Document management promotes growth
During the software selection process, a DMS extension module of their BMD accounting solution was considered. But in Stefan Koenig's view, this option lacked flexibility and modern design. A project management system with a DMS component was also considered, which offered some other options, but would also have meant a lot of in-house development. The Authorized DocuWare Partner located near Linz was able to present the right mix of forward-thinking technology, preconfigured workflows and numerous existing reference customers.
After choosing DocuWare in April 2020, the first step was to capture incoming invoices electronically as well as approve and process them via DocuWare inbox. This important step on the way to a paperless office was completed within a few weeks. At the end of May 2020, the Process Manager focused on the central operational workflows of the company, which today sees itself as a leading provider of fiber optic Internet across much of Austria. It’s all about managing Internet contracts, which Noehmer has been concluding as if on an assembly line since 2020. In the central document pool, all existing contracts, many of which were handwritten, were first scanned in, with about 50 percent of the index data being read automatically and the rest having to be added manually afterwards. In this way, the approximately 4,000 old contracts have been digitized and can be found in a matter of seconds. Today, the sales department enters new Internet contracts using a tablet and a web form, which is then archived electronically.
Fast troubleshooting thanks to DMS
The digital contract archive is linked to the software OPENService, a solution used at Noehmer for providing Internet connections. Via Doc-ID, the customer contract managed in DocuWare is linked to the operational processes in OPENService, from provisioning or configuration of the connection to billing. Digital contract management makes the process transparent and indicates, for example, if a connection modem is still not online after three days. The cause is immediately investigated and the problem rectified.
DocuWare is also involved in the process of acquiring new customers for the Internet provider: By comparing the data with the property data from the Austrian Federal Office for Weights and Measures, it is possible to see which households in a newly developed residential area do not yet have a connection and can consequently be assigned to sales representatives as leads. In this way, the DMS supports the company's strong sales dynamics and rapid growth.