DMS that Skimps on Scanning
Nothing slows down an offices workflow like scanning. It's the task everyone dreads and the task that's most likely to be left undone. Unfortunately, most DMS platforms do little to simplify it. The best DMS for ATX software will go out of its way to simplify scanning as much as possible.
FileCenter, for instance, provides a whole array of scanning tools. The emphasis is on features aimed at automating the naming, saving, and routing of documents – one of the key speed bumps in scanning. For example, automatic document separation splits stacks of documents into individual files. Automatic file naming will pull information from the document text and use it to save the file, info like a client's name, a date, the document type, etc. This information can also be used to intelligently route the document to the client's drawer in FileCenter.
In any DMS, efficient scanning should be a primary feature, not an afterthought.
Don't Overlook PDF when Integrating a DMS with ATX
The most-overlooked feature – and least-common feature – in a DMS is deep PDF support. The need to create, combine, extract, annotate, and otherwise manipulate PDFs has become so has become a primary task when working with files. As a result, it makes sense for the best DMS platforms to tightly integrate PDF actions directly into the workflow.
For example, why not make it possible to drag and drop PDFs onto each other, right in the filing system, in order to combine them? Why not get live previews of PDFs? Why not make it possible to pop open a PDF right in the interface and so that the user can add a note or comment. Why not make it possible to convert almost any document in the system to PDF with the click of a button? A user should even be able to email any document as a PDF, whether it was a PDF to begin with or not.
The Best DMS for ATX Software
FileCenter DMS goes out of its way to pick up where ATX leaves off, giving you the sort of power and efficiency you need in managing and working with your documents. With intuitive document organization, full support for searchable PDF, many tools for facilitating bulk scanning, a built-in PDF editor, and a clean interface that users rave about, FileCenter can take you all the way from being smothered in paper to a paperless office. Download a free trial today!