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Modern ІТ solutions for automating document workflow

Our solutions help to build a modern electronic document workflow that automates the processes related to the creation of documents, their approval, signing, and familiarization, execution of assignments, and control of document way through all stages of its life cycle

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Electronic document workflow and document management

We offer solutions that provide not only reliable and secure storage of documents, but also allow you to significantly reduce costs for routine operations. You will be able to greatly speed up organizational processes thanks to automation, and increase the comfort and efficiency of employees' work and controllability of processes. In addition, the implementation of a legally significant document flow will allow you to sign documents with a digital signature from anywhere and at any time

Automation of classic document workflow processes

Automation of classic document workflow processes

Automate work with incoming and outgoing correspondence and company internal documents: process letters, appeals, contractual documents, internal applications, organizational and administrative documents, and minutes of meetings, monitor the execution of tasks and preparation of answers, etc. Our solutions allow you to optimize the entire life cycle of any company's document: significantly speed up document creation thanks to the auto-filling of templates, quickly approve and sign documents with digital signatures, effectively control tasks and assignments, as well as build an electronic archive of documents. In addition, employees will be able to work with colleagues on electronic and scanned documents online. Such routine processes are automated as registration according to the nomenclature, checking for duplicates, review by the manager, creation of resolutions and prescriptions, execution control, preparation of answers, and transfer to the electronic archive. At the same time, our solutions provide the ability to integrate with third-party company systems and scan correspondence directly into the system

Work on internal orders and prescriptions

Work on internal orders and prescriptions

Thanks to our solutions, you will be able to automate the processing of internal orders and prescriptions on the company's main activities, administrative, economic, and personnel issues, etc. Create orders and prescriptions in minutes thanks to standard document templates, approve and sign them using a digital signature, monitor the execution and terms of performing resolutions, and save all in the archive

Holding meetings and generating minutes and resolutions

Holding meetings and generating minutes and resolutions

Optimize the processes of setting up online or offline meetings, as well as the work of protocoling and control of assignments based on the results of meetings: approve the agenda, date/time and place, reserve material resources, send invitations, vote on questions, automatically form minutes based on the agenda and create tasks with determination of responsible persons and deadlines. At the same time, the protocol is formed automatically with a smart form of templates specifying voting results, proposals and comments, prescriptions, and resolutions. This will help to standardize work, increase process controllability and interaction in the team and provide the quick making of effective management decisions

Contractual activity automation

Contractual activity automation

We help to implement a full-fledged internal legally significant contractual document workflow, which will allow you to automate the entire life cycle of contracts: creation, approval, signing with the QES, monitoring, prolongation, and storage. Our solutions optimize the processes of processing various contractual documents: contracts, additional agreements, acts, invoices, specifications, commercial offers, etc. The implementation provides transparency, standardization, and high speed of conducting contractual activities, significantly minimizes financial risks and confidential information loss risks, increases control of execution at each stage, and improves interaction with customers and suppliers

Automation of procurement and sales processes

Automation of procurement and sales processes

Automate processes of determining the needs, planning, and drawing up annual purchase plans. Empower employees to effectively organize both routine or large-scale purchases among the organization as a whole, including regionally distributed units. Responsible persons will be able to easily and quickly create and approve a purchase request specifying the procedure, terms, volumes, procurement site, etc. Also, while the procurement is carried out, the employees will be able to collect and analyze participant proposals, and further set the winner by the standard procedure or by holding voting, for example for the tender committee. As a result, the speed of decision-making and executive discipline will increase, as well as will be provided effective control and saving both employees' time and budgets on procurement

External document workflow with counterparties

External document workflow with counterparties

Automate the document workflow with counterparties and the exchange of legally significant documents certified by the digital signature from anywhere in the world and from any device. Thanks to our solutions, you will be able to exchange contracts, invoices, acts, and specifications, receive orders and requests, or provide access to corporate information to your counterparties. All suppliers, customers, or partners will be able to pass the processes of accreditation and pre-verification, which will minimize risks and help create a registry of trusted and proven counterparties

Automation of personnel document workflow and HR processes

Automation of personnel document workflow and HR processes

Personnel document workflow usually includes such processes as personnel hunting, reception on the position, onboarding, business trips, vacations, bonuses, certificates from the workplace, transfer of employees inside the company, dismissal, staff schedule changes, etc. Our solutions allow you to automate the entire life cycle of any HR processes: creation, submission, approval, signing with the possibility of QES use, control, transfer to an electronic archive, and reporting. This will increase the efficiency of both the HR department and the entire organization thanks to the automation of personnel document workflow, will allow receiving services remotely with no need for the applicant to be in person, and securely store personnel documentation

Automation of administrative and economic requests

Automation of administrative and economic requests

Provide comfortable operation for the company's employees thanks to the automation of administrative and economic requests, such as requests for equipment repair or room cleaning, ordering a company car, stationery, or lunch to the office, requests for setting up electrical appliances, refilling printer cartridges, etc. The functionality of our solutions allows all company employees to create, approve and send applications to the Administrative Service Department as needed, and evaluate the quality of performing the request, while responsible employees can effectively plan resources and save time

Automation of company internal security service processes

Automation of company internal security service processes

Our solutions can completely automate the work of company security services on issuing certificates and permits, verification, or providing other internal services. Employees will be able to quickly and comfortably create, "by one click", requests for admission visitors to the office, the entrance of outside cars to the territory, removal of goods and material units (laptop, printer, projector, table, etc.) and other requests to the company's security service to receive advice, recommendations, instructions, etc. In turn, security service employees will be able to effectively automate their work processes regarding the review/approve of requests and informing colleagues about the results of processing

Team work with documents online

Team work with documents online

Our solutions provide 24/7 access to documents at all stages of their lifecycle, and also allow you to work with files both independently and with colleagues simultaneously in real-time. Edit and view documents directly in the system without the need to install additional programs, add reviews, and comment on the document. Track versions and monitor the history of changes thus will allow you to restore a lost file at any time or view the authors of changes. In addition, there is a possibility to link documents for complex work with all the required information. It is also important that you will be able to work with documents 24/7 anywhere, from any device, and support work with any file format (.docx, .xlsx, .pptx, .pdf, etc.)

