• News

Between efficiency, safety and acceptance

In times of digital transformation, the document management system (DMS) is no longer just a tool for digital filing, but a strategic platform that shapes processes, compliance and collaboration throughout the company.

However, IT managers in particular face special challenges when selecting, introducing and sustainably using a DMS. The following article highlights the most important pain points, strategic stumbling blocks and solutions for IT managers in medium-sized and large companies.

1. combine technical and professional requirements

The digital transformation is forcing companies to automate their information flows and make them transparent. Document management software is becoming the control center of the document lifecycle – from receipt and processing to audit-proof archiving.

For IT managers, this means

• They must combine technical requirements with professional expectations.
• You are responsible for compliance, data protection and availability.
• They must ensure that the DMS software remains scalable and capable of integration not only today, but also in five years’ time.

2. technical complexity – integration into existing IT landscapes

The challenge: Hardly any DMS system works as a standalone solution. Modern companies use ERP, CRM and industry-specific systems that need to be connected in order to avoid media disruptions and exploit automation potential.

• The problem of integration depth: Different interface standards, heterogeneous software versions and historically evolved structures often lead to compatibility problems.
• ERP integration, for example: invoice workflows or ordering processes require a deep connection to SAP, Microsoft Dynamics or industry-specific ERP systems. Without native interfaces, complex, high-maintenance workarounds arise.

Solution approach: When selecting a DMS solution, API openness should be a key criterion. A modern DMS must have RESTful APIs, webhooks or middleware connections in order to keep pace with the speed of future process changes.

3. compliance and data protection – security as a must-have

The challenge: The General Data Protection Regulation (GDPR), GoBD-compliant archiving and industry-specific retention periods make a DMS not only an efficiency solution, but also a compliance tool.

• Data classification problem: Many companies have not implemented a clear document classification . Which documents are subject to which deletion periods? Which information is particularly worthy of protection?
• Problematic access concepts: Role-based access control is mandatory, but is often implemented too generically. Sensitive areas such as personnel files or contract data require granular authorizations.

Solution approach: A professional authorization concept should be developed together with data protection officers and the specialist departments prior to implementation. In addition, a document management system should include data loss prevention (DLP) and encryption mechanisms in order to fully meet security and compliance requirements.

4. user adoption – the human factor as the biggest hurdle

The challenge: Even the best technological DMS software will fail if it is not used by the specialist departments. The reasons for this are:

• Insufficient training
• Complex interfaces without intuitive user guidance
• Lack of user involvement in selection and test phases

Solution approach:

IT managers should ensure that:

• Key users should be involved at an early stage and real scenarios mapped in pilot projects.
• the DMS offers a modern UX/UI that is based on common Office interfaces.
• regular training, update training and change communication to ensure long-term acceptance.

Free white paper “DMS guide for IT departments and decision-makers”

The digitization of document processes is no longer a trend, but essential to keep pace with the competition, meet regulatory requirements and make the best use of your IT resources. Nevertheless, many companies fail to adopt a structured approach when selecting and introducing a document management system (DMS).

Our new guide is aimed specifically at IT departments and IT decision-makers who are faced with the challenge of replacing existing analogue or partially digitized processes with a modern, efficient DMS. It offers you specific recommendations for action, checklists and practical tips to help you successfully manage your project.

5. scalability and future viability

Challenge: Many companies implement document management system software that covers their current needs but reaches its limits as they grow. Typical problems:

• Limited multi-client capability for company groups
• Restrictive license models that make the introduction of new locations more expensive
• Lack of cloud readiness or hybrid operating models

Solution approach:

A future-proof DMS should:

• offer multi-client capability and multi-location support natively.
• Provide flexible license models (user-, process-, volume-based) for different growth strategies.
• Offer a cloud, on-premises and hybrid operating option to be able to react agilely depending on security requirements.

6 Workflow automation – the underestimated dimension

The challenge: A document management system without a workflow engine remains a digital filing cabinet. The real added value lies in the automation of repetitive processes. But this is precisely where many implementations fail, because:

• Processes are not documented and standardized
• The focus is too much on archiving instead of process digitization
• Workflow designers are too complex or restrictive

Solution approach:

• Before implementation, the top 10 document processes should be prioritized with clear objectives (e.g. invoice receipt, contract management, vacation requests).
• The DMS software must offer a low-code workflow designer so that processes can be adapted by specialist departments without in-depth programming knowledge.
• A cross-departmental IT process management team makes sense in order to ensure continuous process optimization.

