Docsvision platform introduced in SovtransAvto

2022: Implementation of the Docsvision platform

In the Sovtransavto group of companies with a geographically distributed structure, it was necessary to speed up the processes of agreement of contracts in order to thus affect the growth of turnover of funds and profits. To solve the tasks, it was decided to automate the corresponding process. This was announced on July 18, 2022 by the Docsv ision company.

In addition to building a flexible but given sequence of document coordination, it was necessary to simplify the control of the performing discipline. Since Docsvision platform there are tools for customizing processes of any complexity, as well as visual designers for quickly configuring them, then in the SOVTRANSAVTO group of companies you chose this IT solution. The company "," Smart-Docs one integrators with experience in implementation, EDMS set up the Docsvision platform in accordance with the tasks, automated the contract approval process and workflow.

In order for the agreement process of contracts and additional agreements to be transparent and controlled, the Smart-Docs team has set up approval routes that are automatically determined based on various conditions: standard/non-standard contract form, amount, contract type, contract initiator department, etc. Now the employees of SOVTRANSAVTO Group of Companies enter a new contract into the system, and it itself determines the sequence and number of agreed persons and departments based on the data from the document. In addition, this functionality allows you to track the stage of approval and control the timing.

As a result of digitization of work with contracts in a single IT system, employees from geographically distributed divisions of SOVTRANSAVTO Group received operational access to the business process.

Working with incoming and outgoing documents has become more systematic and transparent. For example, if the secretary entered a letter marked "requires an answer" into the system, then it cannot be transferred to the archive if the system does not have an associated outgoing document with the status "sent."

The electronic document management system based on the Docsvision platform organizes the coordination of payment of invoices from counterparties. On the one hand, accounting employees automatically receive tasks for payment, and on the other hand, they can track under which contract the invoice was issued.

Project results

1. The terms of agreement of contracts, which now pass along the regulated routes, have decreased.
2. Letters received from counterparties and supervisory authorities do not go unanswered, since everyone is registered in the system. Next, the system itself monitors the timing of the response preparation by sending appropriate reminders.
3. SOVTRANSAVTO Group employees received remote access to documents and tasks, and can also agree on documents from working mail without switching between systems.
4. System based on the Docsvision platform monitors the validity of the contract and reminds responsible employees to prolong the contract.
5. The process of interaction between employees of the group of companies, for example, in terms of agreement of contracts, has become more transparent, since the system controls it according to the specified regulations.