Departments that are responsible for document management systems (DMS) often have to deal extensively with document logistics. Many orders arrive daily. In order to ensure that order processing is handled smoothly, it is necessary to implement an efficient system. A system like FlowSuite that fully integrates information management provides efficiencies through structured processes. FlowSuite was the type of system that Ricoh Nederland was looking for. FlowSuite provided Ricoh with an efficient solution for automating its order workflow.

Ricoh is an international company that specializes in document management and IT. It is a market leader in the area of innovative document solutions and digital information systems. Ricoh's goal is to break down complex processes, analyze them, and then restructure them. Optimizing efficiency and productivity for clients is their core business objective. The fact that Ricoh's goals can be seamlessly integrated with FlowSuite is readily apparent from the many workflow efficiencies that FlowSuite provides in the workplace.

By using FlowSuite, Ricoh can offer its clients the option of placing online copy and print orders. Then Ricoh's employees can proceed to review, confirm, and schedule the orders. The status of the order changes after each production step, and at the same time clients can monitor the progress of their orders through FlowSuite.

An example of process optimization in FlowSuite is the interaction between the Customer Relationship Management (CRM) system and the invoicing system. In the CRM system there are various invoicing properties that can be specified that allow a company to make detailed distinctions between for example departments and individuals. This functionality allows Ricoh to easily group orders and generate invoices. It is even possible to customize the layout of the invoice according to company specifications.

It is ideal that FlowSuite automatically generates, calculates, and manages orders according to a client's specifications. This saves time and allows you to avoid duplicating work. It also ensures that product prices are always correctly calculated. This prevents errors in calculating profits and overhead costs.

In addition to the success of the product, the collaboration between Ricoh and Applify proved to be extremely valuable. The flexibility and broad expertise of Applify allowed for a smooth implementation process. Important technological achievements included the connection of FlowSuite with other systems through the use of XML and Applify web services.

In short, Ricoh's FlowSuite integration has proven to be a successful implementation that allows access from multiple Ricoh locations as well as online client access, so that employees and clients all benefit from FlowSuite's features.