DocumentsX1 Webinar |
Document management redefined

Stephen Shaffer:

Hello, everyone. Good morning, good afternoon, good evening, wherever you may be joining us from. I hope your week is going well as we tackle this Wednesday.

I am Stephen Shaffer, I’m the Senior Product Marketing Manager here at CMX1. I’ll be setting up and moderating today’s session.

First and foremost  - thank you to everyone for taking time out of your day to join us - it’s a busy time of the year for many of you, and we greatly appreciate the opportunity to connect. We’re ecstatic you’re here, as we have some exciting material to share and very much look forward to an engaging, interactive session. We’re certainly amped about it, and we hope you find the material valuable and actionable for you and your organization as well. 

So with that, let’s not hold any longer, let us introduce ourselves and speak to why we’re here and what we’ll be discussing today.

Today, we are here to talk all about document management. And whether it’s for operational needs and various forms of brand compliance - or in managing suppliers & partners in upholding safety & regulatory compliance - document management is a crux of so much we do as a business, and ensuring that we’re operating efficiently, safely and delivering our brand promise at every step.

So that’s where we’ll start the conversation today. I’ll get us kicked off here in a moment and we’ll talk about the status quo of document management today, some of the inherent challenges with common approaches for doc management, the impacts that are often felt when we’re feeling friction in those processes - and then we’ll segue into some innovations we’re taking at CMX1 to better enable & empower our customers to redefine how they manage documents.

And then we’re extremely fortunate to be joined by Kristy Graves, a Senior Solution Engineer here at CMX1. Kristy will be taking us into the X1 platform itself to showcase through some real-world use cases, what creating & implementing always-on document automation looks like in platform - and the benefits felt across all all parties involved. 

We’re also joined today by Ben Terris, who is our Senior Product Manager for our documents solutions. He is with us as well to provide unique insights on document management, some of the innovative use cases he’s seen for the platform functionality, and to help support answering your questions throughout today’s session. 

Speaking of your questions - please actively use the webinar’s question and chat features throughout the session to submit any questions, comments, or feedback you have. We want this to be a conversation. We’ll be addressing some of those in the moment, as well as collecting them for our Q&A at the end of today’s session. Additionally, if there are questions that make sense to easily answer in the chat in the moment, we will do that as well.

Kristy & Ben, thank you both - we’ll see you here in a bit. But for now, enough housekeeping, enough table setting - let’s get into the heart of the conversation today. 

Challenges in managing, upkeeping, disseminating documents efficiently & accurately is in most cases not a fault of the organization itself. In most instances it really comes down to the limitations in commonly available solutions and their ability to serve those complex–but common–document needs. 

You’re often looking at situations where documents are scattered across repositories, they’re reliant on people, human power to keep those documents up to date, manage version control, share them properly, follow up & remind parties, maintain compliance, and more. 

All of this is manual, inefficient, and extremely time & energy consuming. IDC research, regularly publishes factbook data on document management practices based on the consultation & study of businesses across a wide array of industries. They’ve found that on average, Fortune 500 companies lose 12 billion dollars a year due to document inefficiencies & lack of structure. But every organization, at any level, in any industry manages documents. So even for those who are not at a Fortune 500 scale, it’s a burdensome & inefficient endeavor.

On average, across organization sizes & industries: 1 out of every 20 documents is lost, approximately 25 hours are spent recreating lost or out-of-date documents, and over 90% of a business’ information is in documents.

So a lot is at stake there, and inefficient management has cascading impacts across the business. Operationally, manual or disparate management is incredibly error prone or inefficient. There is commonly a lot of rework and recreation of lost or outdated documents. Across the supply chain, documents are commonly the culprit for delays in procurement, transportation, and the distribution of goods. And of course compliance - both at a brand and regulatory level. It’s hard to deliver your brand promise and the experiences customers expect if teams are not equipped with the information they need to deliver those experiences. And for regulatory compliance, there are a wealth of legal, financial, and safety risks that can be in play if non-compliant. 

So what is kind of the ‘status’ quo of document management today. What are the most common approaches and some of the underlying challenges with document upkeep.

Across industries, across needs and use cases - organizations depend on various types of platforms to categorize, track and manage documentation that’s integral to their business and their relationships. Some of the most recognizable solutions are things like Google Drive, Onedrive, SharePoint, Drop Box, Box - there are a plethora of document management solutions available for storing & managing critical business documents. But where they all have a hindrance is that they are dependent on manual, human management to ensure the upkeep of documents and make them truly actionable, useful, current, and disseminated properly - for the business. 

So, here’s where we want to hear from you. You should see a poll pop up in just a moment here, and what we want to know is - where are you and your organization having the most challenges, feeling the most friction, when it comes to managing documents? Get those responses in now.

Is it a reliance on manual processes—are they tedious, burdensome, error prone? Is there a lack of a centralized storage system—are docs scattered across multiple places, is there not a single source of known truth for documents? Are things like version control, managing renewals, engaging with requests - incredibly time intensive & laborsome? Are you struggling with limited visibility, reporting or tracking—you don’t know where you sit with compliance or who’s missing or meeting requirements? Or is it something else that’s your biggest pain point? If you fall in that ‘other’ bucket, put your response in the chat, we’d love to hear what that may be.

