How Long Does It Take to Implement DocuWare?

DocuWare is often implemented in between 3 to 20 days, depending on the complexity. This is quite a big difference. In this article, we will therefore answer any questions that you may have about what affects the time and complexity of implementing a workflow automation solution such as DocuWare.

Part I: What affects the implementation time of a cloud workflow automation solution?

The implementation time of a cloud workflow automation solution like DocuWare can be influenced by several key factors. Here are eight main areas that have a significant impact on the duration and success of such a project:

Access to the experts

The knowledge and expertise of the consultants or implementation team in the specific application area and industry are crucial. For solutions like DocuWare, implementation time can vary depending on the vendor's experience and track record.

We recommend selecting vendors with a strong background in these areas as well as familiarity with your existing business processes. This can significantly reduce the implementation time through a deeper understanding of industry-specific challenges and best practices.

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Availability of best-practice solutions

Traditionally, document management and workflow automation have required lengthy and cumbersome planning and implementation. However, some vendors now offer ready-to-use packages that can shorten the implementation time from weeks to days. Different vendors use different names for these best practice configurations:

• preconfigured solutions
• best-practices solutions
• solution templates
• solution mock-ups

These ready-to-use packages can be implemented in a matter of days, enabling you to digitalise and automate key business processes such as contract management, invoice processing and employee management.

Complexity of business processes

Many companies end up with complex processes simply because they’re doing what they’ve always done. This can make their jobs harder, especially without modern technology to help. We see it all the time: companies hampered by legacy systems, struggling with too many steps and decisions that slow everything down.

But there are reasons for optimism. By acknowledging the complexity, we can start the journey to simplification. The more complex the business processes, the longer it can take to implement a solution. Configuring the workflow to accurately reflect that complexity takes more time and effort, especially if the processes involve multiple steps, decisions and participants. However, this pays off in the long run as a simplified and streamlined process will have a positive impact on your team’s daily work.

At DocuWare, we like to simplify the complex. That’s why we break large processes down into smaller ones and tackle them one at a time. This methodical approach allows us to address each component with the attention it deserves, ensuring that no detail is overlooked. When we simplify these processes, we’re not just making things easier right now. We’re also setting you up for a better future. Streamlining the way things get done means your team can work more efficiently every day. That efficiency isn't just about speed; it's about making your team's work more meaningful and less stressful. And when new technology comes into play, it fits seamlessly into your workflow smoothly. Adopting new technology becomes less of a challenge and more of an opportunity to further improve your operations.

Integration with existing systems

Integration with existing systems (like ERP, CRM, etc.) can be time consuming. The complexity of these systems and the level of integration required (such as data synchronisation, user authentication, etc.) can significantly impact the implementation timeline. It’s difficult to give an estimate, but based on the experience from over 10,000 projects, it can be anything from a few hours to couple of days per system. There are two elements that play a crucial role in the integration: the workflow solution that you want to use and the target system that you want to integrate with. When you choose a solution like DocuWare, integrating the system isn’t an issue. Here’s why.

Yet you still have the target system that you want to integrate with. Below is a list of six elements that can affect the time and duration of such an integration:

• Complexity of the system: The more complex the system you're connecting to DocuWare, the longer it will take to integrate. Think of it as putting together a complicated puzzle - the more intricate the pieces, the longer it takes.
• Available API for integration: Check if the third-party system has an API (Application Programming Interface) available. This functions like a bridge that allows DocuWare to connect and communicate with the other system. If the API is robust and well documented, integration can be smoother and faster.
• Support for iPaaS platforms: Determine if the third-party system can work with iPaaS platforms such as Make or Power Automate. These platforms make it easier to connect different software applications without a lot of technical know-how. If the third-party system is compatible with these platforms, integration may be more straightforward.
• Available modules for integration: Check to see if the third-party system has pre-built modules or plug-ins for integration. These are like ready-made parts that can help speed up the integration process because they're designed to connect to systems like DocuWare.
• Installation type – cloud vs. on-premises: Understand how the third-party system is installed. Cloud-based systems may be easier and faster to integrate with DocuWare than on-premises systems, which may require more technical work.
• Access to experts: Having access to experts who understand the necessary parameters for integrating with the target solutions is vital. These professionals can navigate the technical aspects and ensure smooth integration.
• Maintenance & support (M&S) of the target system: Check whether the third-party system is currently under maintenance and support. If you encounter any issues during the integration, it is important to be able to open a support ticket with the current supplier. This will ensure you get the necessary help when needed.
• Support from the current supplier: Finally, consider the stance of the third-party system supplier towards this integration project. Will they support your integration efforts or could they be a potential obstacle? Their cooperation can significantly impact the success and speed of the integration process.

If you would like to evaluate the integration risk of your project, download our scorecard.

If you have any further questions, reach out to us!