Next-Gen Document Management Solution for an eCommerce Company

Problem

Aimeice began the project with a discovery phase to better understand the client's requirements, identify inefficiencies in the existing document management system, and create a step-by-step plan for future improvements.

During the analysis, several performance issues were discovered. For example, the company's contracts required customizable fields for employee roles, salary details, and unique contractual terms, whereas vendor agreements frequently demanded tailored clauses based on partnership specifics. Meanwhile, customer service templates needed to be updated to reflect dynamic support protocols and personalized responses for VIP clients.

However, the existing document management solution did not allow for such flexibility, negatively impacting the customer's operations, reputation, and revenue.

• ⚫ The company's employees had to manually adjust and maintain the templates, which took a significant amount of time
• ⚫ The lack of automated fields and custom attributes increased the likelihood of errors and inconsistencies across documents
• ⚫ With limited ability to designate specific sign-off zones for different stakeholders or to apply secure digital signatures, the company faced challenges in maintaining compliance and ensuring document integrity

Recognizing these challenges, the eCommerce company turned to Aimeice's document management software development expertise. They needed a system that could add custom attributes, dynamically modify templates, and efficiently generate contracts and agreements tailored to specific cases, all while remaining scalable, secure, and user-friendly.

Solution

Aimeice Tech created a custom document management solution based on the company's specific operational requirements. For the project, we chose a modern, vendor-agnostic tech stack that included Amazon Web Services and Ruby on Rails for back-end infrastructure and Angular for front-end development. By doing so, the Aimeice team was able to reduce the client's IT costs and potentially avoid vendor lock-in.

The bespoke document management solution includes the following features:

• ⚫ Advanced template customization. Aimeice Tech implemented a flexible template design based on best practices for adaptable document solutions, such as M-Files and SharePoint. This customization enabled the company to define and add specific fields to various document types, meeting the unique requirements of their employees, vendors, and customer service teams.
• ⚫ Workflow automation. The new solution included custom sign-off zones and automated data entry features, which made document creation easier and reduced human error. This setup allowed stakeholders to electronically sign documents in specific sections, ensuring compliance and accuracy without extensive manual input.
• ⚫ Secure digital signing. Aimeice Tech ensured legal compliance by integrating the document management software with Signhost, a robust digital signing service. This enhancement cut document turnaround time for approvals by 70%, streamlining the company’s operations.

User-friendly design and scalability. Aimeice Tech designed the system to be highly scalable, accommodating future document management requirements as the company expands. The system's interface and navigation logic were optimized for ease of use, allowing employees to manage templates and documents intuitively despite a 200% increase in document volume.