Let’s go ahead and close out the poll and look at your responses. So, a relatively even distribution across a reliance on manual processes, a lack of a centralized storage space, version control of renewals, request communication, that all makes sense, very time intensive.

Ben, I'm going to throw it to you here in a moment as the product expert, working with customers all the time and understanding and serving their document needs. Are these responses in line with what you'd expect to hear, anything surprising or interesting there?

Ben Terris:

Good question, Stephen. Well, honestly, just to reiterate upon what you've already discussed, the attendees here cover a broad spectrum of industries. I see, and forgive me, I'm squinting my eyes as I pour through this list, restaurants, manufacturing, hospitality, distribution, certification bodies, grocery. I may have missed some here, sorry about that. But anyway, very diverse crowd.

One thing you all have in common is your interdependency on a vast array of stakeholders. Think your locations, partners, vendors, contractors, consultants, customers. And now think of all the artifacts necessary across those stakeholders to mitigate the risk of doing business, be it brand and regulatory standards, legal agreements, licenses, insurance policies, permits, certifications, we're talking thousands of documents that you may need to validate or account for. And this is all incredibly difficult to manage and few do it all that well.

Stephen Shaffer:

Yeah, thank you, Ben. That makes sense. I'm looking in the questions here as well. Looks like engagement from people submitting documents is often a pain point as well. That makes sense, thank you Jason. Makes total sense. Again, dependent on human upkeep and those relationships. 

Danielle as well says, honestly, it's really the first three if we’re able to choose multiple, which makes sense as well. And taking note, these aren't mutually exclusive. One can compound the other, right?

In working with organizations who are seeking a better way to enable & empower their teams with documents, these are the most common obstacles we see. 

First is that unique document requirements cannot be tracked across the business. When you have locations and entities with incredibly specific, nuanced needs, it makes tracking document requirements heavily burdensome from the get go. So for instance, let’s say we’re a hotel & hospitality brand that has various types of restaurant formats that operate on properties. There are countless variables and business rules that are going to inform what documents are needed for operation, right? The region and geography we’re operating in. What’s the hotel classification? Is the restaurant corporate or franchise own? What is the dining style? Does it offer room service or carry out service? Does the restaurant have a bar? These are just a few examples - It’s incredibly specific by location, and these complex business rules cannot be modeled and updated in the system.

Second, document collection itself, as well as ongoing expiration and renewal handling most of the time is completely manual - incredibly time intensive, and poorly & not holistically tracked. Version control is a nightmare, not everyone is up to date or acting from the latest material, which exposes the business to risk. 

Third, review & approval workflows cannot be setup or automated to reflect business operations. So engaging the right internal experts for regulatory & brand compliance is completely manual. Without the ability to setup and automate these workflows to reflect how the business uniquely operates, ensuring regulatory & brand compliance is challenging with many times the right folks not engaged at the right times. It makes it very easy for confusion and non compliance to transpire. 

And then of course finally—the reporting on document status - what’s been collected, what’s missing, what’s expired—is manual, uneven, and gets worse over time - making it extremely difficult to accurately find, update, and share those critical docs.

So to those challenges - over the history of CMX1’s document solutions, we’ve continually collaborated with customers to help you overcome these obstacles. But, over the past few years, the volume of documents managed, the needs within those docs, and the diversity of applications for documents has skyrocketed. And this challenge is only compounded by the growing complexity of large enterprise organizations with incredibly unique and specific needs for each of their locations & partners.

So taking all that into consideration, we sought to make an innovative leap forward to better serve our customers, their stakeholders, and their partners across the supply chain.

So that’s what we’re here to give you an introduction and hands-on overview of today - is our revamped document management application, DocumentsX1. This is a wholly unique enterprise framework using a master data model methodology to help you automate the entire document management & compliance process across your organization. 

So let me give you a short primer on what DocumentsX1 enables before we hop into the demo and see it in action. The backbone of DocumentsX1 is our master data model, which is a robust data set that includes all of our customer’s locations, entities, vendors, contracts - all the attributes that define them. This is what enables the always-on automation and powerful rules engine for you as a user - to apply your own business logic to every document that’s collected & managed in the system. 

So sounds great - what does that mean? What is the value that is unlocked for you as an owner or a party involved in document management?

With that master data model, you can define your document requirements with business rules based on the attributes of your locations or partners. No matter how complex or simple those rules - you’ll be able to understand what locations or parties have complied with requirements and have their docs submitted and approved, and which haven’t. And this is applied not only to existing locations or parties in the system, but also for tracking ongoing compliance as new parties are added. For instance, each time a new location is added, the system will re-compute the overall compliance rate for each document, and those new locations will be added to missing documents reporting. You’ll be able to automate document collection & renewal with a truly “set it and forget it” approach for requesting documents, creating tasks, establishing workflows, sending notifications, whatever that may be.

Whenever a location or party meets a defined criteria for a document, the system will automate the collection process for that compliance. This can be done ad hoc, or as a part of an existing business process, such as onboarding, for example.

