Global Business s.r.o

Docsvault enabled ‘Global Business s.r.o.’ to build a better Digital Repository and simplify compliance.

‘Global Business company’ is specifically involved in designing, manufacturing, and engineering LV electric switchboards and busbar systems with rated voltage up to 1000V AC / 1500V DC and rated current up to 7000Amp. About the yearly volume of production, the company belongs to five of the biggest manufacturers of LV electric switchboards in the Czech Republic. Annual turnover is moving at about 6 million EUR. The company gives work to 50 stable workers.

Challenges

‘Global Business company’ had paper-laden, manual processes which required more time, making their business less efficient. The company initially used windows explorer and folder hierarchy but it didn’t work well. They couldn´t save more metadata/indexes with documents. This led to countless hours of document searching and lost productivity. Employees wasted their precious hours searching for information. Besides, it was impossible to remember all the details of the documents as the work involved dealing with too many documents. Later, they implemented document management in SAP but that too was found very complicated.

‘Global Business s.r.o’ is a compliance-centric industry, particularly with the GDPR Act. To comply with their GDPR requirements, the company needed a more efficient set of file management policies and procedures, combined with a new filing structure that would improve their ability to securely save and locate documents quickly.

Solutions

Global Business s.r.o’s team discovered Docsvault document management software through a happy Docsvault customer. The company consulted with Docsvault to revamp its internal document process. The software allowed them to implement a complete document archiving, organizing, and document recovery solution.

One of the primary objectives of the company to implement Docsvault was to securely store, sort, and be able to access required information instantly. Document Scanning and Digitization tools simplified the scanning process for large amounts of documents and indexed them during the process. The staff was able to sort and save the scanned documents into searchable PDF formats for permanent storage. Docsvault’s ‘Document profiling’ made ‘storing’ more organized and ‘searching’ less confusing. They could easily tag all documents and folders with custom values for easy identification and search. Docsvault’s powerful ‘Document Search’ tool allowed users to retrieve their documents quickly using their location, names, descriptions, document notes, type, custom index fields, flags, and associated dates. Employees could even find their text contents with smart and comprehensive search tools.

Docsvault’s PDF Editor and the Viewer played an essential part throughout the business of manufacturing.  From taking an order, acquiring suppliers to fill the order, making things, sending those things to distributors, and collecting the payment- in every phrase, Docsvault’s PDF editor and viewer took care of all their document’s manipulation needs.

Emails are a crucial part of communication and collaboration within Global Business s.r.o. Docsvault’s Automatic Email Capture Add-on helped them capture all important incoming and outgoing emails and attachments. They could easily store emails and attachments in specified folders in Docsvault for smooth functioning.

As the company needed to automate the saving of output documents from SAP to Docsvault, they required these applications to talk to each other. Docsvault’s REST-based API add-on became ‘A must-have tool’ for Global Business s.r.o.  They could easily bring their data from SAP and store them in the Docsvault repository. Jaroslav Stepanek, an IT manager, commented on the design of the solution, “Thanks to Docsvault API, we can automate the saving of outputs documents from SAP very easily”.

Jaroslav Stepanek further says, “The best part of Docsvault set up is the Docsvault server which is easy to install and configure. Client support over GPO provided a standardized environment to all users and computers in an organization’s domain, saving time on setup & configuration”.

Benefits

Implementing Docsvault helped Global Business s.r.o. take full control of their document management—handling large volumes of data securely and efficiently.

Features like Document Profiling and Metadata transformed their repository into a powerful search engine, enabling faster access to critical information, boosting staff productivity, and enhancing client satisfaction.

Seamless API integration eliminated redundant tasks and streamlined workflows. It also allowed the company to develop their own mobile app for document saving and sorting on both Android and iOS.

With clear documentation and user manuals, the team easily adopted Docsvault’s tools. “The documentation is very precise and easily available,” noted IT Manager Jaroslav Stepanek.

Docsvault’s intuitive interface and responsive support significantly improved the user experience—saving time, cutting costs, and increasing operational efficiency.

Industry:
Manufacturing