Remote installation , no problem with DocuWare
The DocuWare Partner took a systematic approach to implementation: after defining all requirements, they first created a configuration development as the basis for a pilot system, which was then put live after final approval. The data from the legacy system was also migrated during this process. A special feature was that the DocuWare partner based in Latvia carried out both installation and setup completely remotely: an on-site meeting only took place for the training of end users. Depending on the format, incoming documents are now either scanned or transferred directly to DocuWare in electronic form, for example when they are received as e-mail attachments. DocuWare automatically indexes standardized records, such as supplier invoices, based on the document content. In the case of incoming invoices, an approval workflow begins once the records are stored. The solution determines the correct workflow steps for each case and sends the invoices to the responsible department management, controlling and accounting. In the final step, DocuWare transfers the relevant invoice information to the iScala accounting system so that the appropriate data records can be booked there without double work for accountants. The workflow for other documents, such as supplier contracts, is similar, and even includes an electronic approval signature in some cases.
Automatic work steps = more efficiency
Today, all 50 Linstow Group employees work with DocuWare. The solution ensures that project documents are stored securely and quickly in the digital document pool and can be easily retrieved later. Likewise, project-relevant documents can be exported at the push of a button, along with the DocuWare search function, and handed over to external companies, for example, after the final completion of a construction project. Internal workflows and approval processes are now much easier to control, too. Where employees used to laboriously document cost allocations to different projects in Excel, invoice amounts are now split directly during the digital DocuWare workflow and transferred to the accounting system accordingly. This saves the company many manual steps and allows employees to work faster and more efficiently.