You can set and automatically route reviewer assignments based on your business requirements - to ensure the right stakeholders, the right reviewers, are engaged at the right stages for each document. Even within your organization or department, different documents may require a different set of reviewers based on a number of factors or business relationships. The system allows you to set those unique reviewers for automated engagement. 

As an admin, you have control over versioning and the required actions around change management. So, this is a part of the self-serve configuration at your fingertips. Version control is just a piece of this, in addition to access rights, workflow management, and much more. 

Within the system, you can easily track & report on document status with real-time enterprise reporting across all parties. The system automatically tracks the state of each document across the document’s lifecycle - if it’s missing, approved, expired, whatever the status. On the expiration piece - we know documents expire all the time. But with expiration rules and logic in place, the system will notify stakeholders and trigger that renewal.

And then finally, DocumentsX1 seamlessly works hand-in-hand with all of our other solutions as well. So if you’re already leveraging CMX1 for partner management, or to facilitate audits, manage policies, etc. - you can harness that document automation in complement with those other business needs. 

So this is a lot of power at your fingertips, let’s begin to talk about taking this into practice. 

So, personally knowing the challenges at hand, and then knowing what’s possible through full document automation & governance - you may be asking, ‘how do we make this transition, how do we make this leap?’ How do you go from a manual, reactive and degrading state of document management -  to an automated, proactive environment, where organization & compliance of documents increases over time?

Well, first you’ll want to establish command and control with an always-on business rules engine - that monitors and calculates document requirements across the enterprise. This goes back to that hotel restaurant example we talked about a few minutes ago. Now, you may or may not know which exact documents apply to all of your locations or partners. But you won’t need to - and that’s kind of the point. This is where that master data model approach comes into play - the system compares your master data to your doc requirements and determines what’s missing. Second, by automatically creating tasks, notifications and reminders for those missing documents, the system ensures nothing falls through the cracks - no more manual due diligence to suss out where you stand

And lastly, everage BI reporting to track trends, monitor overall compliance, and know what exceptions need intervention. By using automation, you are empowered to begin managing just when needed by exception, vs. actively managing all of your document processes. For the great majority of the time, where documents are being collected, renewed, and managed as expected - you won’t have to think about management - but you will be supported by BI reporting at your fingertips for you & your stakeholders.

So enough talking about it, let’s get into the platform and get a hands-on experience for what creating, implementing, & managing documents looks like in platform. So, I’m going to hand it over to Kristy Graves, our senior solutions engineer, to give us that hands-on look. Kristy, take it away. 

Kristy Graves:

Thank you so much for such a great introduction, Stephen.

So, hey everyone, I'm Kristy and I am so delighted to see some folks I've worked with before here and I really look forward to working with those of you I've not yet met. A quick reminder, we'll have time at the end of the presentation for questions. We're going to be moving pretty quickly today and there's a lot of info to cover. So if you think of anything as we're going through it, be sure to pop it into the questions feature for Stephen so you don't forget. He'll keep everything straight and we are truly looking forward to a great conversation.

All right, let's dive in. So today we're going to walk through a crucial aspect of our risk management expert, Sarah's daily routine, document compliance tasks.

Before DocumentsX1, Sarah, like many of your own risk QA and legal team members, spent most of her time tracking down missing documents, organizing countless Excel spreadsheets, physical binders, checking expiration dates, and following up with suppliers, location managers, and other partners by email and phone.

If she could find the time, she also manually created reports to help her team and bosses as identify gaps and improve processes. But let's see how DocumentsX1 has completely transformed her workday, making her tasks more efficient and freeing her time for more strategic initiatives.

So she's gonna start her day by logging in and reviewing her overall document compliance program using the standard DocumentsX1 Summary Dashboard.

She'll be able to see the compliance score of her overall program. And as we can see, it is less than ideal.However, it is an accurate snapshot and we should start to see changes quickly as they continue to use DocumentsX1.

Now, Sarah's already customized this dashboard. She's filtered to only show team members, document types, and locations that are specific to her responsibilities.And she was able to set this filtered view as her default. So she doesn't she doesn't have to log in and reset it every single day.

She can, however, continue to filter it further and drill down into how individual team members are performing in their area, how single or multiple document initiatives are progressing, and can even use it to quickly access her own tasks in the system. Now, Adam is a recent hire. He just started training and Sarah's gonna check in on his numbers to see how she can best support him.

And she's gone ahead and saved a view that's filtered down to just Adam's area of responsibility. And okay, poor Adam is at zero compliance. But we can see that he's only responsible right now for the one document type, which is a Florida Department of Health Sanitation Certificate.

And that has just recently been a requirement and requested and only two have actually come in for review so far. Now, you don't have to use the filters at the top if you don't feel like it.

We're simply gonna use the dashboard itself to filter the status. And you can see the system access table automatically adjust for us here. So we can go take a look at a document.

Let's check this out. So when the system requested this document, notice that the system requested it. The DocumentsX1 platform allows for a level of customization not found anywhere else. Documents will be automatically requested when an entity meets preset conditions, ranging from geographical location or designated risk level to development stage or any other custom attribute.

