Automation of up to 18 thousand documents from 10 branches

Digital mailroom

Centropol with the use of intelligent automation copes with the processing of documents in the conditions of a rapidly changing energy market.

12 000
We process documents per month (up to 18,000).
2
Months since the start of the sharp operation.
10
We centralize the branches into one digital mailroom.

Scaling document management with growing demand

Centropol is a satisfied client Trusting Kofax since 2014. Initially, they used Kofax Capture (KC) technology for basic document mining.

In recent years, however, there has been a sharp increase in the processing of contracts as a result of shifts in the energy market. Short-term contracts have become the norm, which significantly increased the frequency communication with customers and work burden associated with document management.

They found that they receive from customers documents in different formatswhich must manually split, merge and differentiate which document is in question.

When the organization faced a massive reevaluation of contracts in a very short time frame (2-3 months), they realized the need for wider digitalisation and automationto manage this onslaught effectively.

Over time, the need to process documents has also increased from another source — email.

Because Centropol places great emphasis on providing superior services to end customers, it needed again speed up internal processes.

Proposal for a long-term solution

Over the years, the historic Kofax Capture solution required a number of custom programming modifications, complicating and costing future development.

Pro Thorough analysis of the present state we have arranged Joint workshop:

  • we have mapped current problems in processing
  • have plotted the newly needed processes
  • proposed a future solution
  • They named the risks
  • defined goals

Implementation of the Kofax platform for intelligent automation

Centropol se in 2022 decided move to a more variable solutionthat enables faster development and digitization of the entire organization.

Like BPM platform for intelligent automation they chose Kofax TotalAgility.

Key benefits of the platform

  • rapid creation of new processes for digitization
  • simple extension with additional input channels
  • Easy to add new document types
  • thin client with web access
Automated process of entering, digitizing and checking documents

Easy transition through Proof of Concept

When introducing new technology into an organization, it is always User in the first place, whom We are involved in the whole process:

1. In the introduction we introduced real demo a new solution. We got quick feedback and made adjustments.
2. Proof-of-concept We subsequently created and deployed the (PoC) in a limited environment to verify that the technology is working and meeting expectations.
3. Implementation was carried out gradually in order to further simplify processes with users.

A more agile approach is received very positively by users.

Reporting: overview of processed documents

Automated classification of 26 types of documents

They process 26 different documents in the organization and they can easily add more at any time. They see this as a significant benefit.

Examples of documents

  • Power of attorney of the original supplier
  • Request for termination of the contract
  • Pre-contract information
  • General Terms and Conditions
  • Handover protocol
  • Request to join
  • Affidavit
  • Main contract
  • Other attachments
  • Invoice received
  • Power of Attorney
  • A letter

Digitization strategy

When you need to digitize, but you don't know where to start.

Zjistit více

The digital mailroom changed the rules of the game

Centropol is currently using platform Kofaxwhich automatically captures, identifies, transforms and routes incoming communications and documents to relevant persons and processes in the organization — it is modern digital mailroom.

The transition to a digital document management system has had several challenges for the organization Significant advantages:

  • Increased availability: documents can be processed at any time and from anywhere.
  • Reduction of operating costs: the cost of printing, courier services and warehousing decreased.
  • Improved user experience: simplified processes have increased user experience.
  • Saving time: by eliminating the management of paper documents, valuable time was saved.
  • Uniform environment: for different types of input channels, documents are processed within a single user interface
  • Increased security: document losses and incorrect filling due to human error were mitigated.

“We achieved significant improvements in efficiency, reduced costs and, crucially, were able to offer even better service to our customers. “
Roman Prochazka
Manager ICT, Centropol

The Future: Continuous Digital Transformation

Management continues to explore options for further development, such as introduction of electronic signing through Kofax SignDoc. These would be further acceleration of the process and thus facilitating the work of both employees and customers.

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