With a special test account, Hilpertshauser was able to see whether DocuWare meets all the requirements for his company. In August 2017, the DMS was first introduced for accounting records and then expanded into order processing. Additional hardware was not needed. To scan documents, employees use an existing multifunction device. Even if order processing without paper was at first unfamiliar, the system was easy to adopt. Four of their 17 employees now regularly work with DocuWare. All incoming documents such as customer orders, delivery slips and invoices from suppliers are scanned, tagged with Intelligent Indexing and stored in the central document pool. The company’s most important contracts are now immediately available for authorized employees to access. DocuWare is seamlessly integrated into their SAP Business One ERP system as well as the company's proprietary bidding solution. Outgoing documents, such as order confirmations, delivery slips or AP invoices issued to customers as well as orders from suppliers are all automatically stored and indexed in DocuWare via the print function.
The quick and uncomplicated storage of documents relieves their administrative staff. Simple workflows were set up to streamline some workflows, such as for writing order confirmations. Once a customer order has been stored in the central document pool, it automatically appears in the task list of the responsible employee. The employee then creates the order confirmation in SAP and checks whether it has been archived by entering the order number in DocuWare. This completes the workflow. "We can be sure that no order is lost along the way, that every order is properly processed and confirmation goes out to the customer," according to Michel Hilpertshauser. Another workflow, for example, ensures rapid processing for ordering raw materials.