Obton wanted to use AI to classify documentation
Obton’s desire to automate business processes has become a reality thanks to the collaboration with Konica Minolta and Nextagenda. Nextagenda is 100% owned by Konica Minolta
To manage projects, documents and data more efficiently and business-oriented, solar energy company Obton embarked on a digital transformation journey with Konica Minolta and Nextagenda. Grethe Koudal, Senior Specialist at Obton, explains the process here.
Intelligent document management
Obton’s goal was to implement a user-friendly and intuitive system that could automate document management processes. The system had to be clear, easy to use and secure,” explains Grethe Koudal and elaborates:
“We have thousands of business-critical documents and we needed a system to help us categorize them quickly and correctly. WorkPoint not only gives us a good overview of all our assets, but also helps us sort them into predefined categories based on our business model. This way, we ensure that the documents end up in the right place every time.”
Grethe Koudal explains that Obton went from managing documents and data manually and locally to a fully automated cloud solution that uses machine learning and document intelligence to sort, store and manage the company’s projects, documents and data.
“With Nextagenda’s AI solution, it is now much easier to structure documents in the system as they are automatically placed in the right place. The starting point was that users didn’t have to decide where to put things – nor did they have to create folders or come up with a structure themselves. It’s about getting technology and people to work together.”
Intuitive system and structure
Grethe Koudal explains that the vision was to create a user interface that was easy to use for all Obton employees – not just the IT-savvy:
“It was important to us that it wasn’t just another complicated IT system that our colleagues had to learn. Nextagenda helped us get a good overview and guide us on the “journey”. Initially, we had to take a step back to see how we even work with documents at Obton to understand our processes. And then we used our insights to adjust the system’s features.”
Grethe Koudal says that Obton employees especially benefit from the fact that all uploaded documents are automatically sorted and saved in predefined folders and by document type:
“When we upload a document, the machine learning module helps extract relevant data from the document. The user then approves the extracted data, so we know that the right information is in the system. When the documents are in the document library, they are 100% searchable and there is a clear version history. The big difference is that we no longer have to find the data and enter it ourselves. We save time and there is less risk of errors.” She continues, “some documents run all the way automatically, where we can do that we save a lot of time.”
Flexibility is key!
Grethe Koudal emphasizes that it was important to develop a system that is flexible and adjustable – and that can continuously evolve with the business and strategy:
“We are now in the next phase, which is the linking of documents and data. One of the features we get from WorkPoint is that we can filter in different ways. It’s about getting the right filters in the document library, and that’s what we’re currently working on.”
Grethe points out that the scalability of Nextagenda’s solution, in particular, means that Obton as a company can meet new industry requirements without compromising on efficiency or performance:
“We need to constantly adapt to the changing world around us, and our digital tools and systems need to be adaptable too.”
About WorkPoint
Workpoint 365 is a cloud-based document system based on SharePoint Online in Office 365. WorkPoint 365 uses the latest Microsoft technology to help businesses streamline and automate various work processes – this includes
- More efficient business processes
- Streamlining organizational processes
- Automation and streamlining
- Greater transparency
- Better data security
WorkPoint 365 offers comprehensive solutions for managing projects, cases, employee files and company policies. The system supports cross-company collaboration and is accessible on any device – anywhere, anytime.
WorkPoint 365 integrates with Microsoft 365, ensuring a consistent user experience and interface across different applications.
