Implementation process step by step
The whole process begins with a meeting and a pre-implementation analysis, after which we will determine the company’s needs by:
- assessing the amount of data to be transferred to the server;
- analyzing the register and codification of documents;
- creating folder structures for individual types of documents;
- establishing templates for cover documents for submitting individual types of documents;
- establishing a system for naming (codifying) files containing documents for submitting, correspondence, contracts, etc. to effectively use filters in the system;
- determining also the scope of permissions for employees, managers and the board/owners of the company;
- preparing a list of users and create accounts for them assigning roles (if necessary, we will create industry groups to facilitate further distribution of documentation).
After determining the company’s needs, we will move on to developing the document workflow process. Sometimes a simple workflow consisting of forwarding a document to the addressee, accepting or rejecting it, and then forwarding it for execution or payment is sufficient. There are also situations where this workflow is more complicated and you need to think carefully about the path that the document is to take. In addition, at this stage we configure e-mail notifications to selected users (e.g. about new documents, tasks, assigning a status, etc.).
After defining all the details, specialists from our company will determine the exact work schedule and will start implementing the system, all the time remaining in contact with the client. Implementation alone does not affect the functioning of the enterprise and does not limit its operation. However, this is a process that requires close cooperation with the client and the commitment of both parties so that the system is optimally configured to meet the needs. The implementation ends with training future users on how to use the system. The EDM is so intuitive that usually users quickly start to use it on a daily basis. However, it is possible to order post-implementation support that provides constant assistance from a dedicated team in all problematic cases.