Finding that its current tool was too isolated from its ULIS ERP system, that it lacked flexibility, and that the development costs required to extend its initial scope would be excessive, Néotoa decided to abandon it in favor of DocuWare, which won both contracts with its partner. “We found the DocuWare solution to be much more flexible, it gave us greater interoperability with our business tools and, in financial terms, it was much more competitive than competing solutions,” explained Fabien Armand, IS Manager.
Integration with the group's business applications: ULIS ERP, Neopost for outgoing mail, Innax for asbestos diagnostics was well received. “We received very proactive support from DocuWare. They were able to set up the various workflows and integration between our business tools quickly using web services,” Fabien Armand went on to add. With over one million documents stored in the EDM and 340 licenses in use, DocuWare is also widely used internally for digital archiving and document viewing.
Finally, use of electronic signatures, integrated in the DocuWare EDM, is a major advance over the former system. Integrated during the Covid-19 pandemic, this solution was very beneficial during the lockdown for business continuity, especially in a remote working context. Another benefit is the collection of rent from tenants, through the digital signature of payment plans (or payment schedule in the event of unpaid rent).
“In just 15 days, we saw immediate benefits in signing payment plans with our tenants. It used to be difficult to get more than 50% of documents signed in paper format, with postal mail entailing lengthy delivery times, but we obtained 100% of electronic signatures in a very short space of time. We hadn’t anticipated such a success, this is a real benefit in terms of processing time, gains in productivity and cash flow," concluded Fabien Armand.
After a tenant is contacted by phone, a follow-up email is subsequently sent out and this is signed digitally by the tenant and sent back by return. Just over 8 months after the roll-out, Fabien Armand is very enthusiastic about the DocuWare solution. The features the solution brings, such as indexing, web service catalog, integrated electronic signature and interoperability with the IS are key factors in this success.
