Case study

Client: A group of companies that specializes in the creation and management of investment projects. 

Project Features: Our customer has a group of companies. The group of companies is divided by areas of activity (complex and residential construction, electricity sales, construction of wind farms, modern solutions for finance and energy, blockchain, etc.). The customer has 76 legal entities in different cities. 

Task: To organize a clear and transparent document flow for 76 companies with the distribution of incoming documents by organization to different responsible persons.

solution

As document processing is a complex and voluminous process in a company, the solution was drawn up in a separate application for convenience. This helped not to mix business processes of different directions/companies and to maintain the entire document flow in a single application interface. 

To automate the workflow in companies, its main stages were highlighted:

Document registration

Document processing


Archiving documents

HOW DOES IT WORK IN BITRIX24?


DOCUMENTS LOADING

There are 3 options for receiving documents directly into the application: 

  • From a folder on Bitrix24.Disk, where employees put scans of documents; 
  • From a single mailbox that serves to receive documents; 
  • Adding a document manually by an employee with the appropriate rights.

RIGHTS DISTRIBUTION. ACCESS TO DOCUMENTS

Each legal entity has its own group of responsible persons. So for each of the 76 companies 3 roles are designated with different access rights to documents:

Business leader (ceo)

This is the head of the company, or an employee who has full access to all documents and to all stages of editing.

Project assistant

This is a user who has access to stages 2 and 3 of document processing (after registration), namely description and archiving. Next to this field, you can activate the ability to work for this employee with confidential documents.

Registrar

The employee who registers the documents of this company by default.

Document registration

After adding a document to the portal, the person responsible for the primary processing of the document registers it and fills in the fields: 

  • document's name; 
  • date of receiving; 
  • type of document (regular, confidential, or invoice); 
  • recipient company (one of the our customer's companies); 
  • sender (legal entity from which the doc came). 

 As soon as the document is processed, its status will change to "Registered"

Document processing

Then the document is transferred to the Project Assistant for processing. In addition to the ability to change the fields filled in by the registrar, the assistant must fill in the following fields: 

  • date of issue; 
  • document number; 
  • project; 
  • a mark on task creation (set or not); 
  • specialization; 
  • tags; 
  • keywords; 
  • original document.

specialization

When registering and processing a document, you can fill in the "specialization field" - there are listed the positions of employees that are related to the document, for example, Lawyer, Programmer, Technical specialist, HR officer, Accountant, Marketer, Head of department, Sales manager.

TASK FOR ALL PARTICIPANTS
OF DOCUMENT PROCESSING

When registering a document, a task is created with the following description: 

"Read the document and proceed -" Document name from the application. " + there is a document in the attached files for review. 
Created by: Employee who described the document
Deadline: Current date + 1 day
Responsible: Assistant from the Company card
Participants: Employees from Specializations selected when describing the document. If specialization is not completed for a given company, then there will be no co-executors in the task.
Observers: Business Leader from the Company card
Project: HUB from the Company card
CRM: Main company and contractor from registration form. 

The task is closed manually.

CONVENIENT FILTER by KEYWORDS

When processing a document, you can specify keywords by which you can make a quick search. 

For example, you can sort by document type  - Certificate, Order, Agreement, Questionnaire, Notarial deed, Protocol, Notification, Declaration, etc.

FILTER AND DOCUMENT SEARCH

To quickly search for documents, use the filter by various criteria: 

  • Status (New, Registered, Described, Archived) 
  • Keywords 
  • Specialization 
  • Document 
  • Type (Standard Document, Confidential Document, Invoice) 
  • Sender / HUB 
  • File creation date 
  • Date of issue

ORIGINAL DOCUMENT

The project assistant must also indicate the original of the document - electronic or paper. 

If the original is electronic, then after saving all the fields at the stage of document processing, it will automatically go to the archive. 

If the original is on paper, then before entering the archive, the Assistant will have to go through one more step and fill in the "Segregator number" field - this is the number of the physical folder where this document is stored in the office. So you can quickly find it.


ARCHIVE AND METRIC OF DOCUMENTS

All processed documents are stored in the archive. 

There is a quick access to it both from the application and from Bitrix24.Disk in a separate folder. Each document in the archive receives an additional last page with a metric - it reflects all the fields that were filled in during document processing.

results

DOCUMENT FLOW is AUTOMATED: LOADING, REGISTRATION, PROCESSING AND ARCHIVING OF INCOMING DOCUMENTS

EACH COMPANY IS PROVIDED ITS GROUP OF RESPONSIBLE PERSONS FOR DOCUMENT PROCESSING

ACCESS RIGHTS DISTRIBUTED TO EMPLOYEES TO DIFFERENT STAGES OF WORK WITH DOCUMENTS

all the DOCUMENTS store ON THE BITRIX24 PORTAL 

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