7. migration of existing archives – the often underestimated cost factor

The challenge: Switching from legacy archives to a modern DMS system is often seen as a purely technical project. But it is:

• Different data formats, missing index information or proprietary archive formats make migrations difficult.
• Effort and costs are often underestimated in tenders.
• Downtimes or incomplete migrations can harbor compliance risks.

Solution approach:

• An experienced document management system provider should be involved.
• Complete data analyses must be carried out in advance in order to realistically assess the scope and complexity of the legacy archives.
• The topic of migration must be considered as a separate workstream in the overall DMS project planning.

8. budget planning and business case

The challenge: A DMS project is not just an IT project, but a business enablement project. However, budgets are often not planned in full because:

• Hidden costs such as migration, change management, customizing or training are not taken into account.
• The return on investment is only calculated on the basis of license costs, not on the basis of process optimization potential.

Solution approach:

IT managers should draw up the business case holistically with the specialist departments and quantify the following factors:

• Time saving per process
• Reduced printing and storage costs
• Compliance and security benefits (avoidance of potential fines)
• Employee satisfaction and efficiency gains through automation

Conclusion: DMS as a key strategic project for IT managers

The introduction of a document management system is far more than just an IT project. It is a company-wide change project that combines organizational, technical and human challenges. The following applies to IT managers:

• Early involvement of all stakeholders
• Focus on integration, automation and scalability
• Strategic planning with clearly defined use cases and KPIs
• Professional change and training management

Only in this way can a digital document management system become not just a filing platform, but a real enabler of digital transformation. Document management system providers offer flexible solutions that can be individually tailored to corporate structures.

• News

What happened? – Targeting authorities and companies

Security researchers are sounding the alarm: a newly discovered vulnerability in Microsoft SharePoint servers is currently the target of active cyber attacks (as of 21.07.2025). SharePoint is used worldwide as a platform for file and data exchange in organizations, authorities and educational institutions. According to initial reports, numerous companies and authorities have already been the target of such attacks. The FBI is also investigating in this context.

Attackers use “spoofing” techniques

The recently identified vulnerability affects SharePoint servers that are hosted independently by companies. According to cyber experts, criminals have already been able to penetrate the IT infrastructures of numerous organizations – affecting both private companies and public sector institutions, as the Washington Post wrote.

Microsoft has now confirmed the problem, pointed it out in a blog post and made updates available. The company urgently advises its customers to install these security updates promptly. If this is not possible, servers should be disconnected from the internet as a precaution until a patch can be installed.

This type of vulnerability enables attacks through so-called “spoofing” . This involves hackers posing as legitimate users or internal systems and disguising their true identity in order to gain access to sensitive data.

Danger for passwords, data and digital keys

Only SharePoint servers hosted by companies themselves are affected. SharePoint Online within Microsoft 365 is not affected, according to Microsoft. The technology company is working closely with US authorities such as the Department of Defense Cyber Command to respond to the incidents.

Particularly explosive: according to current expert assessments, the attackers are not only able to steal passwords and data, but also to compromise digital keys. These enable them to gain access to the systems again unnoticed even after the security gap has been closed.

The vulnerability discovered is considered “significant” by security experts. They warn of widespread attacks on “thousands” of servers and advise administrators to isolate their systems or take them offline until a patch has been installed.

Backgrounds of the perpetrators remain unclear

It is not yet known who is behind the current attacks. According to the Washington Post, the servers of two federal agencies in the USA have already been successfully compromised. The institutions involved have not yet been made public.

Act now and prevent data loss

The current incidents illustrate how important it is to store sensitive files and communication content in a permanently protected manner. In addition to technical protective measures such as security updates and the professional administration of SharePoint servers, the use of a dedicated document management system (DMS) is also recommended.

With our DMS windream companies and authorities can archive all company-relevant files, but also chats from Microsoft Teams in an audit-proof manner and protect them from unauthorized access. Especially in the event of a cyberattack, this ensures that important communication and business data is stored in a traceable, structured and legally compliant manner. At the same time, central archiving supports the rapid recovery of information after an incident and strengthens the digital resilience of your organization.

Your advantages with windream for Microsoft Teams:

• Data protection compliance according to EU GDPR – also for private chats to protect the privacy of your employees

• Audit-proof archiving for maximum protection and legally compliant filing.

• Independence from the Microsoft cloud, as all Teams data is stored autonomously in the windream system.

• Access to all documents and chats from Teams channels for authorized persons – directly in Microsoft Teams or in the windream DMS.

