I.B.I.S., Inc. provided ERP, CRM, business intelligence, and application-development solutions with a particular focus on Microsoft Dynamics and supply-chain organizations.
As the company grew, manual HR and sales document tasks became increasingly difficult to manage. I.B.I.S. implemented Experlogix Document Automation to standardize templates, automate approvals and signatures, centralize document storage, and reduce administrative work.
- Improve consistency across HR and sales documents.
- Reduce multi-day sales document processes to a few hours.
- Automate approval and electronic-signature workflows.
- Centralize storage of NDAs, statements of work, and other sales documents.
- Generate high-volume HR documents through batch processing.
- Deliver documents to secure Microsoft SharePoint locations.
- Build pre-approved templates using familiar Microsoft Word skills.
- Give employees more time for business-growth activities instead of administrative tasks.
Challenge
I.B.I.S. relied on manual workflows for both HR and sales documents. As the company grew, processes that had once been manageable became recurring administrative headaches.
HR teams had to distribute company handbooks, track receipt, gather employee signatures for compliance, and manually update hundreds of individual compensation-plan documents each year.
Sales teams faced a similar problem with non-disclosure agreements. Salespeople typically retrieved their own copy of an NDA, modified it, sent it to management for approval, printed it, sent it to the prospective customer for signature, and then handled the returned document and copies.
Individually maintained HR and sales documents created consistency risks across the organization.
HR needed to confirm handbook distribution and employee signatures for compliance purposes.
NDAs moved through editing, management review, printing, signature, return, copying, and filing.
Detailed business discussions could not begin until an NDA was signed, so multi-day document delays could slow opportunities.
Handbook distribution, signatures, annual compensation-plan updates, and compliance tracking were handled manually.
NDAs required local files, individual edits, management review, paper signatures, copying, and filing.
Solution
I.B.I.S. implemented Experlogix Document Automation and trained business users to create standardized HR and sales templates using familiar Microsoft Word skills.
Standard template examples helped the team develop documents that were aligned with company standards, consistent across the organization, and pre-approved by management.
Business users could build standardized HR and sales documents using skills they already had.
Sales documents could move through a defined approval workflow instead of relying on ad hoc manual handling.
The historical implementation connected document workflows with AssureSign to capture signatures electronically.
NDAs, statements of work, and other sales documents could be centrally stored rather than scattered across individual computers.
- Create standardized employee-facing templates.
- Generate documents in high volume through batch processing.
- Distribute required HR documents.
- Gather electronic signatures.
- Track completion for compliance purposes.
- Start from a standardized, compliant document.
- Apply the required customer information.
- Route the document for internal approval.
- Send it for electronic signature.
- Centrally store the completed document.
I.B.I.S. requested the ability to push documents automatically to secure Microsoft SharePoint locations.
The company also requested batch generation and distribution for high-volume HR documents such as employee handbooks.
According to the source, both capabilities were analyzed, developed, and deployed for I.B.I.S., and were subsequently incorporated into the standard Experlogix product.
Result
Automating HR and sales document workflows reduced the administrative effort involved in creating, reviewing, distributing, tracking, signing, and storing business documents.
Salespeople could get approved, compliant documents to prospects and capture signatures much faster. Processes that previously took several days could be completed in a few hours while improving consistency and document quality.
NDA and sales document processes that had taken several days could be completed within a few hours.
Pre-approved, template-based documents helped maintain company standards across HR and sales.
Employees could spend less time on internal document tasks and more time pursuing business growth.
Batch processing simplified the creation and distribution of documents such as employee handbooks.
Electronic signatures and secure SharePoint delivery reduced reliance on paper-based handoffs.
The source states that I.B.I.S. continued implementing Experlogix for additional applications across the organization.
I.B.I.S. and Experlogix developed an end-to-end combination of Experlogix Document Automation, Microsoft Dynamics CRM, and SharePoint that I.B.I.S. could implement at customer sites.
The source reports that several projects in the I.B.I.S. sales pipeline incorporated this solution, creating an additional revenue source for the company.
“We needed the ability to grow while continuing to support our customers in the ways that have made our company successful. Experlogix turned our resource-draining, manual document tasks into efficiently manageable HR and sales processes.”
See how I.B.I.S. replaced manual HR and sales document processes with standardized templates, approvals, electronic signatures, batch generation, and secure document delivery.
