BPM for Computer Hardware Industry

Top APAC computer vendor automates document management

Client Business Challenge

The client wanted to improve team collaboration by improving the effectiveness of the submission, storage and access of key documents and information. A central repository was required, both to store all documents and to provide traceability. The approval workflow for documents needed to be streamlined, including the sending and receiving of information via 3rd party systems at each workflow stage. Integration with Microsoft Outlook in order to send automatic email notifications was also considered vital.

Comidor Solution

A cloud BPM installation was deployed, to automate document entry and review. A standardized information flow was implemented, using Comidor’s low-code capability. With this solution, the appropriate people are notified to review the content of sensitive documents based on defined authority levels. Real-time status monitoring of each document is available either from Comidor dashboards or through email notifications. Information is obtained from 3rd party systems at each decision stage and integrated with company data to give users a holistic view before making decisions. A central repository tracks all changes and maintains a version history of all documents.

Automation of Document Review

The approval workflow implemented for all documents now contains multiple step approvals with the added visibility of automated email notifications sent on completion of each workflow stage.

Increased Staff Productivity

A document uploader was deployed, allowing quick and easy access to any document. Custom fields containing checklists have been set up for document reviewers to fill in, determining whether the document will proceed to the next stage or be sent back to its creator for changes to be made.

Integration with 3rd Party Systems

Using the REST API in Comidor’s workflow designer, 3rd party systems are integrated with Comidor, taking information from workflow stages. Using queries in external databases, users can also view data from other systems before deciding on the appropriate action to take at each stage of the workflow.

Reliability and Security

There is no requirement to manually find or choose the relevant people to review documents – everything is automated based on the organization setup. In the Documents repository access is revoked or given to users based on the access rights assigned to each document.

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