BürOffice Process Subsystem

The BürOffice Process subsystem is the central unit of our entire platform, providing a single place to manage processes, various documents and related data. It supports comprehensive physical record keeping, dynamic document generation and management decision support. This subsystem ensures that all processes in your company are transparent, traceable and measurable.

Document management with new generation solutions 

The Process subsystem covers the full spectrum of document management, providing a flexible and secure environment for corporate documents. Document management capabilities go far beyond simple storage solutions:

• Multi-DMS support:  BürOffice is uniquely capable of working with multiple document management systems (DMS) simultaneously and transparently for the user. This enables cost optimization (important documents on premium storage, less important ones on cheaper storage) as well as gradual migration from one system to another, even during operation. The system supports EMC Documentum, IXOS Archive Server, MS SharePoint and own DB-DMS and FS-DMS solutions.

• Versioned Document Storage:   The system automatically manages document versions, so you can always see who made what changes, when, and how. This is critical for compliance and also allows you to revert to previous versions. Differences between versions are easily identified and the reason for the version change can be stored, ensuring a complete audit trail.

• Advanced digital signature integration:   The system supports multiple digital signature vendors. Electronic signatures, which ensure the legal validity of documents, enable completely paperless operations, whether it's internal approvals or contracts with customers. Acknowledgement, group and individual signatures can also be handled during the process.

• Authentic archiving and long-term preservation:   The system also provides a complete solution for the long-term, legally authentic preservation of documents. For the authentic archiving of electronic documents, the system ensures the long-term preservation of the original content, time stamps and electronic signatures in accordance with eIDAS and national legislation, so that they remain admissible even decades later. For digitally signed documents, the timestamp can be automatically updated to maintain long-term validity.

• Document-level permissions management:  Fine-grained access rights can be assigned to documents, either per document folder or per individual document. This ensures that only authorized users have access to confidential information, while allowing multiple users to work on documents that require collaboration.

Document management capabilities are organically complemented by automated document generation capabilities. This ensures that the right information is available in the right format when it is needed in business processes.

Document generation - Intelligent content management in practice 

BürOffice's document generation capabilities provide a significant competitive advantage in the automation of administrative processes. This functionality goes far beyond simple template management:

• Adaptive template system:  Document templates dynamically adapt to the content. Certain sections automatically appear or disappear depending on the specifics of the case type or client, so each document is tailored to the situation.

• Multi-channel outputs:  Multiple documents can be created from the same data source for different channels (email, printed letter, portal message) - with a consistent look and feel, but adapted to the specifics of each communication channel. 

• Real-time data integration:   The system integrates data not only stored in BürOffice, but also from external systems into documents. The Data Source Connector can retrieve information and insert it into generated documents in a parameterizable way using dynamic integration via REST APIs, web services or SQL queries.

• Mass and individual production:   The system is equally capable of producing personalized documents for a single customer or for thousands of customers (e.g. information letters, notifications).

• Versioned templates:   Templates are versioned, so you can pre-set them to ensure that documents are always generated according to the current rules. This is critical from a compliance and legal perspective.

Workflow engine - the heart of processes 

At the heart of the BürOffice Process subsystem is an advanced workflow engine that enables workflows to be configured exactly as required. Our system handles both standard and custom workflows.

• Standard and custom workflows - in addition to pre-defined processes, you can create fully customised business processes.

• Project management - supports the coordination of complex, multi-actor projects.

• Dynamic work management - continuously adapts to the current task volume and the number of people working on each work queue.

• Task management and effort measurement  - gives you an accurate picture of how much time each person is spending on each task.

• Automatic allerts -the system automatically sends alerts when deadlines are approaching or missed.

The workflow engine works with flexible rules, ensuring that processes adapt to changing business needs. A built-in chat function enables staff to communicate with each other quickly and efficiently, and all messages are automatically stored.

Physical document management - a bridge between the digital and paper-based worlds 

We know that even with full digitisation, there is still a need to manage physical documents. The BürOffice Process subsystem offers a comprehensive solution:

• Records management - know exactly where your paper documents are located

• Records management support - automate request, transfer, scrap

• Records logistics - efficiently move and track large volumes of documents

The system supports physical document management with intelligent barcode technology, so you always know exactly which documents are where and how long they need to be kept.

Management decision support and performance measurement 

BürOffice provides comprehensive analysis and reporting capabilities. This allows managers to view the company's operations in real time:

• Automatic measurement and tracking   of KPIs (Key Performance Indicators)

• Dashboard   for visual display of key indicators 

• Analytical query interfaces   for deeper analysis 

• Workflow dashboard  to review the current status of workflows and take immediate action 

The system shows not only the current situation, but also trends, so that potential problems can be predicted before they actually occur. 

Practical example: Contract management process at a financial service provider 

A financial services company with a 250-person administration team was using an extremely complex and time-consuming contract management process. Preparing, approving, signing and archiving a contract could take up to 7-10 working days. With the introduction of BürOffice, the process was completely transformed. 

The first step is to create a contract - the agent selects the appropriate, approved contract template in the system. The system then automatically populates the template for the customer with data from internal data sources (customer records, product database), creating a complete, error-free contract in seconds. 

The second step is the approval process. The contract created in the previous step automatically starts the approval process where the appropriate approvers are notified according to the rules set. Each approver sees their pending tasks in their worklist and can even complete the approval from a mobile device. The system automatically escalates the task if an approver does not respond in time. 

The third step is the digital signature. The approved contract is automatically digitally signed by the system.  

We then send the contract to the customer through the designated channel. 

The customer returns the signed contract electronically, which the system automatically attaches to the contract closing documents and notifies the administrator. 

The last step is archiving and tracking. The signed contract is automatically archived in the digital document repository and, if required, the location of the physical copy is recorded in the archive registry. The contract expiration date is automatically entered into the system, providing a timely reminder of the need for renewal.

The result: the time required for the entire contract management process has been reduced from 7-10 days to 1-2 days. Agents can process 40% more contracts in the same amount of time, while the error rate has been reduced by 85%. The management dashboard instantly shows how many contracts are in process, at what stage, and where potential disruptions are occurring, enabling immediate intervention.

Business benefits 

• Immediate efficiency gains - automated processes allow people to focus on what's important

• Complete transparency - all processes are traceable, so documents or tasks are never lost

• Measurable performance - objective data helps management make decisions and optimize processes

• Flexible adaptation - the system can be flexibly adapted to changing business needs

• Physical and digital integration - whether paper-based or digital, everything can be managed in one system

The BürOffice Process subsystem is not just a document management or workflow tool - it is a comprehensive digitalization platform that connects documents, processes and people so that your company can operate as efficiently as possible in the era of digital transformation.