End-to-End automation

End-to-End automation

Building an end-to-end automation and business process management system (BPMS) that completely transforms the company's operation and covers all its divisions. Our softXspace platform will help you to efficiently manage all internal and external processes, from the classic document workflow and HR to interaction with counterparties and automation of back and front offices

Connect integrations

  • softXspace platform

    With the help of the softXspace platform capabilities, you can transform your everyday routine work, automate processes and create a modern information space in a short time with minimal costs. Our LowCode tools for the personal development of business processes without programming will allow you to quickly build individual forms, cards, and many more

  • softXspace product line

    You can quickly integrate our ready-to-go products with a document workflow system, contracts management, procurement management, etc. Powerful open API (REST, SOAP, a full-fledged CMIS standard implementation) allows you a rapid integration of the product into the company information space

  • Third-party systems

    Establish a unified integrated IT infrastructure due to the ability to combine the product with third-party systems: ERP, ECM, DMS, internal portals, The ability to integrate with acounting systems and CRM (Dynamics 365, SAP, Salesforce), automated banking systems, or other systems that support integration abilities

Our products for document workflow automation

We use modern and proven technologies

We use modern and proven technologies

Besides our ready-to-go products and solutions, we offer a full range of individual development, implementation, and support services. Our technical teams are provided with high-qualified experts, and regarding our clients' requests we propose developing on such modern platforms and related technologies: Alfresco Community Edition, Nintex K2, Microsoft 365 (Power Platform, Azure, SharePoint, Teams), OpenText Documentum, softXspace, pdfXpansion, OrchardCore

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Why do companies trust us?

  • 25+

    years of successful work in the global market of IT solutions for document management divisions

  • 50+

    satisfied clients, who use our solutions for electronic document management throughout the world

  • 60+

    successfully completed projects for the implementation of electronic document management systems and document workflow

  • 15+

    developed software products for the document management automation

  • 100+

    high-qualified experts

  • 360 °

    full range of services, starting from examination and creation of business requirements to implementation and support

Our clients

Bank Portal

Modern universal bank

Pivdenny Bank

One of the largest commercial banks with Ukrainian capital operating on the domestic financial market

COFCO Agri Resources Ukraine

One of the largest manufacturers, processors and traders of agricultural products

KERNEL

The world's leading and Ukraine’s largest producer and exporter of sunflower oil

UKRSIBBANK

Ranks second in the TOP-20 most reliable banks in Ukraine

RISOIL S.A.

One of the largest exporters of crude oil and by-products of sunflower processing from Ukraine

ProCredit Bank

Part of the Procredit Holding AG group of companies (Germany)

ING Bank

Among top 3 banks servicing international clients in Ukraine

ArcelorMittal

World’s leading steel company

Ministry of Digital Transformation of Ukraine

Forms and implements state policy in the field of digitalization

Naftogaz Digital Technologies

The first internal IT service center in the public sector of Ukraine

Piraeus Bank

The largest Greek bank and the company in the country

AVK Company

One of the leaders of the national confectionery market

Niva Pereyaslavshchina

TOP-3 among pork producers in Ukraine

Globus Bank

Ukrainian Commercial Bank

Metinvest

International mining and metals company, one of the largest companies in Central and Eastern Europe

Raiffeisen Bank

One of the leaders in the banking system of Ukraine

Nurbank

One of the leading banks in the Republic of Kazakhstan

Cyber Police Department of the National Police of Ukraine

Implementation of state policy in the field of combating cybercrime

Dongorbank

Ukrainian Commercial Bank

Rubizhne City Council

Local self-government body

Chortkiv City Council

Local self-government body

Turbogaz

Development, manufacture, installation and maintenance of equipment for the gas industry

Kryvyi Rih City Council

Local self-government body

Baltic City Council

Local self-government body

Minister of Energy and Environmental Protection of Ukraine

Forms and implements state policy in the field of fuel and energy complex

Energodar City Council

Local self-government body

Shakhivska Amalgamated Territorial Community

Local self-government body

Get a detailed presentation of the company competencies

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What’s new?

  • softXspace365 – Document management and process automation for your Microsoft 365

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    On the occasion of the bright celebration of Christmas and the approaching New Year, we sincerely want to congratulate you on these joyful holidays!

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softXspace365 – Document management and process automation for your Microsoft 365

February, 2024

How our product, softXspace365 for Microsoft 365, will help you easily and quickly automate processes and build a digital workspace

Read more
Merry Christmas and a Happy New Year 2024!

December, 2023

On the occasion of the bright celebration of Christmas and the approaching New Year, we sincerely want to congratulate you on these joyful holidays!

Read more
Digital workspace in Microsoft 365 for the Swiss company Siloxene

October, 2023

The joint efforts of the soft Xpansion and Siloxene teams resulted in the successful implementation of a range of modern digital solutions that enabled the establishment of a unified digital space and increased the efficiency and performance of Siloxene's employees.

Read more

soft Xpansion is an international company with more than 25 years of experience in the development and implementation of software products

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