So when the system requested this document, it automatically notified the location manager by email. Now, because Sarah is training Adam, she's gonna go ahead and reassign this task to herself to take care of getting it approved so she can use it as an example in workflow and as a training tool.

So we can see that indeed, they have turned in their sanitation certificate. She would open that up and check to make sure that everything is good. But for now, we're gonna assume it's perfect and she's gonna reassign it to herself.

And you'll notice that as soon as that happens, some additional options are gonna come up across the bottom of the screen. So if she opens and notices any, we've got approve and we've got return to submitter. So if she opens up the document and sees any discrepancies like a location address that doesn't match, an incorrect expiration date, she can return the task to the submitter and include an explanation about why.

Once that email goes out, it will include the explanation and the submitter can turn in the correct document. But we're gonna say that this one is perfect and we're gonna go ahead and approve it.

We can also include some comments, I think a thank you is in order, and that will be included in the email that's going to go off to the submitter letting them know that we've approved their document.

Now with that task done, and Sarah's pretty confident that that was easy enough that the new manager is going to be able to take care of some of those outstanding requests pretty quickly, she's gonna take care of a few items that have come in from a new document initiative, which is the flood insurance declaration.

So we're gonna take a deeper dive into that. And we wanna look at all of the flood insurance documents that have been submitted and need to be reviewed.

So you can tell that there are quite a number, she definitely needed to hire somebody. There are quite a number of under review documents that have been submitted in the system.

Let's just take a look at a single location. All right, we'll go ahead and open that up directly in the system. Make sure that the document is exactly what we need it to be. And you can see they have indeed submitted the flood insurance, but it needs to be reviewed and approved. And Sarah's company is also using PoliciesX1 in conjunction with documents.

So there's a policy that we can take a quick look at, which as you can see, lays out the flood insurance requirements, includes some helpful links if anybody wants to explore further, great. And we can take a look at what actually went into creating this request by opening the document type here at the top of the screen.

Okay, so you can see we have an overview including all of the general information about the document type, some rules about the document upload itself, applicability, which we're gonna dive into, visibility, who can actually see the document, that request and submission rules, and you can see we have a number of email notifications that have been configured and the review process and here you can see that this is a two-step process.

The first for risk management, once risk management approves it, it'll get passed over to legal who will give it a final approval and then we've also got our expiration and renewal workflow set up here And you can see there's a number of notification emails, including escalations if the document isn't submitted within the required time period.

Now, this entire workflow was easily structured when Sarah originally created the flood insurance declaration document type. Up top, we can see the policy that was attached to the request that we looked at, as well as a folder tool to help keep things organized.

Now, I'm really interested in the applicability and how the system decided on the locations we saw on Sarah's dashboard. So we're gonna jump to that section and see more details.

Now this is going to allow us to see exactly how the system knew which locations to send that request to.

And yep, that is because Sarah set it up to include all locations deemed a flood risk based on city. So the system simply looks for locations in those cities and automatically requests the document from them.

All right, so now we know why these locations got requests and we can get busy reviewing and approving them and hopefully watch that 37% compliance for rice pretty quickly.

So I'm gonna use the approve and continue button down here at the bottom of the screen. And what we're gonna notice is that this document is gonna move on to the next stage of the process and go to legal.

And you can see that right here. The flood insurance document is a waiting review and the department responsible for that is legal. Now, because I have magical webinar access today, I'm gonna go ahead and pretend that I'm the legal department give it a final approval. There we go.

So now that we've completed all the steps for that approval, if Sarah had enabled approval notifications when she created her workflow, all stakeholders would be getting a notification about it momentarily.

If she didn't want her own inbox to get too crazy with those notifications, she could have configured the document type to not send her an email on approval because she's going to see that information in her dashboard anyway.

But if she does want to see what notifications have been sent out, she certainly can by choosing the notification history on our left-hand quick links menu here.

And this is where she can review all emails that have been sent by the system.

And if this were a live site, she would also be able to see when the email was opened, if the link was actually clicked, or if there were any failures in getting the email to the recipient, those would show up here as well.

So let's open this up and take a quick look. All right, so we are looking at a copy of the exact email that a location manager received when their flood insurance document was approved.

Great, so let's click through here on the document link. They would have received this as well. And this looks exactly like the email that they would have received when the document was originally asked for.

So they'll get this document link to click through and upload their document. Super simple. And okay, so we are seeing a summary of the whole task. We can view the notification history, which lists all of the associated emails that have been sent. And we can also view the task history itself. Now, you can see here we have a really clear chain of custody record.

Who started the task? When? What additional steps were taken? And what the outcome was? Now, this particular transaction only had a couple of steps, but the chain of custody history will capture every step, workflow, status, included files, as well as any comments made.

Now, while the review of notifications and task history isn't the most exciting thing in this webinar, we know that a large part of a successful document compliance program relies on getting your partners to actually submit the documents.

So we have made this as frictionless as possible and given you ways to make sure it's working as intended.

Now, reporting compliance numbers and reviewing and approving documents are definitely not the only things on Sarah's plate.

