Project description
To resolve the task of complex automation of the work with a counterparty, we implemented two of our products based on the LowCode/NoCode platform softXspace: Counterparty portal - Client Portal and System of business process automation and electronic document management softXspace Business.
The solution is aimed to automate the commercial interaction with the company counterparties (clients, suppliers, partners, etc.) and to automate internal document workflow. The solution was mainly created to simplify and unify the work with agricultural producers-counterparties and other company partners as well. The solution allows you to automate business processes and safely exchange documents and information on counterparty accreditation, commercial offers, approval and conclusion of contracts by a digital signature, exchange invoices, etc. In addition, the solution has rich integration abilities, offers the possibility of further designing business processes on your own without programming, and also provides 99,99% accessibility due to deploying in the Microsoft Azure infrastructure
Functional capabilities
Key automated processes:
- Counterparty preliminary examination: processing application and other documents from the counterparty to evaluate their reputation, potential risks, and prospects of further cooperation
- Registration and authentication of the counterparty: counterparty registration on the Portal after finishing the preliminary examination and getting the link for the registration and authorization
- The process "Counterparty Accreditation": application creation in the Portal electronic cabinet to accredit/re-accredit the counterparty, and sending it to the company agent for review. Next, in the system of electronic document workflow, application review and adding the counterparty into the customer’s accounting system, if approved
- Making the commercial offer: creation and signing of the commercial offer in the electronic cabinet of the counterparty portal, and sending it into the customer's regional agent EDMS. Next, reviewing to approve in the electronic document workflow system
- Making the contract: creation of the typical or non-typical agreement by the customer’s authorized person, in particular, based on the template with autofill from the document card. Next, approval and signing it with QES and digital stamp. Ability to establish connections between different contracts
- Receiving the document from the counterparty: creation of the document in the electronic cabinet of the counterparty portal, signing, and sending it as outgoing into the electronic document workflow system for processing. Next, approval of the document, signing, and archiving it, using the EDMS
- Making the outgoing document for the counterparty: creation of the outgoing document in the Electronic Document Management System and sending it to the counterparty’s address, with the possibility to choose approvers and signatories, and also with the possibility to register and sign the document on your own
- Making office documents: internal mailing, commercial documents, reports, internal regulatory documents, etc. Employees are able to create an office document, choose its approvers and signatories, and set control over the document if needed
Electronic document management system:
- Access to the employee’s Personal Account in the EDMS: aggregation of tasks and documents
- Flexible set up of document templates with the ability to autofill from the document card
- Designer of document approval, signing, and execution routes, and setting of execution control
- Support of document templates and abilities to teamwork on the document draft
- Personnel module for the Electronic Document Management System
- Managing and monitoring the documents lifecycle: creating, storing, editing, file attachments, version management, registration, approval, signing, execution, archiving, transferring, searching, etc.
- Employee substitution: manager-to-assistant and employee-to-deputy
- Documents approval: parallel, sequential, mixed
- Extended document search
- Support of a qualified electronic signature
Counterparty electronic cabinet on the portal:
- Creation and initiation of execution of documents by the counterparty
- Receiving and processing documents sent to the counterparty
- Viewing the document lists that are waiting for execution by the counterparty
- Documents search and filtering
- Viewing documents by the hierarchy, information about connections between documents
- Viewing the current state of document processing and comments
- Viewing print forms of signed documents
- Setting up the counterparty profile, appointing the counterparty’s authorized persons
- Support of a qualified electronic signature, that makes documents legally significant
Implementation results
- Systematization and unification of the work with counterparties – determined business processes, approval routes, document templates
- Acceleration of the document flow between the company and its partners – a full cycle of processing documents and contracts decreased from several weeks to 2-3 days
- Saving of the employees’ working time on document operations, thus freeing up time for the productive activity
- Reduce of costs for printing and delivering paper documents
- Creation of the unified information space provided with access rights delimitation among the counterparty and the company
- Improvement of the execution discipline, transparent information flows
- Increasing of administrative decisions quality due to using actual data, real-time monitoring of document processing business processes
- Deployment of the solution in the Microsoft Azure infrastructure, that provide a 99,99% guaranteed accessibility of applications
- Systems have passed security testing both in the internal COFCO Agri Resources Ukraine company’s test laboratory and the external independent testing in the well-known European center, which specialized in web app security. Solutions were accepted as fully applicable for the secure exchange and storage of confidential data
- Complete adaptation under mobile devices – employees and counterparties can work in the system 24/7 from anywhere and using any device
- Solutions are based on the LowCode/NoCode platform softXspace, that allows you to further quickly automate other company processes - production, personnel, managerial, organizational and administrative document workflow
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