Overview

In this Customer Story, we explore how a leading logistics company transformed its document management process by implementing DocStudio solution. Renewal Logistics is a high-volume, high-throughput Logistics company that specializes in Contract Logistics with expertise in the apparel, footwear & consumer goods industries.

Facing inefficiencies in managing critical documents like Terms and Conditions, NDAs, and various authorization forms, Renewal Logistics turned to DocStudio to automate and streamline these processes. DocStudio utilized a complex approach to completely digitize the Renewal Logistics’ documentation processes. 

Challenges Overview — Previous Approach

Before adopting DocStudio, Renewal Logistics relied on a manual process for handling its document workflows. Key documents such as Terms and Conditions, Non-Disclosure Agreements (NDAs), and Authorization to Perform Services were typically shared either as PDFs through email or in physical paper form. This method required each document to be manually prepared, sent, and tracked, which made the overall process rather slow and labor-intensive.

Once documents were signed, the team had to manually download them and then upload them into Salesforce. Because documents were often exchanged via email, they were frequently scattered across different email threads, making it challenging to search for and retrieve specific documents when needed.

Furthermore, the use of PDFs for document exchange meant that the information within these documents remained unstructured. As a result, data could not be easily extracted or integrated with other systems within Renewal Logistics' IT infrastructure, such as their ERP, CRM, or Warehouse Management System (WMS). This lack of structured data made it difficult to automate processes or utilize the information in a more streamlined and effective manner.

Automated Approach with DocStudio

The goal of DocStudio in this collaboration was to automate the document management process, reducing manual efforts and converting the workflow from a PDF-based system to a more structured, user-friendly, and efficient process. Here’s how DocStudio helped Renewal Logistics achieve these goals.

Centralized Document Management

DocStudio provided Renewal Logistics with a personalized account where all documents could be managed in one place. The team can now easily store, search, and filter documents and initiate new document workflows. Additionally, they can manage user access and permissions, ensuring that only authorized personnel can access specific documents.

Template Integration

All document templates used by Renewal Logistics were integrated into DocStudio using its built-in template editor. This allowed for the easy creation and customization of documents, streamlining the entire process from initiation to completion.

Seamless Document Exchange

The Renewal Logistics team can now send documents to clients and partners directly through DocStudio. Recipients receive the documents electronically and can review and sign them efficiently. Once a document is completed, both Renewal Logistics and the counterparty receive notifications, ensuring that the process is smooth and transparent.

Salesforce Integration

DocStudio’s integration with Salesforce via API has further enhanced the process. Upon completion of a document, the counterparty’s information is automatically transferred to Salesforce, and a copy of the completed document is attached to the relevant customer or partner profile. This eliminates the need for manual uploads and ensures that all data is up-to-date and accessible.

Structured Data and Easy Integration

Documents processed through DocStudio maintain an XML structure, enabling easy extraction and mapping of data. This structured approach allows Renewal Logistics to transfer data seamlessly into their existing systems, such as ERP, CRM, or WMS, ensuring that all information is accurately captured and integrated across the organization.

Check the video below to watch an overview of DocStudio's solution implemented for Renewal Logistics.

Results

The implementation of DocStudio has led to significant improvements for Renewal Logistics:

• Enhanced Efficiency: The automation of document management has drastically reduced manual efforts, leading to faster processing times and increased productivity.
• Improved Document Accessibility: With all documents centralized and easily searchable within DocStudio, Renewal Logistics can quickly find and access the information they need, improving overall operational efficiency.
• Better Data Management: The structured format of documents allows for easy data extraction and integration, ensuring that all relevant information is accurately captured and utilized within the company’s systems.
• Streamlined Communication: The seamless document exchange process has improved communication between Renewal Logistics and its clients and partners, enhancing business relationships and ensuring timely completion of tasks.

Takeaway

The collaboration between Renewal Logistics and DocStudio showcases the power of automation in transforming business processes. By automating document management, Renewal Logistics has not only improved efficiency but also enhanced the overall user experience for both their internal team and external partners. DocStudio’s flexibility and integration capabilities have provided Renewal Logistics with a scalable solution that can adapt to their evolving needs, setting the stage for continued growth and success.

For more information on how DocStudio can automate your business processes, reach out to the DocStudio team at hello@docstudio.com or submit the contact form here.