In the interview with Frank Krollpfeiffer, Channel Sales Manager DMS/ECM at Kyocera
KYOCERA Document Solutions is a leading provider in the field of document and enterprise content management. Software solutions and services form a key part of the company’s portfolio. The test and business magazine "FACTS" rated the solution as very good. This was reason enough for us to speak with Frank Krollpfeiffer, Channel Sales Manager DMS/ECM at Kyocera, about the innovative tool that can digitise all document management processes in a simple way, from employee files to construction files.
DIGITAL FUTUREmag: Document management has significantly increased in importance for SMEs in recent years. Why is this element so crucial for digitalisation in companies?
Frank Krollpfeiffer: Major corporations have long been focused on the efficiency of their processes, but there aren’t all that many of them. In Germany, we have a large group of SMEs that have actually shied away from investments in recent years. There are several reasons for this: on the one hand, the benefits were neither transparent nor tangible, and during planning, nothing could be visualised. Many also simply lacked the imagination of what the outcome might look like. In addition, such projects are time-consuming and costly. Both are very sensitive issues for SMEs. Globalisation and increased competition are also placing demands on SMEs, with the need to be faster, more flexible, and more transparent in the existing market. The world of work has become more mobile and agile. It is possible to work flexibly and from anywhere – provided the processes are correct and documents and information are digitally available. This transformation is also taking place among public contractors, in government agencies, and municipalities. What was missing until now was a simple, pre-configured, and easy-to-use document management system. We are offering exactly that to SMEs!
DIGITAL FUTUREmag: Ensuring that data can be found again and recognised after digitalisation is a crucial factor. How do you guarantee this in every case?
Frank Krollpfeiffer: Indeed, the issue of searching and finding is one of the top topics. Of course, all documents can be stored on a file server, but finding them again is often difficult, especially when many employees are involved. In addition, not all employees always have access to all company systems. Take accounting, for example. Only department employees have access rights there. A state-of-the-art archive, on the other hand, reads documents, classifies them, processes metadata, and thus ensures that all documents can be quickly retrieved. All of this happens automatically in the background, either during capturing (i.e., scan routing) or when documents are scanned via email or drag and drop into the archive. Of course, the topic of rights assignment also plays a major role here and remains a central component of any implementation.
DIGITAL FUTUREmag: Many medium-sized companies already have existing systems. Whether SAP or Microsoft solutions or even custom-built tools. How well can their system be integrated into such systems?
Frank Krollpfeiffer: Microsoft is represented in over 90 percent of medium-sized companies. Our Workflow Manager offers seamless integration into this Office environment. This means employees can send emails directly to the archive from Outlook, with or without attachments. Templates can be created in Word and anchored in the archive as sample texts. All templates are always up-to-date and consistent. The time savings for employees is not to be underestimated and is therefore valuable for companies. If it succeeds in digitizing the basic work, the service quality for customers within the company increases. In addition, we offer countless specialized software solutions, ERP systems, etc., to which a corresponding interface must be set up. One example: The order confirmation from the ERP must be stored in the archive in a customer file. Invoices are received by email and filed in the archive, while at the same time an invoice workflow is started and an accounting entry is generated.
DIGITAL FUTUREmag: The test and business magazine "FACTS" rated the solution as very good. What was tested in this review, how many document management systems were evaluated, and what do you think led to the success of your system in the rating?
Frank Krollpfeiffer: It's great that you're asking about that. In the past, such tests were not possible. Why? Well, all other providers of solutions always operate on a "blank sheet of paper." This means everything is newly designed and planned together with the customer. There is nothing to "see" at the beginning; instead, imagination must suffice. Four years ago, we approached the market completely differently, or rather, we reversed the usual concept, exclusively with a view to the approach of medium-sized companies. Keeping time and costs in mind, we created ready-made templates, files, structures, and a workflow designer, thus designing a compact starter package for the customer. The major advantage is that I can already show something during the conversation with customers. Because let's be honest, many processes are similar for customers. Having a pre-made basis to then focus on the individual requirements of the customers made a lot of sense and is also repeatedly confirmed positively by the customers.
