Document Management Case Study | Success With Swagelok

Swagelok Manchester

Swagelok_Company_Logo Manchester Fluid System Technologies Ltd, trading as Swagelok Manchester, was established in 1978 as a leading solution provider of fluid system technologies.

Too Many Documents

Growing success also meant a huge growth in documents for all their paper-based administrative and logistical processes. Workflows were increasingly time and cost intensive. Managing their filing was costing them 30 minutes per day, per employee.

When the management team at Swagelok Manchester realised that the company had to put in weekend hours to tackle the out of control paper archive every quarter, it was time to take action.

After seeing and liking the DocuWare system used by their colleagues in Munich, they wanted a local company to work with them on a solution. They found DocTech and have worked with us and recommend us multiple times since this initial work over 15 years ago.

DocTech's Solution

The DocTech team worked with Swagelok to ensure a seamless transition from paper, to digital document management.

We prepared detailed analysis and documentation of various business processes as well as their existing IT infrastructure. Subsequently, a four step plan was created for a successive, department-centric implementation, ensuring there would be no disruption to daily processes.

Digital Document Workflows

In 2009, a document management system was first used in their Accounting Department, with digital document workflows set up to mirror their paper based processes.

Once this department was successfully up and running, Order Processing and Inventory Tracking followed. For this to happen, DocuWare had to be integrated with SCALA ERP initially which was then replaced with the well-known ERP System SAP.

Technical input from DocTech ensured the DocuWare workflows and integrations were unaffected as they updated and replaced their other main systems.

Order processing is made up of four main workflow steps: offer generation, order confirmation, receipt of packing/shipping slip, and invoice generation.

Integrating their inventory tracking in a digital workflow has been especially rewarding. With a yes/no stamp on each packing slip they can check the availability of ordered items in the warehouse with ease.

What Benefits Did We Provide?

Productivity has significantly increased
Paper and all associated costs have been reduced
DocuWare has provided high levels of data security
Documents are safely available to those working remotely
A large amount of time saved when searching and retrieving documents
Integrations with three of their existing applications including Crystal Reports, means collections are automated and reminders sent out via email

DocuWare Integrations

What are The Results?

As a client of over 15 years, we know the team at Swagelok well and suggestions about software enhancements come both ways. We now work with multiple Swagelok businesses throughout the UK and Europe.

Swagelok are very valued clients and we're proud of our relationship with them.

700

customers

now receive their invoices via email.

hours of work time

per week, recaptured by six employees by eliminating the daily paper chase.

Everything is now filed and is easily retrievable in one document repository. Our Customer Services team achieved a time saving of approximately 15 hours of filing per week – i.e. ½ hour per person x 5 days. The system has provided greater security, retrieval is simpler and faster, with all the information accessible from any location. We continue to work closely with DocTech on future enhancements with other teams within our business.

Swagelok - Information Systems Manager

How Can We Help?