Lactalis: Document processing sped up by 20% with eDoCat DMS

Lactalis CZ decided to streamline and integrate its corporate documentation management processes through a flexible DMS solution. The goal was to find software that would be easily adaptable to changes, such as modifications in the approval process for accounting documents, while also allowing the internal team to perform independently ongoing digitization of other internal processes. The company chose the eDoCat system and a customized intranet based on the Aladin content management system, both provided by Onlio.

Reasons for inefficiency in searching for corporate information

According to a survey by International Data Corporation, more than 80% of executives report that efficiency issues arise from insufficient integration between internal systems and applications. Another survey by the same company indicates that key employees spend 20 to 30% of their working day tracking down information. Nintex claims that 49% of employees have trouble finding specific documents.

These challenges led Onlio to supply the client not only with the eDoCat DMS system, designed for automation and digitisation of company processes and management of company documents, but also with an intranet solution built on its proprietary Aladin platform. This approach aligns with our long-term strategy of focusing on the end users and their efficiency.

Linking the intranet and eDoCat

The unique integration of the intranet and the eDoCat DMS is the core of the solution at Lactalis. Through a single sign-on, end users can navigate between the intranet, where they can see all their pending tasks and access the information they need, and the software providing automation and management of business processes.

“Our goal was to create a centralised hub where employees can find all the relevant information and documents about our group’s products, company news, contact details, register for business events, submit standardised internal request, and track their pending tasks within the DMS,” says Simona Chárová, HR Director of Lactalis.

The entire intranet system is very easy to use. The team managing this space can independently handle most of the necessary changes or expansions of existing parts. The solution also offers flexible user rights management, enabling differentiation between content creation and publication. Users with higher permissions are responsible for reviewing and approving the content prepared by their subordinates.

Tasks from DMS directly on the intranet

One of the much appreciated features is that employees can see their pending tasks directly within the eDoCat system on the intranet. After logging in, they can immediately see whether they need to review a document or approve a specific invoice or request from a colleague.

“Our goal was to bring all the information and tasks in one place. At the same time, it makes training of new employees much easier. All essential information is available in one place. I believe that with the ability to independently expand the system, we will soon be able to manage all workflows for internal requests and document circulation from this central hub,” says Simona Chárová from Lactalis.

Flexibility as the cornerstone of eDoCat solution

We would love to describe all the administrative modules in eDoCat used by Lactalis, but it is actually not possible. And that is actually one of the strengths of the system. The Model Manager allows the client to prepare any new document type (request, document, accounting document) within the system, and the eDoCat RPA module enables the creation of an approval and circulation workflow for this new document type.

Benefit for both parties

The large-scale solution implemented for Lactalis has taken our products one step further. For example, in cooperation with the client, we have further improved our processes related to activating development versions and our services concerning management of the client’s servers.

Onlio manages both the DMS and the intranet on the client’s servers, overseeing everything from the application level to the operating system and full administration. Both applications are customised to allow operation across several companies within a single organisation. From the outset, we designed the implementation to ensure that the DMS and intranet could be rolled out across other companies within the Lactalis Group as well.

Time-saving document processing with eDoCat DMS

As is customary with Onlio, this project again focuses on two basic components. One of them is end-user satisfaction. “We are pleased to hear from yet another client that one of the standout features of the eDoCat DMS is its speed,” says Pavel Nykl, Onlio’s Sales Director. The second essential component is the focus on efficiency. With every new process, there is an effort to save processing time or increase accuracy.

The system for processing invoices was one of the first areas to be addressed during the implementation.
“The new system brought time savings of approximately 20% in the processing of received documents, which is a relatively significant improvement given the complexity of our approval processes and the volume of documents we handle,” says Jiří Rokos.

For other administrative tasks, even greater efficiency gains can be expected, as these processes are generally less standardised than the processing of incoming documents. These tasks include handling internal requests, assigning hardware, approving specific documents, and other similar activities.