• Flexible expandability, e.g. to include digital file management within teams.

• News

The “Fragmentopolis” problem in accouting

Anyone who works in accounting knows the picture all too well: invoices reach the company via a wide variety of channels. Sometimes they are approved by email, sometimes by chat, and in the end another Excel file with the name “final_neu_mehrfinal.xlsx” is circulated. What sounds humorous is a harsh reality in many finance departments. Everyday work in this “fragmentopolis” is characterized by manual processes, redundant data and a high level of control effort. There is hardly any time for analysis and strategic management.

A recent study by KPMG shows that controllers spend an average of around 30 percent of their working time searching for data, asking questions or clarifying discrepancies. This is valuable time that is actually needed for planning, forecasting and designing business strategies. This is precisely where the core of the problem lies: processes in digital accounting and controlling are still fragmented in many companies and heavily characterized by manual work.

Fragmented processes slow down digital accounting

The result of these isolated solutions is not only frustration among employees, but also a massive competitive disadvantage. Without a reliable and centralized database, the necessary transparency for well-founded decisions is lacking. Payment deadlines are overlooked, cash discounts are not used and budgets are lost sight of. Instead of active control, those responsible are often left with reactive damage limitation.

So the question is: how can we make the leap from fragmentopolis to a structured, networked and sustainable financial organization?

Free white paper: “Data City for Finance & Controlling”

This is precisely where the white paper “Data City for Finance & Controlling” comes in. It shows step by step how companies can modernize their processes and establish end-to-end digital accounting. With concrete application examples, checklists and practical recommendations for action, it provides a real roadmap for the path to the data city.

Automation in accounting: more efficiency and fewer errors

An automated invoice receipt is just the beginning. Digitally mapped process chains and clearly defined approval logics speed up the entire workflow. Invoices automatically end up in the correct verification folder, cash discounts can be used reliably and those responsible always have an overview of open items and the liquidity situation.

The benefits are measurable: according to a study by Deloitte, companies can reduce their processing costs per invoice by up to 70 percent by using digital accounting systems. At the same time, the error rate is significantly reduced as manual entries are minimized.

For controlling, this means less searching for data and more time for analysis and management. This added value is particularly impressive when you look at the day-to-day work of individual roles.

In the white paper “Data City for Finance & Controlling”, the fictitious controller Jana accompanies her transformation: where gut feeling and manual comparison of data used to be necessary, dashboards and reports now provide her with a solid basis for well-founded decisions.

Process optimization in controlling: From reaction to proactive control

Digitalization is no longer a dream of the future, but a reality. Increasing regulatory requirements, volatile markets and ever shorter reporting cycles make it impossible to continue working with old methods. While the focus used to be on monthly financial statements, managers now expect real-time data – reliably and transparently.

Process optimization in controlling meets precisely these requirements. Automated workflows, central data storage and transparent dashboards make it possible to identify developments at an early stage and take active countermeasures. The role of controllers is therefore changing: Data collectors are becoming business partners who actively generate strategic added value.

Another aspect: a uniform database makes it easier to meet compliance requirements. Audit trails, inspection logs and automated documentation ensure that evidence is available at all times – an advantage that should not be underestimated in times of stricter regulations.

Practical thinking: what really changes in everyday life

The introduction of digital, automated invoice processing has immediate effects:

• The error rate in accounting is reduced because duplicate entries or transmission errors are eliminated. Employees gain time that they can use for qualitative checks.
• In controlling, the central database ensures that reports can be created faster and more precisely. Forecasts are based on up-to-date data instead of outdated Excel sheets.
• The quality of management decisions is improved because key figures are not only aggregated, but are also comprehensible in detail.

The crucial point: the transformation not only affects efficiency, but also employee satisfaction. Fewer routine tasks, more substantive work and better positioning as a strategic partner.

Outlook for the future: Digital accounting as the basis for AI and analytics

The path to the Data City does not end with digitized workflows. In the long term, it opens the door to even more extensive possibilities. Topics such as artificial intelligence and automated scenarios are becoming increasingly important.

Those who digitize and automate their accounting today and set up a central database create the basis for benefiting from these innovations tomorrow. According to Gartner estimates, over 60% of finance departments will use AI-supported analyses in their day-to-day business by 2026. Those who take this path early on will therefore have a clear competitive advantage.

Conclusion: The path from Fragmentopolis to the Data City

The finance departments of the future will no longer be administrators, but creators. The prerequisite for this is to consistently address the daily pain points: away from manual processes and towards end-to-end automation and transparent data usage.

