DMS - Document Management System

Document Management System

Document Management System
BeOne DMS software for Electronic storage

To make your company lean and flexible Nova Systems has developed in BeOne an integrated feature that has become essential for all forwarding agents and logistics operators who want to store a large amount of business and administrative documents and need to find the information they need quickly and effectively. We are talking about the Document Management System (DMS), the system in which the user can manage electronic storage and substitute it. A real ally in the organisation and simplification of the company because it allows documents to be ordered, stored in a secure place and shared at all times with company members through virtual files. The use of paper can thus be eliminated once and for all.
All this is possible thanks to the power of the Nova Systems Cloud and the security of the software house infrastructure.

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DMS software

How does DMS software work for electronic archiving?

The DMS is a strategic integrated feature for every business because it becomes a fundamental support for business growth. No more paper packages on the desks (printouts of customer request emails, invoices, transport documents, etc.). All this becomes a distant memory because documents are managed in electronic archiving format.

All paper documents can be scanned and linked to the shipment in a quick and easy way: just apply a barcode label on the sheet, scan it and this document is immediately visible on the shipment.

If, on the other hand, documents are already in a digital format (e.g. .pdf, .doc, .jpg), it is possible, using the integrated Electronic Archiving feature of BeOne, to make a simple "drag and drop" of the document and archive it on the shipment.

Through the DMS it is also possible to take advantage of the Attachments feature, which allows you to issue and send any document from BeOne (e.g. the document remittance) by email, attaching at the same time the customs bill previously received by the customs broker.


Electronic Archiving is linked to the Collaboration Platform, the collaborative platform developed by Nova Systems to digitize business processes. Thanks to this integration it is possible to provide its customers with web access through which the documents of which the customer is the owner are displayed and downloaded.

The DMS is also integrated with all modules of the BeOne Suite, starting from the operational ones such as TMS, WMS, CRM: from the shipment the operator is able to view in one click the documents attached to the spot offer.

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With electronic storage, Nova Systems' sustainable cloud helps the environment by reducing paper usage while improving production processes and helping cut costs. It's the paperless principle, which helps to eliminate geographical boundaries: a paperless office can provide immediate access to documentation, wherever employees are located, with a significant increase in productivity.

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What are the ADVANTAGES of using BeOne electronic storage?

  • • We talked about the elimination of paper. There is no longer any need to print the documents, everything is in digital format;

  • • Considerable savings in terms of time. All the relevant documents are attached to each shipment and the information is so easy to trace;

  • • The new digital frontier of electronic archiving makes it possible to reduce the possibility of human error;

  • • All documents integrated with them are made available to their customers thanks to the Collaboration Platform.

The Steps to Arrive at Go Live

When you step out of your office, there's a world going on that accomplishes everything you have planned. A sense of protection and security: Since 1981, the sense of serenity transmitted by Nova Systems' solutions is the premise with which allows you to feel satisfied at any time of the day. Looking to the future with confidence and without worries. Choose BeOne.



• Project profiling

• Demo & Analysis Specificities

• Individual meetings

• Project presentation

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• BeOne contract

• Start up activity confirmation

• Contract signature

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• KickOff with Key Users

• Cloud Environment creation and software parameterisation

• Data Migration

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• Individual or group training

• Training through the NovAcademy Business Unit 

• Support in the use of company funds

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• Physical presence of Product Account Managers at customer locations/branches

• A Team is in the Nova Systems office to support the company 

• The customer uses BeOne to manage the entire operational flow 

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• Application and Cloud Help Desk Support 24 hours a day, 7 days a week, 365 days a year

• Individual technical consulting and project analysis

• Release with new features and new products 

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• After the Go-Live, between Nova Systems and the client, a relationship focused on the company’s growth begins

• The Customer Success Manager becomes a trusted partner, with a proactive approach towards the company

• The CSM guides the company’s collaborators in discovering the BeOne solution full potential, to make the most out of every functionality

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