Re-engineering document and process management system

It facilitates not only the exchange, management, and storage of information, but also optimizes business processes, improves the quality of communication, and reduces the likelihood of errors.

Our client is a leader in the field of document and process management systems with 17 years of experience, providing service for 350 clients worldwide. It provides its services to clients in governing institutions, the power industry, and the financial sector, and it is important to use innovative and effective solutions for these areas.

The joint project was aimed at improving and modifying the current management system and creating a new product: a modern electronic document signing system that is adapted for small businesses. This was due to the fact that the existing solutions on the market are focused on large clients and state-owned enterprises, which makes them massive and not always suitable for small companies.

The joint project was divided into two directions. The first direction was related to the improvement and modification of the current DocLogix™ document and processes management system. This system provides reliable software solutions that effectively optimize operations, improve productivity and thereby increase the income of an enterprise. It includes the following software products:

• Office management is a solution for the automation and optimization of office processes and activities. It allows you to collect and store all documents in one place, optimize the process of producing and approving documents within the organization, and use electronic or mobile signatures.
• Project management is a cloud-based project management tool aimed at helping teams collaborate more effectively and complete projects in a timely manner. It allows you to track tasks completion, monitor the process of approving documents, store and manage all information, and show a detailed history of changes.
• Contract management is a contracts management solution that allows you to store all data in one centralized system, easily manage, view, and approve using a mobile application.
• Procurement management is a ready-made procurement management solution that is designed to optimize processes and reduce operational costs. This project can be used by an employee of any position level to centralize and manage all processes, such as issuing and approving purchase requests, collecting and evaluating offers, issuing purchase orders, approving invoices, storing information about suppliers and transactions, as well as analyzing procurement information.

The second direction was related to the creation of a new product: a modern electronic document signing system that expands the capabilities of the existing products and will also be adapted to the needs of small businesses and private individuals. The new application can also be integrated with the existing DocLogix application. There had been no solutions on the market yet that focused not only on large clients and state-owned enterprises but had also been convenient to use for small companies. Therefore, the main goal of the project is to create a product that will be focused on meeting users’ specific needs, provide more affordable prices and flexible options for convenience and efficiency of use.

We developed an intuitive system interface allowing us to select and set up the document circulation process according to the company's needs. A user also has the option to select different types of signatures. The function of using reusable templates that save tags, workflow routing, and other settings was developed. With the help of a web form, each user can collect data and make changes to agreements to be signed, which allows for optimization and speed up the process of signing documents. Interface and functionality settings allow you to choose your option in accordance with unique requirements and business processes.

To confirm the identity of the signatory, an extended identity verification was developed, including the relevant requirements of the EU and the UK-certified users. A user can independently choose configurable authentication and identity verification parameters, such as electronic identification (eID and ID), biometric identification, qualified electronic signature (QES), and identification with artificial intelligence (AI) support. This makes it possible to meet the needs of any type of business.

A web application for an electronic signature and a document return was also developed, which can be used on mobile devices and allows you to manage documents with just a couple of clicks. Now an employee is not tied to the office and can perform work processes much faster. Using the application, you can prepare, send for a signature, and view the status of a document directly from your smartphone or tablet.

For small businesses, an important factor is an ability to scale the system, start with a small number of users, and increase the number of licenses or functionality as a business grows. Therefore, flexible tariff packages were developed, where each user can choose the necessary features and settings. This made it possible to make the product optimal for each company and get all the necessary functions at an affordable price.

Making changes to an existing system can be a very complex and multifaceted process. Errors can lead to unpredictable consequences and problems with the performance of current products. Understanding the internal structure and architecture of a functioning system is not enough to eliminate all risks. Such aspects of the situation presuppose a long-term relationship with a future technical partner who will be ready to support and solve new tasks, thoroughly test and correct possible errors.

Therefore, our client was looking for an outsourcing company that had not only a high level of competence but would also develop confidence in easy communication and team’s initiative when solving problems.

Our first meeting was as open and transparent as possible, we discussed in detail all the nuances of the project and requirements. Close cooperation with our clients to achieve common goals is always a priority for us and this has created a positive impression and trust.

In this project, we employed the Scrum methodology to oversee our workflow. Close collaboration with the client emphasized the importance of transparency and mutual understanding throughout the work process. The project progressed through sprints consisting of 2-week development cycles. At the start of each sprint, tasks were assigned to the team members, with each sprint concluding with a review to evaluate the progress and outcomes.

Aionys, as a reliable outsourcing company with expertise and knowledge in the field of business, had an important role in the process of modifying the existing document and processes management system. This meant supporting current products and solving new tasks arising when introducing changes to the system. In addition, we actively participated in the development of the new product — a modern electronic document signing system that expands the capabilities of existing products and is adapted to the needs of small businesses and private individuals. Only due to the coordinated and transparent work of our team with colleagues in this project, we ensure the effective operation of the improved modified system and the launch of a new product.

The Aionys team actively participated in enhancing the current document and process management system for DocLogix, developed a tailored electronic document signing system to meet the needs of small businesses and individuals, and created a web application for electronic signatures and document retrieval.

Due to the cooperation between Aionys and DocLogix, the following results were achieved:

• The current DocLogix™ document and processes management system was improved and modified with the appropriate QA processes and continuous partner support over a long period.
• A new product was developed — an electronic document signing system that was adapted to the needs of small businesses and private individuals.
• Users, using the new product, received a convenient and easy-to-learn electronic document signing system with the integration of popular applications and services, the ability to independently configure the interface and functionality, choose flexible tariff plans and necessary functions.
• The possibility of an extended identity verification, including the relevant requirements of certified EU and UK users.
• A web application of an electronic signature and a return of documents, which allowed users to prepare, send for signing and view the status of a document.
• DocLogix small business clients receive a product that meets the needs of each user and provides a wide range of options for comfortable and efficient use at affordable prices.
• DocLogix was twice recognized as the best information management solution in Europe at the European IT and Software Excellence Awards.