Internal document management system for retail

Web development

The system allows the company's employees to create and exchange internal documents, put electronic signatures, and use the archive-and all this without paperwork.

The service processes orders, charters, statements, minutes of meetings, instructions, regulations on structural divisions, memos, document flow with contractors, and many other forms.

To see how such a system works, click on the video. You can also test the product yourself — we have placed a clickable prototype of the product on the link.

Work duration: 7 months.


The customer’s task

The client needed to develop an internal document management system from scratch, it was important to configure the interface for different roles:

  • director and senior management;
  • HR;
  • head of the department;
  • accounting department employee;
  • lawyer;
  • warehouse manager.

It was also necessary to add the functionality of independent (custom) configuration of permissions for each role. That is, a user with the highest level of access could supplement or remove the capabilities of the cabinet from other employees.

Project features

The grocery store chain is a fairly large enterprise with complex unique business processes. Therefore, we needed to make an individual configuration of the EDI, taking into account the peculiarities of internal document flow.

We collected all the company's requests, conducted an analysis, and identified the areas that are difficult to maintain due to the lack of formalization. The transition to EDI allowed us to organize the order in 7 main types of internal documentation of the company:

  • HR — maintaining workbooks, personnel records, instructions, orders, and other things.
  • Commercial — registration, and maintenance of accounts, contracts with contractors and suppliers.
  • Production — maintaining documents that determine the organization of the company's production processes.
  • Financial — accounting and reporting.
  • Warehouse — inventory, acceptance certificates, etc.
  • Archive — preservation and systematization of documents.
  • Managerial — maintaining organizational and administrative documents.
  • Due to the large volume of documentation, special solutions were required, it was necessary to configure different access levels for certain roles.

We also added the ability to coordinate internal documents between the company's employees. In the system, each employee can be granted access with the necessary permissions. If the agreement does not require signing the document with an electronic signature, then the login/password is used.

The result

We have successfully launched a web-based system that has helped the company to establish internal document management and improve the production process. Keeping documents in electronic format has facilitated the work and increased the efficiency of each employee.

The system is functioning smoothly, and now we are actively communicating with the customer about the mobile version of EDO — we plan to make a special application so that employees can solve issues with documents even faster.

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