She's been working on a new document initiative, and she's ready to finish creating the document type. She's already got a draft, and that is going to be a HACCP flowchart, so I'm just going search for that in drafts and there it is.

Okay and I have to tell you I was so delighted to show you everything I have so far but I'm really excited to get into the highly customizable build of your document requirements that made everything we've looked at so far look so easy.

Our product team including product manager Ben Terris who you've met and is looking forward to answering your questions, has truly created the best in class, set it and forget it document compliance platform on the market.

So let's take a look. Now she's already gotten to the workflow stage. So I'm gonna back it up to the general information page and we'll just walk through and see what she's already done.So she needs to start collecting those HACCP flowcharts from supplier facilities.

That sounds like a pretty easy task, right? But they have 1800 facilities in the system. So she needs to be pretty strategic about it. Which facilities? How is she gonna keep track? How is she gonna handle sending out so many requests? Not to mention the resulting influx of documents she'll have to review. And how does she ensure future compliance?

So let's see. All right, since this is a brand new document, last week she gathered her requirements and started building the request. She is ready to review her choices and commit. So she started with general information about the document. Basic stuff. What's the name? What's the description?

She knows that there are only some facilities or specific business types that she wants that she wants to assign the task to.

So she's turned that capability on and she'll choose those business types at the next stage. And yep, the company does have a HACCP program policy so she can attach this here. And this will be available along with all these links to the submitter so they know for sure what they're looking for.

And she's also keeping things nice and organized by putting this in the FSQA and HACCP folders. Okay, great start. So now for some details.

All she needs for this one is for the supplier to upload the flow chart, right? Nothing fancy, but if she wanted to, she could attach a template for them to fill out and return.

She could send them a document that requires them to acknowledge and understand the terms or even send a document that requires them to choose to agree or disagree.

She also wanted to send some additional instructions so she included those here so she sent an example flow chart template that was nice of her and made a few other notes now oh here we go and also let the system know that only one active document is allowed at a time Great, so who is this document type actually applicable to?

All right, so just a supplier facility. All right, now things get interesting. So she is choosing to only request the document from supplier facilities designated as high risk. And that's an attribute set up in the supplier record and in the Southeast region.

All right, and it looks like there are seven locations that fit those parameters.Now, if she wanted to add anything else, she could go ahead and find her next group to add to this. These groups are easy to set up.If she wanted to add all of the suppliers in Texas, she could do that here. And you can see that added 23 suppliers for a total count of 30 that this document will be requested from.

3Now, I'm not gonna mess her up, so we're just gonna go ahead and get rid of that, and we're gonna stick with those original seven.Now, if the document were specific to a product or a product category, she could filter her targets even further by that.

And now, okay, visibility. Who gets to actually see the flow chart at Sarah's company? And there's no reason that all internal users shouldn't be able to view a chart. And anyone associated with the facility or their corporate office can view and submit this document.

All right, great. So now she has set up her basics and it looks like every step is complete except for who's actually going to be reviewing the submitted document.

So let's see what she's done to configure her workflow and we'll finish things up for her. So in our request and submissions workflow, let's see, okay, it's going to be automatically requested whenever any new supplier facility in the Southeast region labeled as high risk is entered into the system.

How cool is that? She never has to worry about remembering this request again.Anyone at the supplier facility can submit the document.

If she wanted to, she could choose additional profiles that would be allowed to submit the document, but supplier facility should be perfectly fine. And yes, she wants to send a request notification to that entity.

Let's see, she's given them five business days to get the document uploaded before it's overdue and if it does become overdue, there are some follow-up notifications that we can look at.

So these notifications, this notification that you're looking at by the way, all of these are already written for you. However, you can edit them yourself at any time.

You could during implementation create your own wording or if you want to edit this for that one particular document assignment, you could do that right here.

Okay, she's added some additional reminders right down here just in case it's gone overdue. She's also escalated.

Okay, terrific, she's keeping everybody on task. We love that. And she has enabled the review process.

Terrific.Let's save those changes and move on. So how should the document be reviewed after submission?

Let's go check that out. So she's named this review step, risk management review. Oh, all right. And here's the step she was missing. So let's help her out with that.

We want to choose who at Sarah's company is actually responsible for reviewing the document and we'll let we'll say that either QA or risk management can do so that now those entities also have a window of time to go ahead and get that done and she has set a pretty hard high bar there.

They have three business days to get through that review and approval or return a rejection process. Now okay she could have chosen approve and continue if she wanted to set up a multi-step approval process like we saw earlier but this is just a single review process.

And so notifications are going to go out to everyone that it has been approved, rejected, or returned. All right. Everything looks great here. There's that return email if necessary. And we'll save those changes. And finally, expiration and renewal rules. Okay. Let's see.

All right, there are no official expiration date because it's not an expiration directly on the flowchart document, but she wants to keep track of things in the system, and so she has set it to expire one year after she has reviewed it, and she's going to send a notification out letting them know that it's expired.

Renewals, looks like Sarah wants to make sure that their suppliers are keeping things up to date and top of mind.

So she wants a new one, once a year, following her initial review. And she's got a notification going out about that.

