Overview

In this Customer Story, we will explore the collaboration between DocStudio and PIDX, an organization that standardizes digital business processes for the Oil and Gas industry. Part of their operations is the creation of standardized codes for use within the industry, specifically targeting downstream operations. These codes facilitate seamless data exchange between trading partners, improving communication and operational efficiency. The PIDX approached DocStudio with a request to optimize the previously manual process of Downstream Product Code requests. Let's delve into the approaches and solutions DocStudio implemented to achieve this optimization.

Challenges Overview — Previous Approach

PIDX, formed in 1987, is a leading organization that standardizes digital business processes for the Oil and Gas industry. The organization facilitates seamless data exchange among trading partners by developing and leveraging electronic standards. Their comprehensive list of standards includes XML schemas, best practices documents, business process guidelines, implementation guides, industry code lists, a data dictionary, and a petroleum industry glossary. All trading partners following the PIDX standards need to request a unique standardized code for their products. 

Previously, requesting new PIDX Downstream Product Codes had room for improvement in terms of efficiency and speed. Requests were emailed to a PIDX moderator, who would then assign the code, add the new code to an Excel spreadsheet, and update the public Excel Spreadsheet on the PIDX website. All the requests were stored in the email threads, making it challenging to quickly find important information. PIDX needed optimization of this process to ensure that it is significantly sped up, there are no inconsistencies and less manual labor is involved. They approached DocStudio, a leading document digitization solution provider, to find a solution.

Automated Approach with DocStudio

When tackling this challenge, our primary goals were to ensure flawless optimization and time savings for PIDX, while also delivering a great user experience for its counterparties. To achieve this, we focused on developing a custom template for the New PIDX Downstream Product Code Request Form with the help of DocStudio Template Builder. This form is accessible via the PIDX website, and its completion takes just a few minutes, compared to the previous lengthy process of email exchanges and information requests between users and moderators.

After filling out the form to request a new product code, a free-of-charge account is autogenerated for the user. Requestor only needs to set up a password and access their account to review and track the status of the form at any time. The short video below demonstrates the streamlined request process from the requestor’s perspective.

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We have set up the processing workflow that included Code Requestor, PIDX Moderator, and PIDX Robot for validating the data, adding new records to DocStudio Dictionary (Internal Database), generating Public Excel Spreadsheet to publish on the PIDX website, and pushing updates to PIDX API.

In addition to enhancing the requestor experience, we aimed to provide the PIDX Moderator with a more comfortable work process. Moderators now have access to a personal account with a dedicated mailbox and Dashboard where they can review, process, and search all forms in one place. 

Results

Improved User Experience

For PIDX’s counterparties, the process of requesting a new Downstream Product Code has become more streamlined and user-friendly than ever before. The enhanced system ensures a smoother and more efficient experience.

Streamlined Operations

As for PIDX themselves, the automation of the Downstream Product Code request process has led to significant improvements in the Downstream oriented operations:

• Efficiency: Reduced processing time and manual effort for moderators.
• Accuracy: Minimized errors and duplicate submissions.
• Transparency: Users can track the status of their requests in real time.
• Accessibility: Easy access to request forms and status updates.
• Data Security: Sensitive information of PIDX Members is securely stored on the DocStudio platform.

Takeaway

The implementation of DocStudio for PIDX Downstream Product Code requests has transformed a previously manual process into an efficient, automated process. This case demonstrates the potential of automation in enhancing business processes and showcases the versatility and flexibility of DocStudio’s platform. With its rich features, DocStudio can easily automate a wide range of form and document-related scenarios, offering significant improvements in efficiency and effectiveness.

Particularly, DocStudio's flexible platform allows users to quickly create custom mini-software solutions with built-in robot functionality. These services are available as SaaS, enabling companies to access and utilize them online without needing on-premises infrastructure. Additionally, they can be white-labeled for providers to offer these innovative solutions under their own brand name.

Thanks to its easy customization and integration capabilities DocStudio can deliver specific, efficient, and scalable solutions tailored to meet the unique needs of different industries.

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