The previous process at Profitowi
Profitowi used a very standard process before implementing Pergamin. Everything was based on Word documents, where templates (formulas) were prepared, with variables (active fields to be filled out) added to them. Such a template was provided to regional units so that they could manually fill it out with their agents’ data. Then, the completed document package was printed and either couriered or awaited the agent at the regional headquarters.
After collecting the signatures of the agents, all of the documents were returned to the headquarters to collect the signatures of the appropriate people in the company (along with initialling each page of the documents – dozens of pages to be signed by hand). Signed documents were separated, a copy for the agent was given to the appropriate person, and internal copies were scanned (into an online archive) and packaged (into a paper archive).
What have been the effects of this process so far?
a) Circulation and storage of paper versions of documents: couriered, and stored in cardboard boxes; not to mention the dozens of printed pages that have to be manually signed at the headquarters.
b) Organization of signatures: phone calls, emails, text messages – all of this to synchronize the collection of signatures from agents in all regional units; then, the same process in the company headquarters. This process maximized the circulation time per document, sometimes taking weeks.
c) Typos and errors. If an agent or Profitowi employee discovered a typo or other error in a document, the entire file had to be reprocessed from scratch, including printing, mailing, and manual signing. As a result, everything had to be checked manually over a dozen times – there was no system to control and correct any possible errors.
Implementation of a document management system
The Pergamin system has an extensive FAQ and tutorials inside the application, making the onboarding of a new user relatively simple. At Profitowi, as part of the implementation, a team from Pergamin conducted an initiation training. The team also provided assistance when questions arose, such as when implementing customized document templates (templates for later flexible editing).
However, it is worth mentioning that there were also challenges, e.g. implementing complex tables. However, we managed to find a solution that was possible to be implemented in the system, and in the end, it turned out to meet the Client’s expectations better than initially assumed.
The benefits of automation implementation in Profitowi
- Time savings. By implementing the automation of the document creation and approval process, meetings and phone calls between parties became a thing of the past. Everyone involved in the process has access to the document at the appropriate time through a system that automatically sends out invitations and reminders about signing.
- Order. In the Pergamin system, you can see at a glance the status of documents, which user has something outstanding, the system automatically sends reminders, etc.
- Flexibility. Even if a party to the contract reports an error in the contract – such as a typo or wrong apartment number – the change is quick, doesn’t block the process, and doesn’t make you have to start the whole cycle over again.
- Process centralization and control. In Pergamin, the administrator has an overview of all the users and documents, and they don’t have to think about where a document is or what its current status is. This reduces the need for phone calls or waiting for an email with information about the status of a document.
Ms. Eliza Rejter, Sales Support Manager at Profitowi, responsible for the implementation of Pergamin at the company: