DocuWare Case Studies Jura: Streamlining Document Management with DocuWare

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	Jura: Streamlining Document Management with DocuWare DocuWare

Jura: Streamlining Document Management with DocuWare

DocuWare

Technology Category	Application Infrastructure & Middleware - Data Exchange & Integration Functional Applications - Enterprise Resource Planning Systems (ERP)
Applicable Functions	Human Resources
Services	System Integration
Challenge	Jura, a Swiss company specializing in high-quality, fully automatic coffee machines, has a significant presence in the United Kingdom with over 38,000 customers. The company supports around 5,000 machines in the UK annually, generating a massive volume of documents. Every week, approximately 600 service documents, often several pages long, are archived. The 40 employees of the UK office need to access these documents regularly in their daily work. However, before the deployment of DocuWare, documents were scattered across various points in the company, partly in paper folders, partly in electronic folder structures on the server. This led to difficulties in locating important documents, and sometimes some documents simply couldn’t be found, prompting the company to seek a solution. Read More
About Customer	Jura is a Swiss company that specializes in high-quality, fully automatic coffee machines. The company has a significant presence in the United Kingdom, where it serves over 38,000 customers. Jura's products are used in 49 countries, both in homes and the food/restaurant business. The company prides itself on the longevity of its machines, offering specialized customer service representatives to repair any issues that arise. In the UK alone, Jura supports around 5,000 machines annually. This service generates a large volume of documents, with approximately 600 service documents being archived every week. The company's UK office employs 40 people who regularly need to access these documents in their daily work. Read More
Solution	Jura implemented DocuWare, a modern document management system, to organize their document-based processes. The solution was first deployed in their accounting department and was then gradually extended to all areas of the company. Today, half of Jura’s employees in the UK work with the electronic document pool on a daily basis. Incoming invoices are scanned directly into a digital tray in the reception area and then sent on to the accounting department. From there, the invoices are posted in Microsoft Dynamics Navision and automatically indexed using data from the invoice and placed in the electronic file cabinet, eliminating manual filing. For outgoing invoices, all A/R invoices are archived directly from Navision into DocuWare. The system automatically recognizes when a new document has been filed and sends the invoice directly to the customer after automatically reading the email address. The Customer Service department also greatly benefited from electronic document management. All repair orders and analysis reports for their machines are managed digitally. Employees can access the digitally stored documents directly from their ERP system, thanks to a button integrated right into Navision. Read More Log in to view content
Contents

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration

Functional Applications - Enterprise Resource Planning Systems (ERP)

Applicable Functions

Human Resources

Services

System Integration

Challenge

Jura, a Swiss company specializing in high-quality, fully automatic coffee machines, has a significant presence in the United Kingdom with over 38,000 customers. The company supports around 5,000 machines in the UK annually, generating a massive volume of documents. Every week, approximately 600 service documents, often several pages long, are archived. The 40 employees of the UK office need to access these documents regularly in their daily work. However, before the deployment of DocuWare, documents were scattered across various points in the company, partly in paper folders, partly in electronic folder structures on the server. This led to difficulties in locating important documents, and sometimes some documents simply couldn’t be found, prompting the company to seek a solution.

About Customer

Jura is a Swiss company that specializes in high-quality, fully automatic coffee machines. The company has a significant presence in the United Kingdom, where it serves over 38,000 customers. Jura's products are used in 49 countries, both in homes and the food/restaurant business. The company prides itself on the longevity of its machines, offering specialized customer service representatives to repair any issues that arise. In the UK alone, Jura supports around 5,000 machines annually. This service generates a large volume of documents, with approximately 600 service documents being archived every week. The company's UK office employs 40 people who regularly need to access these documents in their daily work.

Solution

Jura implemented DocuWare, a modern document management system, to organize their document-based processes. The solution was first deployed in their accounting department and was then gradually extended to all areas of the company. Today, half of Jura’s employees in the UK work with the electronic document pool on a daily basis. Incoming invoices are scanned directly into a digital tray in the reception area and then sent on to the accounting department. From there, the invoices are posted in Microsoft Dynamics Navision and automatically indexed using data from the invoice and placed in the electronic file cabinet, eliminating manual filing. For outgoing invoices, all A/R invoices are archived directly from Navision into DocuWare. The system automatically recognizes when a new document has been filed and sends the invoice directly to the customer after automatically reading the email address. The Customer Service department also greatly benefited from electronic document management. All repair orders and analysis reports for their machines are managed digitally. Employees can access the digitally stored documents directly from their ERP system, thanks to a button integrated right into Navision.

Impact #1	The fast retrieval of documents greatly boosts their customer service.
Impact #2	Improved efficiencies mean that a rather manageable team of five service employees can handle all after-sales inquiries from the United Kingdom.
Impact #3	The company also likes the solution’s low total cost of ownership. For example, the IT Manager was able to carry out many system configurations and additional employee training himself after training with the DocuWare Partner.

Impact #1

The fast retrieval of documents greatly boosts their customer service.

Impact #2

Improved efficiencies mean that a rather manageable team of five service employees can handle all after-sales inquiries from the United Kingdom.

Impact #3

The company also likes the solution’s low total cost of ownership. For example, the IT Manager was able to carry out many system configurations and additional employee training himself after training with the DocuWare Partner.

Benefit #1	The company supports around 5,000 machines in the UK annually, generating a massive volume of documents. Every week, approximately 600 service documents, often several pages long, are archived.
Benefit #2	Today, half of Jura’s employees in the UK work with the electronic document pool on a daily basis.

Benefit #1

The company supports around 5,000 machines in the UK annually, generating a massive volume of documents. Every week, approximately 600 service documents, often several pages long, are archived.

Benefit #2

Today, half of Jura’s employees in the UK work with the electronic document pool on a daily basis.

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Overview

Jura: Streamlining Document Management with DocuWare

Operational Impact

Quantitative Benefit