To find out whether the KYOCERA Workflow Manager really enables an easy entry into document management, the specialist magazine FACTS wanted to test it. For this purpose, the editorial team used the software in everyday life for several months. In particular, they used it to digitize all workflows related to subscription management. The result was as follows: "The KYOCERA Workflow Manager convinced the FACTS editorial team. 'The KYOCERA Workflow Manager is really thoroughly thought out. Although the basic structure is predefined, it maps business processes in such a way that any company can use it to work paperlessly.' Above all, the quick implementation went smoothly, and all FACTS employees were able to skillfully navigate the system after a short introduction. The user-friendly interface also contributed to this. The range of functions is vast, yet it remains so streamlined that the overview is maintained. The clarity is also enhanced by the fact that each user only sees the areas and folders they have access to. Legally, the system is compliant thanks to the audit-proof storage and GDPR features.
DIGITAL FUTUREmag: So as you describe it, employees can create workflows ad hoc and fixed themselves. That sounds simple. Where is the catch? Or, to put it another way, can’t there be many incorrect workflows that then lead to problems?
Frank Krollpfeiffer: In digitalization projects, it is always important to involve employees. This is often not easy when you abolish paper files or change processes. The work remains, and the process itself often stays the same – only now it’s digital. Many employees therefore use the workflow designer to create their own workflows, gain more transparency for themselves, and work faster. Take a classic circulation folder for approvals, for example: often, employees don’t even know where it is or when it will come back to them. With the workflow designer, employees can map and design their working day digitally for themselves. Everyone wants to have a say! Of course, there are also workflows that are fixed for all employees and cannot be changed. This applies to processes that occur repeatedly and are of central importance. An example would be the invoice workflow or the purchasing workflow. These are centrally implemented and are mandatory for all employees.
DIGITAL FUTUREmag: Invoice receipt and interfaces such as to DATEV are crucial for the finance department. What does your system offer in this regard?
Frank Krollpfeiffer: In short, seamless integration right up to the transfer of a completed booking entry. A workflow that guides an invoice completely digitally through the company, with all approvals, the storage of all documents and notes in the archive, and the complete documentation of all work steps. One hundred percent transparency and a connection of systems without the employee having to switch applications.
DIGITAL FUTUREmag: In companies, numerous other queries are often necessary. How do you support companies in introducing their document management system?
Frank Krollpfeiffer: First of all, it is important to clearly agree on the objectives – what is to be achieved. We often see that this is not done, and then there is a risk of getting sidetracked. Furthermore, it is important to work in stages: start with one department or one process, and then gradually move forward. This approach involves employees, because they are the ones who need to live with and help shape the changes. Once the goals are clear, the next step is to take stock and create an implementation plan. By the way, we have some tools up our sleeves, for example a potential analysis. We use the potential analysis as needed to show companies their current status and development opportunities overall, as well as to reconcile the different needs of individual areas. Or we work with the workflow optimization tool, where we specifically record and update existing processes.
DIGITAL FUTUREmag: Before a company starts introducing a document management system, what do you think are the three most important steps that need to be carefully prepared?
Frank Krollpfeiffer: The three most important steps are: define clear goals, plan in stages, and involve employees. Companies should plan for the long term and be open to rethinking old processes in order to transform their business into acompetitively leading the digital future. That reminds me of a customer situation where we laughed a lot with the customers because not every old process is a good digital process. Such a change offers the unique opportunity to rethink and review many topics. You know, sometimes it’s like cleaning out your wardrobe…
DIGITAL FUTUREmag: At the upcoming DIGITAL FUTUREcongress you will be represented and can show visitors many of the topics discussed or engage in conversation with customers. We are very much looking forward to it and wish you many productive discussions ...