Our client specializes in business organization, strategic management and project management. They were looking for a system to support the routing and management of documents associated with project delivery.
Why xFLOWer?
Our client reviewed several software solutions and ultimately chose xFLOWer because no other application made it so easy to generate documents from such a large number of templates. Another consideration was automated task assignment, along with the ability to reassign and hand over tasks between users.
Our Task
The company operates in a highly organized and transparent manner, supported by project management software. However, that application was not equipped to handle document management adequately. From the outset, the requirement was to make document management as simple as possible: whenever a project was opened, all its documents had to be visible in one place, organized by category.
Numerous subcontractors are involved in project delivery. These partnerships are, of course, formalized in contracts. Every subcontractor agreement therefore needs to be accessible and available to open not only from the contract repository and the contracted partner’s records, but also from the relevant projects.
Business Functions Implemented
Master data is stored in the databases of the existing project management software, so an integration had to be developed. This work was carried out by the xFLOWer development team with support from our client.
During workflows, this master data is retrieved from the project management software and written back whenever changes are made. An LDAP (Lightweight Directory Access Protocol) integration also had to be established to ensure that our client’s employees receive permissions appropriate to their roles when logging into xFLOWer.
Document management also included coordinating approvals. As the company’s organizational structure follows the same hierarchy, the various permission and approval levels had to be built into xFLOWer alongside the approval steps.
From the very beginning of our collaboration, it was instructive to see that even the best project management tools leave gaps in administrative processes that require workflow software. Overall, xFLOWer and the project management software in use complement each other exceptionally well. Although the entire project management process could be handled in xFLOWer, our system still has an important role to play when another project management solution is already in place.
PROJECT INFORMATION
Client:
Confidential
Project Objective:
Project management support and document management
Start of Collaboration
2020