Efficient access to documents strengthens both the business operation as well as the learning process at Rototilt. They went from folders and files to digital document management with iStone and M-Files.
Rototilt manufactures tiltrotators for excavators, used for a variety of purposes. Each order and product is more or less unique. A modern document management system was needed to provide quick and effective access to relevant documents in order for Rototilt's employees around the world to be able to provide good customer service and support.
The requirements were not met in the existing system
Before M-files was implemented Rototilt used an old and self-developed management system in combination with locally stored documents and paper that were stored in folders at the office in Vindeln. This solution did not meet the needs and requirements of an internationally growing company.
A new system was needed, and the requirements list was quite long. Quality documents, order statements, invoices, product structures, delivery reports, delivery notes and shipping notes needed to be able to be safely stored and at the same time made more accessible. With this list of requirements Rototilt chose M-Files, because it is user-friendly and met the needs of accessibility.
Rototilt had been in contact with iStone earlier in connection with the successful implementation of M3 in Germany, and therefore they chose iStone to run the implementation of M-Files.
Better follow-up and access to knowledge
Employees in seven different countries can now store and access all types of documents in M-Files. The documents include agreements and quotes which are also available from the Microsoft Dynamics CRM system, as well as quality documents created in the quality management system.
"Metadata enables us to link different documents that belong to a particular business unit or process, which facilitates our follow-up and customer support," says Rickard Lundström, CFO at Rototilt.
The IT and finance departments canalso see great gains in being able to efficiently structure their documents.
Rickard Lundström highlights the gains he has seen for the organization's learning and points out that M-Files will become a knowledge bank, where everyone can find the bases, routines and information developed.
"We now have the structural capital needed to build an international company," he adds.
Rototilt is pleased with the implementation process and is now looking forward to developing the system more. Next on the wish list is the possibility of electronic signing of documents. Once installed, Rototilt will be able to completely eliminate old paper-based processes.