The first step is to take an honest look at your own organization: Are we still in Fragmentopolis – or are we already on our way to the Data City?

• News

Much has changed in the modern working world in recent years. Whereas fixed office workplaces used to be the norm, more and more companies are now opting for flexible solutions. Hybrid working in particular – a mixture of working from home and working in person – has established itself as a sustainable model. It gives employees more freedom, a better work-life balance and a more productive working day.

But this new flexibility also poses new challenges: How do you keep track of occupied workstations? How do you promote collaboration in the office when not everyone is always on site? And how can you create an office environment that not only welcomes people, but also their four-legged friends?

Hybrid work – freedom and responsibility at the same time

Hybrid working has established itself as the new normal in many companies – and for good reason. It combines the advantages of working from home with the strengths of office work, creating a modern working environment that meets the needs of employees. Not having to commute every day not only saves valuable time, but also energy. The flexibility gained means that work and private life can be better reconciled.

Productivity also benefits: Many employees report that working from home allows them to work without disruption, complete tasks with greater focus and feel more balanced overall. At the same time, the office continues to play a central role – it is a place of social interaction, spontaneous coordination, creative brainstorming and collegial solidarity. Especially in teams that work in a highly project- or innovation-driven manner, direct on-site communication remains indispensable.

However, this new freedom also brings with it responsibility – both for companies and their employees. Because without the right structure, flexibility quickly turns into chaos. Who is in the office when, where who is sitting, which rooms or work equipment are available – all of this has to be organized. Nobody wants to spontaneously arrive at the office in the morning only to find that there is no workspace available or that the desired area is occupied. Teams also want to be able to work together efficiently without having to spend a lot of time clarifying who is on site on which day.

This is where digital solutions such as vysoft Desk Sharing come into play. They create the necessary transparency and flexibility to make hybrid working efficient and stress-free. Employees can plan when they come to the office themselves – and choose their workstation exactly according to their own needs. At the same time, companies retain an overview of capacity utilization, space usage and booking behavior. This turns a potential organizational problem into an opportunity for smart resource management and greater team satisfaction.

Dogs in the office – more than just a trend

In the modern working world, it’s not just flexible working hours and digital tools that are in demand – the way we work together in the office is also being rethought. One development that is becoming increasingly important is the concept of “dog-friendly offices”: offices in which dogs are expressly permitted and welcome. What initially sounds like a nice bonus actually has tangible benefits – for both employees and companies.

Numerous studies have shown that dogs in the office have a positive effect on the working atmosphere. They help to reduce stress, encourage regular breaks and provide more exercise in everyday life. Those who take a short walk outside with their dog often return with a fresh head and new energy. This not only increases personal well-being, but also performance.

There is also the social aspect: dogs often act as an ice-breaker. They make it easier for colleagues to get to know each other, promote a sense of community and bring a certain relaxed atmosphere to everyday office life. A quick stop at the office door, a friendly look or a walk together during the lunch break – all this strengthens team spirit. This creates new encounters and opportunities for conversation, especially in larger companies or when there are changes in staffing due to hybrid working.

For dog owners themselves, the option of bringing their own four-legged friend to the office is a real benefit. Many people know the dilemma: on days when an office presence is required, care has to be organized – whether by family, friends or a dog sitter. This often means stress and additional costs. Young dogs, dogs with separation anxiety or animals from animal welfare organizations in particular suffer from being left alone at home for long periods of time.

A dog-friendly office is therefore a real plus in terms of quality of life and can be a decisive factor when choosing an employer. More and more people are not only paying attention to salary and career opportunities, but also to soft factors such as animal friendliness, flexibility and work-life balance. Companies that are open and modern in this respect not only demonstrate a love of animals, but above all show appreciation for their employees.

But as many advantages as this brings, people and animals cannot live together in the workplace without clear rules. Consideration, hygiene, retreats for dogs and their owners and transparency about where dogs are allowed are essential. Not every employee is automatically a dog lover – allergies, fears or simply personal preferences must also be respected.

The good news is that digital tools can be used to create precisely this balance. Systems such as vysoft Desk Sharing make it possible to specifically designate dog-friendly workstations – so both dog owners and their colleagues know exactly which areas are intended for office dogs and which are not. In this way, misunderstandings can be avoided, clear structures created and a working environment designed in which everyone really feels comfortable – on two and four legs.

How it works: dogs in the office with vysoft Desk Sharing

Anyone who has a dog knows that an office day doesn’t just start with the first appointment, but often with the question – can I take my four-legged friend with me today or not?