And she's set up an additional notification down here where she's given them a 10 day heads up that it's about to expire.

So great, all right. Now that everything is complete, and we know that it is because we've got our nice happy green completes all the way across, we are gonna go ahead and move on to the confirmation page.

Make sure that everything looks just exactly the way we want it, and I think it looks great. So we are gonna go ahead and get this document type officially created.

Yes, I do want to. All right. So what the system is doing right now behind the scenes is it's evaluating the applicability rules and searching through your master data to find matches. It's creating a group of those locations and then creating a document record for each one. It's creating the tasks with due dates for the appropriate users based on how assignments in the workflow were configured.And finally it's creating all those predefined emails and reminders and fully automating the entire process so you can truly manage by exception.

So we're just going to do a quick refresh here since it's gone through all of its tasks and as you can see the system has just requested passive flow charts from or high-risk supplier facilities in the Southeast.

It's done, those emails have already been sent. So, now all Sarah has to do is let the system take over from here.

It's sent the emails, it'll send the reminders, it will notify her when one comes in to review, it's gonna keep track of when those documents are gonna expire and take care of all the notifications for that as well.

And with the integrated BI tools, dashboards are going to be automatically populated and updated.

I think the most valuable part of this is that it takes care of new requests automatically.

So now that that's set up, whenever a new supplier facility is set up in the southeast region and it's designated as high risk, the HACCP flowchart request is automatically created and sent. You never have to touch another thing to ask for that document.

So, now I have, I know we're getting tight on time, but I do have one last thing that I want to show you.

Because while Sarah has a lot on her plate, and that terrific dashboard keeps her up to date with her entire program, we know that executive oversight and insights are equally important.

So, we are getting a bit tight on time, and this particular dashboard has so many options. It is a beautiful thing, and it's designed to give you an even more robust overview of compliance across document types, geographic areas, internal locations, and partners. And so, I'm going to do a general overview here, and then we're going to drill down into and some really valuable insights.

Now, because the dashboard is so comprehensive and flexible, we've gone ahead and saved some of those queries as views so that I don't have to go through choosing each one of the things that actually went into building the views.

So let's just take an overview right now. We can see that we've got a compliance score, an overall compliance score of 43%.

Now that's a fairly simple formula that compares all compliant document states with non-compliant states, and it doesn't take any documents that are within their allowable grace period into account, so it gives you a really clean view of the true state of your program.

All of your document types are displayed here, showcasing their individual compliance scores, while also showing the document lifecycle workflow. Your location performance widget rolls up the overall compliance for each of your internal locations and partners and you can simply mouse over them to see their compliance status and identify any problem areas and we're going to get back to this one in just a second.

Your heat map is colored by overall compliance and instantly understood allowing you to quickly identify issues and managed by exception. Now, if you have an international presence, the map can simply be expanded to view other countries. And if you wanna get really granular, you can drill into any state or region just with the click of your mouse.

So let's say it's time for a strategic annual meeting or QBR or maybe a contracts coming up from renegotiation.

Every single facet of that partner's performance should be scrutinized and that certainly includes document compliance. So we're gonna take, we've got a QBR coming up for Osterian Farms right here. So we're gonna take a quick look at their compliance for their upcoming QBR. And we've already built this view, so I'm just gonna choose it, Osterian Farms.

And this is gonna give us a clear overall impression of their performance over any time period at all. We can see their overall compliance. We can see the type of documents that are specific to that facility. And we can identify any pockets of noncompliance at a glance.

We can also look at their entire document request history and issuance dates. So, this will break down into ones that are expired, approved, and when each of those things actually happened. This dashboard is also easily exportable in a range of formats, so it can be received in a PDF, in a PowerPoint. It can also be downloaded as an Excel or a CSV. So you can actually export this and it'll allow you to bring a kind of a physical dossier to bring along with you if need be. Or you can do as we've done and simply save the view and bring your laptop.

Now, your geographic data can be eye-opening as well. So we're gonna shift our focus to a regional VP role overseeing Utah and Nevada. So we've already saved that view. And if we click into those individual states that I just did, you can sort of see that their compliance scores across their document types are gonna add up to around 67%. And there that is right here.

But what we were really interested in are business contracts and certificates and insurance documents. That's all that we're really looking at for this right now.

So you can see the document types have all been filtered to just those types of documents. Now, creating a more complex view is easy. And so you can save as many of these views as you want.

If we want to drill down into just an individual state, we can do that. And you'll see we note some immediate areas of concern. You can see the certificate of insurance permits and licenses and property insurance. Insurance are at 0% compliance.

We don't have any current documents for these folks, but is that actually the supplier's fault?

So we're going to click on this one and find out. So yeah, it looks like there have been some issues with expirations. There have been a couple of our internal folks clearly did not get through their reviews.

But we do have a couple of current requests that they probably haven't had time to really look into yet. But something like the property insurance, nothing's been turned in, but we can see that it was only just now requested.

So yeah, we've got a high risk situation, but if these documents were only requested recently, it likely points to an internal issue, or it simply means that an awesome new tool was just provided to your team. But now these issues no longer go unnoticed.

