After the selection process and preparatory work conducted by their DocuWare Partner, they began by implementing the DMS in the Purchasing department on January 1, 2020. Here all procurement processes needed to run smoothly , from ordering office supplies to machine parts , at both locations. This was often cumbersome and error-prone pre-DMS, when paper documents had to be searched for in file cabinets and then shared or transferred between office locations. Today, this is all handled with a tremendous degree of transparency in the DMS. Employees who are authorized users have all the data available immediately allowing them to seamlessly complete any task.
Integration of SAP, Outlook and in-house development
KLEiN works with SAP as their ERP system, in version R3 EHP7. Providing an interface between SAP and DocuWare was a "must-have." Automatic filing of documents generated by the SAP system increases efficiency as well as the security of their processes. Automatic central filing ensures that invoices, order confirmations, delivery notes, incoming and outgoing orders are instantly and widely available. Their Outlook integration ensures that emails belonging to a process are archived. A self-developed solution for their Sales department, which is used to generate proposals, is also integrated with DocuWare. KLEiN also added digital personnel files to their system. Thanks to the scanning service of their DocuWare Partner, all documents were imported into the file cabinet, so that Human Resources processes could be digitized.
Digital Personnel Files
According to KLEiN, the fast search, increased efficiency and transparency of workflows are significant improvements brought about by the DMS, the company now benefits more regularly from early payment discounts. And thanks to the DMS, according to their employees, nothing can be overlooked or forgotten.
