When it became clear that the situation was no longer sustainable, the company looked for alternatives for its document management needs. In addition to ease of use and scalability, key selection criteria included a multilingual user interface and on-site support in Singapore. Hydratech Industries became aware of DocuWare through various references and ultimately chose DocuWare.
Integrated Version Management
The first requirement was to easily transfer of several hundred gigabytes of data from their old folder structure to DocuWare. Thanks to its seamless integration into Windows Explorer, this task was solved simply by drag & drop. The installation Partner created DocuWare file cabinets with index fields that corresponded to the original folder hierarchies. Folders were then transferred with a simple click of the mouse: DocuWare automatically indexed the files it contained without any manual intervention.
Today, around ten employees work with the system every day, and the DocuWare rights system controls all access profiles. Using various index terms, documents can be opened from their archive with just a few mouse clicks. The integrated version management is just as simple: If an engineer revises a production plan, for example, the document is first checked out for editing. After completion and check-in, DocuWare automatically forwards the new plan to a project manager for approval. This means that the complete history can always be called up; for example, to determine which changes were made by which colleague at what time. For important version changes, DocuWare even notifies the entire project team by email.
More Power Thanks to Digital DMS
With its purely web-based interface, any authorized colleague can access the central document pool from anywhere and at any time. At Hydratech Industries, this is particularly beneficial for the sales team, which travels a lot and can now access important customer documents while on the move: inquiries can be answered quickly and the company has been able to significantly increase its sales productivity.
DocuWare‘s influence becomes particularly clear in how the company has been working together. Fewer errors occur because employees are always using the latest document version. Quick approval processes are guaranteed, allowing the Asian high-pressure specialist to complete projects more quickly overall. Thanks to electronic document management, the company's competitive edge has been significantly sharpened.