As an Authorized DocuWare Partner, Toshiba was very familiar with DocuWare and its capabilities; they knew it was robust enough to meet all of their needs. Initially, DocuWare was rolled-out to just the Texas offices, but it was so successful it was subsequently expanded to every Toshiba Business Solutions office in the United States.
Each time a sales order is created by a sales Account Executive a coversheet or passport is created using an Excel template then saved to a watched folder along with the sales order. The information on the passport is used to automatically index and route the document through an established workflow, allowing many departments to access different parts of an order simultaneously. The passport provides a place for notes and electronic stamps. It records a document’s “travel history” and becomes part of the audit trail. In order to eliminate double data entry and improve record quality, DocuWare is integrated with several other key business applications.
When a sales order is created in Toshiba’s Oracle ERP system, each sales order is assigned a sales packet number. Whenever a supporting document is stored in DocuWare, its unique document ID is changed to the sales packet number creating an index term that can be used as a “match code” between the ERP suite and DocuWare, allowing the company to pull information back and forth between both systems, keeping them running in tandem. Other documents such as shipping tickets and invoices that are created in the Oracle ERP system are also automatically indexed and stored in DocuWare.
“Integrating Oracle and DocuWare saves on keying information and we are able to move data both directions between databases which ensures the quality and accuracy of both key business information systems,” said Scott Robinson, Director of Operations and Acquisitions-East for Toshiba America Business Solutions.
Toshiba has also integrated DocuWare with its CRM application, SalesForce.com. When a Sales Rep logs into SalesForce.com, they can click on an imbedded DocuWare link and gain access to only their sales orders in DocuWare.
With over 650 Reps in the field and constantly changing territories, keeping up with access rights updates was challenging. By giving reps access to DocuWare through Salesforce.com, Toshiba Business Solutions has been able to manage the access rights of two systems within just one, providing document security and easing the burden on the IT staff.
“With best practices in mind, we often hear from the field, wouldn’t it be nice if… and we work hard to make those statements come true. Managing DocuWare access rights through Salesforce.com evolved out of a wish to access all information relative to a customer from one system. With the flexibility and toolkit DocuWare provides we were happy to be able to make that happen,” said Robinson.