The template management solution of COC AG convinces with high usability and quick introduction the COC AG has replaced the existing template management system of VTU holding GmbH and introduced their system DOCUNIZE. The company group with 13 locations in five countries focuses mainly on the planning of industrial plants. The migration project had become necessary due to a significantly increased volume of document templates that must be also multilingual and at various locations available. Another limiting factor of the existing application was that it was limited to the provision of Word templates. In this respect, the introduction of DOCUNIZE means considerably more than just a change of system for VTU. Because on the one hand an extension done thus Excel and PowerPoint templates, on the other hand, the user experience is significantly improved through additional individual business functions. This includes, for example, that in the letter and offer templates is a connection to the Outlook address book was created in order to make the process shorter and more convenient.
The decision for DOCUNIZE a new template management system not least resulted from the simple possibility of integration of existing templates and the multilanguage capabilities of the solution. But the easy template creation and management for the administrators was positively. Another plus was the dynamic structure of the templates from the perspective of the VTU so consistent text blocks can be used several times and only once must be maintained. The company however put great value on the usability aspect. Crucial point in the decision for DOCUNIZE was the user friendliness of the system.
For us was important for employees to keep the threshold as low as possible, to ensure that the current templates are used”, explains Dr. Friedrich FRoSCHL, Managing Director for finance and human resources at VTU holding GmbH. And he is looking to the future “another important aspect: in addition DOCUNIZE will continue to meet our requirements for further business growth and increasing number of templates.” The rollout of DOCUNIZE took place gradually. After you create the templates by the Administration were tested and modified if necessary. After their release, they were passed for a two-week trial period to 15 users and then deployed across the enterprise. DOCUNIZE self explanatory work, you could forgo a training of all users. We have created only a short, two-page guide and sent by E-Mail to the staff,”explains Dr. Fatah how. For the test phase, a user was selected from each site. Thus, a user already familiar with the application to assist with any questions was locally available at the time of the rollout at each branch.