We helped Allianz SK transition to the Kofax platform, which processes documents, allows simple setup of business processes and management of dozens of scanners from one place.
In the largest insurance company in Slovakia, the digital mailroom passes 15 million documents a year. Allianz — Slovenská poisťovňa has a perfect overview of the circulation of documents in the company, reduced the number of errors and manual work of employees. The mailroom on the modern Kofax TotalAgility platform allows you to orchestrate processes or manage dozens of scanners in branches from one place.
We have been working with Allianz Insurance Company since 2016. By then, she had been a long-time user of the software Kofax Capture. This is a traditional solution that:
The solution made it possible per year to process circa 15 miles. insurance contracts, claims for performance and other documents. For Allianz, this brought the classic benefits of digitization:
“With technological development, the appetite for digitalization has also increased, which is why Allianz has become more and more aware of the limits of the classic solution,” explains the context of the project Tomáš Dolejš, CEO INFOMATIC.
In particular, the following limits were concerned:
“Kofax Capture is a smart solution for digital mailroom and pure digitization of documents. But Allianz wanted to digitize and automate more, so we recommended the client to migrate to the Kofax TotalAgility platform, which allows a more comprehensive approach,” describes Doleysh.
TotalAgility combines design and process control (so-called orchestration), document processing itself and long-term monitoring. “For companies with dozens of branches across the country and hundreds of users with their own devices, ecosystem management is very challenging. Technicians, for example, need to ensure that up-to-date modules are uploaded everywhere. At TotalAgility, all management is done centrally, saving tens of hours of time per month and minimizing errors.” adds the director of INFOMATIC.
With optimal settings, such a digital mailroom processes:
Part of the documents is processed automatically, part is scanned by employees.
It doesn't matter if the input comes from:
TotalAgility is connected to internal systems and ensures that It put the right data in the right place and reached the right people.
In addition, the system includes learning algorithmwhich, for example, makes it easier to expand the mailroom to receive a new type of documents, and can be supplemented with functions such as electronic signing of documents or interface for mobile.
Users control everything through a clear web application and each of them only has access to a section of functions according to user rights.
To implement it, the company needs experienced partnerthat can handle linking to:
The digital mailroom project for Allianz was carried out according to the classic IT procurement mode: analysis → implementation → testing → user training → launch → support and development.
First of all, we verified the compatibility of the TotalAgility platform with Allianz internal systems. In the analytical phase, it was important understand in detail the existing work of users and at the same time describe the individual steps of implementation as linking the platform with scanners, company Unius DMS and other insurance company systems.
And we also looked at setting user rolesso that each employee has only such rights as Allianz allocates to him/her:
Migrating a digital mailroom to a new platform requires careful setup. We wanted, for example, to ensure that the system could Automatically categorize a large volume of documents by type or Barcode and he himself evaluated whether it was necessary to extract data from the relevant document or not, since it had already been entered into the system by an employee of the insurance company at the branch.
“Because we use TotalAgility for most of our digitization projects, we managed the migration of the entire system in 10 months from the initial meeting,” stresses Doleyš.
After the launch, we provided Allianz with several months of support (users and administrators), today the client is able to maintain and develop the digital mailroom with his own hands.
The digital mailroom works as reliably as before and right from launch handles the same amount of documents like the old Kofax Capture. Allianz, however, thanks to centralized management of end devices saves on costs for the work of engineers.
The great benefit of the new Kofax platform became apparent quickly after launch. With the onset of covid-19, employees could not go to the branches. Thanks to the possibility work with documents through the application in the browser but they continued to work from home. In the future, a solution built on TotalAgility will facilitate Allianz's operation in the so-called hybrid workforce mode, when part of the staff works from the office and part from the house.
“The client discovers the possibilities of orchestration of processes and proposes partial changes that will make document flow even more efficient. And we are talking to Allianz about the next steps in the digitalization of the company,” outlines Doleyš.
“For example, we solve the use of TotalAgility for all possible inputs from emails and web forms to XML files from partners. This gives Allianz a unified funnel of information into the internal system. “
— Tomáš Dolejš, CEO INFOMATIC
Another innovation coming up is the use of the platform to scanning of IDs or passports. A new process will be created in the system that will enable the digitisation of the documents needed to arrange insurance.
“This will move us from the original digital mailroom to onboarding new customers and I believe we will soon reach Allianz front-end applications as well. For example, the customer receives an SMS, scans his ID, clicks through to his mobile Internet browser, takes a picture of the ID with his mobile phone and sets up an insurance policy without unnecessary travel to the branch. concludes Doleysh.
If you are thinking about digitizing documents or automating any of your business processes, we will advise you how to get started. Get in touch and we are happy to introduce you to the capabilities of the Kofax TotalAgility® platform.
