WSM Personal also owes its success to its lean administration and efficient processes. Personnel services are an industry in which a large number of documents are created. There are now around 100,000 documents that WSM Personal has stored in the cloud-based solution. These are mainly personnel documents - from employment contracts and references to certificates, registration confirmations, sickness notifications, vacation applications and payroll slips. To manage the volume and avoid over loaded filing cabinets, WSM Personal has exclusively managed all documents digitally from the outset, initially in its own homegrown file system. But the desire to be able to access the documents quickly from anywhere prompted Markus Maier to look for a more robust, cloud-based document management system in 2015.
Integrated signature process
With DocuWare, WSM Personal has set up various workflows, such as for handling car contracts or vacation requests, which are managed with web-based forms. Managing employment contracts is a central process at WSM Personal. Since the company recruits its staff from abroad and applicants want to have a signed employment contract in their hands before they leave for Germany, a digital signature process is essential for WSM Personal. WSM uses a signature app that’s part of Zoho, a cloud-based CRM software.
Both cloud applications - DocuWare and Zoho - are connected to each other via Make integration platform. The link is created by using a personnel number, so that documents stored in DocuWare for an applicant, covering a complete history, can be displayed directly in the Zoho interface. Workflows have also been set up on Make to regulate how various document types in DocuWare are handled – for example, whether they are to be automatically forwarded to a tray or file cabinet.
With employment contracts, drafts are sent directly from Zoho to a candidate for signature - at the click of a button. The applicant can then sign the contract on a smartphone or tablet with a finger or pen. The signed contract is then routed via the Make platform according to document type. At WSM, signed contracts will automatically end up in the DocuWare tray, where they are checked one more time and then archived.
Digitization and document management are a part of the DNA of this personnel service provider, whose business applications are now run entirely in the cloud. In addition to its industry focus and service orientation, the optimized internal processes are the service provider's particular strength. WSM Personal has established itself as a strong medium-sized company in a market populated by several thousand providers, including major international players.