The project for Grupa Wydawnicza PUBLICAT S.A. required the implementation of a central application that would allow employees to manage the workflow of documents. The priority was the connection of transaction documents with internal and external documents in the system. The main result is effective implementation of business plans through more efficient budget planning and analysis of implementation projects.

Key implementation challenges

• Centralized system of electronic circulation of company documents.
• Full reflection of the company's organizational structure.
• Acceptance paths for cost documents with notifications.
• Digital archive with storage of scanned documents.
• Integration with external financial and accounting systems.

Core business requirements

The main objective of the project carried out for Grupa Wydawnicza PUBLICAT S.A. was to prepare and implement a software system for document circulation. The system should centralize the processing of documents received by the company, organize documents and ensure their circulation, taking into account the structure of the company and the rules of acceptance adopted by the organization. At the same time, it should support both fully electronic documents and the ability to add scans of documents. The entire implementation was to be completed by integration with an external financial and accounting system.

Applied solutions of the modern system

Our team successfully implemented the best possible solution adapted to the individual needs of the Grupa Wydawnicza PUBLICAT S.A. thanks to the joint analysis and modularity of the Certusoft system. The application runs on a cloud model. This ensures the best possible performance, security and cost reduction.

• The Office Journal module allows all documents to be managed from a single application window.
• The system of notification of a new document for approval ensures that the relevant employees are kept informed.
• The system allows the configuration of individual organizational units that can be divided into smaller structures, which has an impact on the path of document approval following the company model.
• The status and notification system allows to automation of processes for selected operations that do not require the involvement of employees.
• Recording all cost documents allows for quickly allocating costs from the document to departments and divisions of the company thanks to the support of cost dimensions.
• Integration with an external financial and accounting system makes it possible to account for costs on demand and in an automated way.
• Thanks to the solution's SaaS model, the size of the digital archive space can be freely scaled and all documents can be accessed at any time.

Advantages of implementing a modern system for businesses

• Provided the centralized documentation workflow system with online access.
• Moved documentation workflow processes following the company's organizational structure.
• Improved productivity with the ability to accept documents in a single user window.
• Eliminated the need for manual control of cost allocation based on documentation.
• Empowered employees by automating operations on documents based on selected statuses.
• Increased automation by integrating with an external financial and accounting system.