Paper posed a problem for Johnson Plastics, a Minneapolis, Minnesota-based supplier of engrave-able materials and engraving supplies. With eight locations across the U.S., effectively managing documents was a challenge. Documents were stored in filing cabinets, customers were kept waiting, and reports were delivered manually.
Johnson Plastics needed document management to work with their growing business. They found it with HelpSystems Document Management (RJS) software.
Farewell to Filing Cabinets
Filing cabinets were once the way of life at Johnson Plastics. The problem was: filing cabinets weren’t accessible to everyone at every location. Trying to find a certain purchase order or customer information on a moment’s notice was impossible.
Webdocs document management from HelpSystems changed all of that.
Today, documents are easily accessible from one central digital repository. Everyone—from accounts payable staff to customer service representatives—can access a document whenever it’s needed. All it takes is a quick keyword search, i.e. by customer name or order number, to find the document in question.
Webdocs also integrates with their VAI ERP system to ensure accuracy of customer information. For instance, names and addresses on new invoices and purchase orders can be cross-referenced and verified instantly with existing records.
Users can also click a button in the VAI user interface and launch document searches in Webdocs. As a result, it’s much easier to find a relevant document (i.e., purchase order) when reviewing customer information.
Hello to Happy Customers
Since Johnson Plastics has eight warehouses across the U.S., it’s common for an order to include shipments from multiple warehouses. In the days of paper-based processes and document management, this led to confusion and lack of visibility. Customer service representatives didn’t have access to all of the information about the order, including shipment details and tracking.
Today, Webdocs makes it easy to gain visibility over the order as a whole. All relevant documents are accessible from one central repository—no matter where the customer service representative is stationed. Plus, the customer now receives one consolidated invoice rather than receiving partial invoices with each shipment. This centralizes billing and makes it easier for the customer to track an order as a whole.
If a customer calls with a question about an order, a customer service representative can find the information quickly. There’s no longer a wait to receive an answer. In the end, the customer is happy—and the customer service representative can move on to the next task quickly.
Relax: Report Delivery is Automatic
Reports are delivered on a daily basis at Johnson Plastics. In fact, there are over twenty groups that expect reports on everything from inventory to accounting. That used to mean tremendous manual effort.
Today, with the help of Deliver Now, those regular reports are fully automated and save employees significant time. No matter what—even if someone is on vacation—reports are automatically produced and delivered to the right people on time.
Johnson Plastics now effectively manages documents and saves time every day, thanks to HelpSystems Document Management (RJS).
HelpSystems Document Management (RJS) helps organizations effectively manage documents. Find out how much time you can save with document management in a free consultation.