Efficient document creation for case-based working
The Water Authority of the Dutch province of Limburg operates according to the principles of case-based working and utilises SmartDocuments as a solution. Raymond Sahl and Ciska de Zwart elaborate on how SmartDocuments contributes to an efficient and transparent workflow.
Raymond Sahl serves as the Information Provision Advisor at the Water Authority of Limburg. "We have been implementing case-based working for several years. In 2019, we migrated to Office 365 in combination with SharePoint Online," Raymond explains. "Our previous document creation tool did not support the SharePoint Online environment. Subsequently, we explored alternatives and found SmartDocuments. We initiated a Proof of Concept, which was highly successful, primarily due to the synergy between Office 365, SharePoint Online, and SmartDocuments."
Raymond en Ciska, both working at Water Authority Limburg
Each process has its own set of letters
"Both the technical installation of the software and the basic training that our functional administrators attended at SmartDocuments went smoothly," Raymond continues. "Then, we collaborated with SmartDocuments consultants to create templates. We had to create templates for each of our processes, which was a time-intensive process but adhering to clear deadlines proved to be effective."
Ciska de Zwart is the Management Assistant responsible for managing the SmartDocuments application within the Water Authority. "As the central point of contact, I coordinate and manage all aspects related to our templates. This includes gathering submitted requests for template changes by process owners and maintaining close communication with SmartDocuments consultants whenever support is required."
"Our processes are efficient, effective, and transparent as a result.”
The power of case-based working
"The strength of SmartDocuments is that we can configure it in such a way that you can only access a document template from our Case Management system, GoverMaxx by Split~Vision. When you start a new case or when you work in an existing case, a new document can be created directly from it. This ensures our organisation operates on a case-based basis. Also, brand consistency and standardisation are ensured through these systems,” says Ciska. Raymond adds, "The robust integration between GoverMaxx, SharePoint Online, and SmartDocuments provides users with a simple and user-friendly workflow, contributing to the adoption of case-based working. Our users can collaborate when working on documents or even when working on entire cases both internally and externally, with ease. Over time, we continue to enhance functionality, such as digital signatures within the case system. Outside of the Case Management system, users do not have access to the functionalities or document templates, thereby preserving our case-based approach."
Water Authority Limburg at Roermond
"We utilise SmartDocuments for all our documents," Ciska explains. "A document is generated from the relevant case, and the created document is then saved, including a unique number. We also utilise integration with Unit4Financials for our procurement processes. These are complex document templates, but SmartDocuments simplifies the process for end users."
Raymond elaborates, "When creating a procurement document, specific information such as the amount is included. Depending on the amount, SmartDocuments automatically places the signature of the appropriate budget holder in the document. Additionally, budget numbers are automatically populated from the system into the letter. This minimises the risk of errors. Our digital signature functionality ensures that once the budget holder signs the document, the signed document is automatically stored in the corresponding case in the case system. This keeps everything together, ensuring our processes remain efficient, effective, and transparent. Furthermore, we are able to comply with government regulations, such as the archival law, by storing information in a sustainable manner and ensuring accessibility."
Ciska adds, "Another feature I appreciate is the ability to require mandatory fields to be filled out in order to complete a letter. This further ensures the quality of our processes."
Clear and user-friendly
"We experience working with the people from SmartDocuments as very pleasant," says Ciska. "They keep their promises, have a lot of substantive knowledge, and assist us when needed." Raymond adds, "We receive support based on the agreements outlined in the SLA (Service Level Agreement), but we also utilise their consultancy services with prepaid hours. This works well; it means we don't have to arrange any procurement in advance and still have access to flexible support." Ciska continues, "This applies to more complex solutions. Fortunately, we can also do a lot ourselves. Working with building blocks and adjusting the building blocks, for example. Recently, due to an extensive new law, we reviewed all our templates together with SmartDocuments and saw that we could create building blocks for some elements very effectively. If something changes in one of those elements, we only need to adjust that one building block, and with a click of a button, it updates in all related templates. We were also able to prepare everything in advance for the introduction of the new law, publish it on the correct date, and everything worked smoothly. That's very satisfying."
"Due to the powerful integration between GoverMaxx, SharePoint Online, and SmartDocuments, users perceive it as a simple way of working."
"The SmartDocuments system is clear and functions well," explains Ciska. "We have insight into how often a template is accessed, and the rights structure works effectively. Users only have access to the document templates they need and cannot select the wrong template. We also try to set up templates as intelligently as possible, for example, by linking different letters within one template. This reduces the total number of templates." Raymond adds, "This will continue to evolve. Users experience how well the solution works and therefore use it increasingly more. We see this reflected, for example, in an increasing number of requests for new document templates. Users see that it is powerful and user-friendly."
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