Aside from the technological functionality of DMS solutions, quick adoption by staff working with the system is a decisive factor in measuring the success of DMS projects. "DocuWare's intuitive user interface has made a big difference for our employees – even those in the 50+ generation. They are using digital workflows today as if they've never done anything else," says a delighted Florian Spiess.
For example, incoming invoices are collected centrally and stored upon digitization together with all incoming invoices received by email in electronic document trays set up for staff. After invoices are examined by a division manager and then approved by management, the invoice is settled by the accounting department. In the past, the paper-based processing path was often tedious and documents were often lost. Today, they have transparency: the processing status can be checked at any time by pressing a button and, if necessary, urged along with reminders.
While a project’s documents had often been distributed in various file folders in the past, staff can now display all documents of a project clearly on a screen. "This is a big advantage that greatly simplifies processing, improves our ability to quickly answer a customer’s questions, and enables us to send copies in a matter of seconds to suppliers who might have lost receipts," says Spiess.
Depending on the season, Florian Spiess estimates that they have between 8,000 and 12,000 documents that are currently stored monthly in their central document pool. He also reports that in addition to incoming invoices, delivery receipts are scanned in large numbers and automatically indexed. "Due to the high number of similar scanned documents, we have a very high hit rate for automatic document recognition, which makes digital filing that much easier and faster," adds Spiess.