So, identifying these geographical areas of concern really allow you to make strategic business decisions very quickly.

If this were a partner problem, you can assess if there were other suppliers in the region who may serve you better.

Or if it's an internal problem, that can be addressed too, after you've given them the tools to help them do their job, of course.

So again building views for this for those risky situations allow you to keep a close eye on those edge cases but you do have other tools at your disposal as well including subscriptions and alert.

So subscriptions allow you to stay updated at preset intervals.

You may want to receive a report about a high-risk situation every week until it's resolved and that's easily set with the feature or maybe you want to be notified once a certain benchmark has been reached for example if you have you know a document that's your canary in the coal mine you can set it up with an alert to notify you when it drops below a certain threshold or if you're into rewarding people for a job well done as we all should be, you could set an alert to notify you when a threshold has been exceeded.

So you can congratulate and reward your people properly. We have set up both alerts and subscriptions in this particular dashboard. And you can see that I was notified of one, also a comment because obviously the facility audit is coming up. And my boss wants me to follow up on the expired metal detection policy when I visit. Great.

We also received a notification for a particular store ID and what has happened with their entire compliance program.

Now, we're gonna kinda zoom back out into, get down here. We're gonna focus on some national document compliance for some high risk factors. So this composite includes document types related to health and product safety, such as fire safety certificates, metal detection, audit programs, infectious disease documents, and we've kind of run into 44% compliance across the country, and you can see by the history of document issuance and state-by-state compliance, so like FADA is at 38%, Utah is at 48%, drilling into those states we can identify compliance issues like third-party audits and metal detection.

We can also see which locations have the most outstanding documents. For example, Pennsylvania's hovering here at 30%. And to track some of these specific state KPIs, we can set up metrics for Pennsylvania, Texas, California showing their composite scores on all programs. And we can set up that alert for locations with two or more expired documents.

We can just drill through to expired, create the alert, and now it's set to notify you whenever two or more critical documents expire.

Now this was a really tightly packed feature-heavy 25 minutes, I know, but I hope we've given you a clear picture of how powerful BI tools, combined with the incredible comprehensiveness of DocumentsX1, allow you to understand document compliance at any level of your organization.

The ability to effortlessly track trends, drill into areas where improvements needed, and get actionable alerts and reports automatically sent to you, along with our automated processes, will dramatically transform your organization's document compliance program.

Removing the time-consuming tasks allows your team to tackle new initiatives, quickly address emerging problems, and collaborate more effectively with other departments, driving efficiency and innovation across your entire organization.

All right, I think I am running behind, so I know we have questions to get to. So I'm going to go ahead and turn things back over to Stephen and Ben.

Stephen Shaffer:

Excellent - thank you so much Kristy - for taking us into the platform and guiding us through what document management & automation looks like through a few common scenarios. 

So let’s recap just for a moment on some of the most notable attributes of DocumentsX1 and what they enable.

Document requirements for any scenario are defined and put into action - significantly increasing compliance & governance, and mitigating risk.

Both initial collection & renewal are entirely automated, saving you & your team countless hours of manual work & oversight in ongoing management.

And real-time visibility and reporting on status, needs, and risks for all relevant stakeholders - whenever you need it

Before we close out, we did also want to take a brief moment to speak to the wide application for document management.

Kristy showcased a few great examples and scenarios that we find really common across all customer and industry types that we work with. It probably goes without saying, but all businesses (of any scale, any industry) have a deep need and application for document management—

Whether it’s by simply saving time and resources in automating the collection, storage, tasks, workflows for documents

Or if you know, it’s across an expansive supply chain- with simplifying compliance for regulations and automating policies, audits, certifications, and more 

And this is an area we certainly want to hear from you on.

After consuming today’s session, if you have a unique situation where you have a question on best approach or how to manage, we would love to hear from you and chat about how to best tackle that need. 

So to that point, let’s talk briefly about next steps.

We’ll open it up for Q&A in just a moment, so if you haven’t already done so, go ahead and submit those questions.

But first we’ve shared a lot today, so what are some next steps you can take as far as putting into action some of the things we’ve chatted about:

First is revisiting and sharing this material. So next week, you’ll receive a follow-up email with a recording replay of today’s session. Give it a rewatch and share it with others on your team who may find value in it.

Secondly - as you discuss document management, reach out to your CMX1 teams regarding questions that arise or if you want to understand more about how these capabilities directly correlate to your unique program and needs.

And if you’re not a current CMX1 customer, on the next slide for our Q&A, you’ll see our emails listed as well. So feel free to give any of us a shout if you’re looking to learn more or have questions - we’ll help you out or get you connected to the right folks.

And lastly - we want to ensure you’re aware & maximizing the latest & greatest material from CMX1’s resource center. So here in the webinar, there are two resources available in the handouts section.

The first - is our overview guide for DocumentsX1 - has a lot of the info we shared today but in a bite-sized & digestible format.

The other asset is our newly published best practice guide for operational excellence. 

