Lector has now expanded TeamShare with a "robot", which can be used, among other things, for analyzing unstructured data in documents or emails that are archived in TeamShareThis can, for example, be used to automatically record metadata associated with a document, thereby eliminating the tedious and monotonous work of archiving.
One can say that TeamShare robotics transforms unstructured knowledge in the document into structured knowledge in TeamShareIt is possible for the organization itself to configure which words (tags) or phrases to check for in the document and to largely automate subsequent actions (e.g. workflows).
TeamShare robotics can also be used to perform uniform tasks on incoming data, so that everything is treated exactly the same, without the need for manual work. This not only saves time, it also ensures that rules are followed exactly the same every time, thereby increasing quality. Which rules apply to which cases/projects and documents can be controlled based on the data (content and metadata) that is available, so that the robot itself finds out which rules apply to the specific data being processed.
When a document, such as an email with an attached Word document, is archived in TeamShare, the robot analyzes the email's title and text, but also the content and other metadata. In addition, the attached Word document is also checked, including title, content and metadata.
The robot will then automatically connect the email with contacts in TeamShare so that it is easy to see on the overview screen for each contact which emails and documents have been sent or received. The "tags" that the robot recognizes in the document or email can, among other things, be inserted as metadata.
For example, the robot can be used to automate applications for a position. It can be set up to automatically search for the words “application”, “CV” or “Chief Consultant”. The robot can then create a new case, grant access to the HR department and assign one or more tasks to review the application to selected employees, as well as prepare a response letter based on a template with the applicant’s contact information ready to send.
The above example is just one of many possibilities, which could also be contract management (possibly in conjunction with TeamShares free contract module), customer inquiries, tender management, project management and much more.
TeamShare robotics runs on the basis of data stored in TeamShare, such as a new document or an inquiry, but is not limited to only performing actions on data in TeamShareThe actions that can be performed can also interact with external systems, and read and write data in, for example, CRM or ERP systems, so that the task can be performed across the system landscape.
It is important to mention that the robot can be configured to fit your organization's needs and daily routines. All organizations work differently, have different data, and need to control differently. It supports TeamShare with the robot.
It is expected that all ESDH solutions will be able to handle GDPR. Therefore, TeamShare robotics also automatically handle security for your organization.
If the robot encounters content, such as a CPR number in an email or document – or which is otherwise defined by the organization as being personally sensitive (illness, religion, etc.) or personally identifiable (addresses, descriptions, email addresses, etc.), the robot can mark the document so that it is visible to everyone that the document should be treated specially. In addition, the robot can restrict rights to the document so that only a selected group of employees has access to the document.
The robot is an integrated part of TeamShare. That is, it has already been developed and built into TeamShare and therefore it can control all parts of TeamShareIt is controlled and configured via the administration module that comes with the product. And it should be mentioned that there is no need for coding – everything is done as configuration of lists, workflows with drag-n-drop and assignment of rights.
TeamShare supports the processing of sensitive and personally identifiable information in connection with Personal Data Ordinance (GDPR) with built-in tools for, among other things, insight cases, reports, etc.
Read more about Personal Data Ordinance here .
You can find TeamShare references here .
If you want to see all the benefits, please contact Christian Kirkedaand get a no-obligation presentation.
You can write to Christian of cki@lector.dk or call directly on mobile +45 60 70 70 60.
Lector is a supplier under the SKI framework agreement and can deliver TeamShare on competitive terms to the public sector.
