Business supplies and services: Customer portal for document digitisation companies
A customer portal for document digitisation companies where clients review sample files, follow progress and sign off handover lists, without scattered emails and files in different places.
What customers of document digitisation companies want to see.
A scanning project has a few decisive moments for the client: approving the sample files, answering questions about unusual documents and signing off the handover list. Document digitisation companies often handle this by email with attachments, or through a sharing link that expires after a week. The records manager forwards the samples to a colleague, who comments on an older version. At handover it is unclear which boxes have already been returned and which are awaiting destruction. A portal needs to record those moments in one place, with the right access for the people who decide.
Customer portal for document digitisation companies
Example- 1
Scope access per project
DonePer project you set who at the client has access and what they can do.
- 2
Show samples and progress
In progressSample files appear in the portal with an explanation of the chosen index fields and file names, and the client can comment on each file.
- 3
Record the handover
NextAt the end, the handover list is ready with every box, the number of files and the route for the originals.
From invitation to approval.
Scope access per project
Per project you set who at the client has access and what they can do. The records manager approves samples and signs off, an application manager can review the file layout and a department head only sees progress. Access ends when the project closes unless agreed otherwise.
Show samples and progress
Sample files appear in the portal with an explanation of the chosen index fields and file names, and the client can comment on each file. After that they see progress per stage and per box: collected, prepared, scanned, checked, delivered. The project lead's questions about unusual documents appear next to the box they concern.
Record the handover
At the end, the handover list is ready with every box, the number of files and the route for the originals. The records manager signs off in the portal. That sign-off is stored with a name and timestamp and forms the basis for returning or destroying the paper.
Less email, the same records.
Clients of scanning bureaus usually have their own document management system or case package where the files end up. The portal does not replace it and is not meant as long term storage for the scans. It is the workspace during the project: samples, questions, progress and handover. Final files are delivered along the agreed route. You own the batch data and progress; the client owns the documents and the decisions about the originals.
Files through the portal or direct
The portal suits sample files and smaller deliveries. For large volumes, delivering straight into the client's system or on a secure storage device is often more practical. The portal then only records that the delivery happened and what it contained, so the handover can still be found in one place.
Questions per box or in one list
A single list of questions gives an overview but makes it hard to see which box is stuck on an open query. Questions per box show exactly where work is waiting but fragment the picture. The portal shows both: per box alongside progress, and as a combined list for a records manager who wants to answer them in one go.
Sign off per delivery or at the end
Large projects often deliver files in parts. Signing off per part gives certainty sooner and allows paper to be returned part by part. Signing off at the end is simpler but keeps all originals out longer. Per project you agree which approach suits the volume and retention policy.
What customers find in the portal.
Clients get access per project, sample files with comments, progress per phase and per box, questions about boxes and signing off the handover list. That is ready before the first client logs in. Together we replay a project where the samples are approved in one go, and a project where the client wants to change an index field after the sample. Deliveries in parts and recording direct deliveries can be switched on later.
View pricingSupport and updatesGood to know.
Explore pricing and optionsHow long do files stay in the portal?
For as long as the project runs and then for an agreed period, so the client can check everything arrived properly in their own system. After that the files are removed from the portal. The handover list and sign-off are kept as evidence of the transfer.
Can several people at the client review samples?
Yes. Anyone with access can comment, but only the designated person approves. An application manager can look at file names and an archivist at completeness, while it stays clear who makes the final decision on the samples.
Can clients see which staff member handles their files?
No. The portal shows progress per stage and per box, not who processed which batch. That information is on the batch cards and can be shared when there is a specific question about a missing page or an indexing error.
Can the client make an urgent request through the portal?
Yes. For a box not yet processed, they can flag that a particular file is needed sooner. It reaches the project lead as a request, who checks the schedule for what is possible and replies through the portal with when the file will be available.
What often connects to this.
- Digital job cards for document digitisation companiesDigital job cards for document digitisation companies: a batch card that follows the document sequence from box to file, so order, preparation and checking can be proven per batch.
- Website for document digitisation companiesA website for document digitisation companies that explains scanning services, indexing options and the handling of originals clearly enough for a records manager to recognise their own project before enquiring.
- Enquiry form for document digitisation companiesAn enquiry form for document digitisation companies that captures box volume, document structure and the desired file layout, so a scanning project can be assessed before anyone visits the archive.
One place for your customers.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Customer portal for document digitisation companies: review sample files, follow progress per stage and sign off handover lists in one place.
- Scope access per project
- Show samples and progress
- Record the handover