Document management is often an integral piece of a broader, holistic operational excellence program. This guide does a really nice job of providing an overview for how an OpEx platform helps empower front-line teams, meet those quality & safety standards, andachieve that “always on” compliance. So if you haven’t checked it out yet and it sounds like it’s of relevance for you, I highly recommend giving it a peek.

If you are currently watching a replay of this recording, these resources are also available on CMX1.com, so you can easily download them there as well. 

All right, so let me pop on my camera as well as we get into Q&A so you can see all of us. I know we've collected a few questions throughout the session.

If you have any additional questions or comments, go ahead and drop those in the Q&A as well.

Kristy Graves:

So, even since I'm the one who kind of may have run over, I did try to answer a couple of the questions real quick in there.

I know that Emily had a couple, if we have time to address those.

Stephen Shaffer:

Yeah, I think especially that first one is a really good one. Can you request documents from a specific person as opposed to groups?

Kristy Graves:

And that is absolutely. Ben, you want to talk about that?

Ben Terris:

Yeah, sure. So we obviously focused on automated compliance here, but what happens when you want to target a specific audience, a specific location, as an example. You can certainly request the document manually by just simply going to that entity's record or going to our documents list in which you can click a button and specify that very specific information. On a broader scale, when you do automation, obviously you don't want to be manually entering all of the contacts for a vast number of business entities. So this is a very specific purpose, but yes, you can absolutely be direct in who you're contacting.

Stephen Shaffer:

And this other question as well, perfect to answer in the chat, can you customize the message that shows during those loading screens?

Absolutely, yes, that's something that we'll work with you on implementation.

The other question we have is we have a small team approving requesting and managing thousands and thousands of documents. How do we realistically manage this in a system like this?

Ben Terris:

All right well I guess I'll take that one again. So again we spoke to automated compliance but you know when we bring a new customer on board you know you already have you know a vast array of business entities that you're doing business with, you might be working with a relatively small team, and so you don't necessarily want to automate requests all at once across all of those entities, right?

So we have another little fancy feature called projects, which is a bulk document request function. So if you don't have documents, that specific document type set to automation, you can be very, again, specific as to which business entities you are requesting specific documents from, and then target those business entities and you can track, you know, their compliance against that project over the course of that project, if you like, if you see fit.

But, you know, the system is really flexible to really cater to, you know, where you are as a business in addition to what you want to become as, you know, you wanna become increasingly hands-off over time.

So, really up to you there.

Stephen Shaffer:

Excellent. Excellent. Thank you, Ben. We have one more question that I'll pitch out here in a moment, but I'll put up the last call. If you have any questions at the moment, go ahead and get those in. If you think of questions later, that always happens to me. I'll think of a question as soon as this session is wrapped. Feel free to reach out to your CMX1 team at any time or reach out to any of us here via our email. We'll get you the answer or support you need. 

But final question for the moment, and Kristy, I'll throw this to you and then you'll be able to chime in with anything additional as well.

Any opportunities to configure an escalating reminder process for a document? So for example, first reminder, second reminder, third, with notification to alternate roles or specific contacts.

Kristy Graves:

100%, you could set up 10 if you wanted to. So there was one, if you watch this back, there was one document that we had set up that had several reminders in it. I think there was a reminder number one, which was set for something like five days after the due date.

Reminder number two, which was set for an additional three days after that. And then it got escalated to an area manager and then a regional manager.

So absolutely, those are unlimited and you can set them up with various configurations for all different roles and specific contacts, 100%.

Stephen Shaffer:

Easily done. Excellent. Yeah, that's a really good question, Davin. Thank you for asking that one.

I'll throw in one more here really quick. I'll throw this to you, Kristy.

Does this system only include documents like physical downloadable documents, or it also acknowledgments and forms be included in the reporting?

Kristy Graves:

Yeah, absolutely. Again, if you watch it back, we did have an area that allows you to send forms, it allows you to send templates, and yes, those can certainly be considered within that document compliance.

You could even set up a dashboard that was specific to forms or acknowledgements so that despite the fact that it's not maybe considered for you part of your overall document compliance, you could sort of break it out into its own individual thing. Like this is my acknowledgements compliance dashboard. So yep, easily done.

Ben Terris:

I will add to that as well, you know, you have the flexibility to, in addition to receiving acknowledgments back from your stakeholders, to allow them to comment on whether they agree or disagree with the document that you submitted with additional, you know, manual comments.

And that way, you can spin that request into a review process in which maybe somebody is 100% on board with what you were suggesting. They can speak to you directly. You speak back to them all, you know, automated through a review process in the system. And then at the end, you that stakeholder can determine whether that document is compliant or not.So you really have the flexibility to determine how for each individual doc type, you want to manage document compliance going forward.

Stephen Shaffer:

Excellent. Thank you, Ben. And thank you all for the really good questions today. Thank you so much for the engagement there.

And again, if you have any questions later, feel free to reach out to us anytime. I think that does it for us today. Thank you Kristy, thank you Ben. So so grateful for your expertise & support in today’s session. And moreover thank you all again - for taking the time out of your day to join us. We hope you found the session valuable, and look forward to continuing the conversation and seeing you all again soon.

Thanks, and have a great rest of the week! Take care.