Booking a workplace with vysoft is intuitive – and precisely tailored to the needs of a hybrid working environment. Employees use the system to select the desired day and period. The right workplace can then be selected – with just a few clicks, directly in the familiar digital environment. Particularly helpful: thanks to configurable equipment features, it is possible to filter according to specific criteria – such as ergonomic equipment, proximity to certain team members or even: dog-friendly.

Workstations that are located in areas where dogs are expressly permitted can be marked and filtered accordingly. This makes it possible to see at a glance which desks are suitable for people and animals – without having to ask, without uncertainty. The intelligent search function also makes it possible to search specifically for workstations near colleagues with whom you would like to communicate – this also promotes teamwork.

Another plus: vysoft Desk Sharing is fully integrated into Microsoft 365 and Microsoft Teams. This means that employees do not have to learn any new software or install any additional tools. All bookings are made directly via the familiar working environment – whether from a desktop, laptop or smartphone. This maximum flexibility is particularly useful in hybrid working environments when plans change spontaneously or you decide to take the dog with you at short notice.

Why companies benefit

Modern working models such as hybrid working present companies with new challenges – but also great opportunities. With a smart solution like vysoft Desk Sharing these potentials can be optimally exploited. This is because the software not only offers convenience for employees, but also creates clear structures and efficiency for organizations.

• Maximum transparency and clear structures
  vysoft enables companies to maintain an overview at all times: Who is in the office and when? Which workstations are occupied? Which areas are dog-friendly? All this information can be accessed centrally. This not only makes internal planning easier, but also enables better management of office resources and capacities. This transparency is the key to smooth processes, especially in a hybrid working environment.
• Optimized space utilization
  Instead of unused workstations or overbooking, vysoft enables targeted, demand-oriented booking of desks. This allows existing office space to be used more efficiently, which can also lead to cost savings in the long term – for example, by reducing unused space or more precise planning for conversions.
• Strengthening employee loyalty and employer branding
  Particularly in times of a shortage of skilled workers, it is crucial for companies to position themselves as an attractive employer. Companies that cater to the individual needs of their employees – for example by offering dog-friendly workplaces – show appreciation and modernity. Such benefits not only promote satisfaction, but also emotional loyalty to the company.
• More flexibility, less effort
  The booking processes with vysoft are extremely simple – mobile via app, on the desktop or directly in the office via the kiosk display. Employees can book spontaneously or as planned, according to their personal preferences and requirements. For companies, this means less administrative work, less need for coordination and more personal responsibility for the teams.
• Promoting an agile, future-proof working culture
  vysoft Desk Sharing is much more than just a tool for booking workstations. It is a tool for promoting an agile, digital and team-oriented way of working. Seamless integration into Microsoft 365 and Microsoft Teams ensures that all functions are intuitively integrated into existing workflows – without any additional training or system changes.

In short, companies that use vysoft are not just investing in a digital tool – they are creating the basis for a modern, motivating and efficient working environment. A solution that creates structure, enables flexibility and actively supports the well-being of employees.

Conclusion: Hybrid work + dog = no contradiction

Everyday office life is changing – and that’s a good thing. With digital solutions such as vysoft Desk Sharing, the challenges of hybrid working can not only be overcome, but transformed into real added value for everyone involved. The ability to book specific dog-friendly workstations is an example of how modern technology can help to make work more people- (and animal-) friendly.

After all, it’s not just about efficiency and space utilization, but also about satisfaction, a sense of belonging and quality of life. When employees can bring their dog into the office, it reduces stress, strengthens the work-life balance and makes the office a place where people enjoy working – because there is room for real encounters, for flexibility and for new forms of togetherness.

With vysoft, hybrid working is not only plannable – it’s personal. This makes the office not only a place of productivity, but also a home away from home. For teams, for ideas – and for our four-legged companions.

Have you already read our white paper on hybrid working?

vysoft offers a holistic solution to support hybrid work concepts. The software suite is based on Microsoft SharePoint and can be used both in local IT environments (on-premises) and within Microsoft 365. It helps companies to optimize and automate processes in a targeted manner. Thanks to its modular structure, vysoft can be flexibly tailored to individual requirements and existing structures in the company. Discover our offer:

• Desk sharing: flexible workplace bookings for hybrid teams.
• Room management: Efficient organization of meeting rooms and event locations.
• Parking space management: Optimized use and allocation of parking spaces.
• Fleet management: overview and management of company vehicles.