The digital customer file
All customer data in one system
Even closer to the customer
The digitization of all information about the customer ensures that documents and customer data are available anytime and anywhere.
All data is available via tablet, smartphone or laptop for every customer contact.
This means you and your employees can answer any questions directly.
With the digital customer file, you ensure that all employees have access to the digital administration of customers at all times.
Central document management: one electronic file for each department
There are usually several departments in contact with the customer.
The consequence: a lot of customer data from different systems, such as SAP or Office 365, and also different storage locations to which not every employee has access.
In this case, it is necessary for all information in the digital customer file to be brought together in a central location and made available in electronic form.
The individual documents must always be available, as this allows you to achieve maximum flexibility.
The various departments have direct access to all customer data.
They are always in contact and exchange information with all context-related teams.
All information can be retrieved from the digital archive and changes to the documents can be tracked at any time.
Better service quality for your customers
Even smaller companies benefit from digital file management.
By digitizing the documents, all the information in the customer file is always available to you.
You can view documents and data electronically for every customer contact without having to search.
Digital file management allows all employees mobile access.
All actions are therefore specifically tailored to your customers, which noticeably increases the quality of service.
Advantages of the digital customer file
Every company quickly realizes the benefits of digital file management.
The reduction in workload and cost savings are a relief.
By taking the GDPR into account , we can store individual retention periods in our solution.
The reduced paper consumption not only protects the environment, but also speeds up work processes.
Direct access to all data and documents relating to your customers
No media disruptions: one system with all the latest information
The right answer to every question: Permanent access to all documents
Central storage for all process participants
Paperless office
Faster processes thanks to the digitalization of all information
Integration of the customer file into other applications, such as CRM systems, Salesforce, etc.
Everything at a glance and always up to date
Digital file management allows your employees to keep track of all processes relating to your customers from anywhere and at any time. Changes are immediately saved and logged digitally in the file management system.
All employees can also be informed directly about changes via notifications.
This creates complete transparency in the shared filing system.
Extensive search functions
Customer questions can be answered quickly thanks to the digital file management of customer information.
If file management uses our document management system, your employees can find the data they need with just a few clicks.
The search parameters help to ensure that the right digital documents are immediately to hand, eliminating the need to search through large mountains of paper files.
The time saved pleases customers and employees alike.
Automatic documentation
All tasks are organized within the software using a workflow.
The files are monitored digitally.
Processes are automated completely electronically.
In this way, content and tasks are assigned to the right contacts and saved.
Distribution of access authorizations
You can set up individual user rights for the electronic customer file and are thus protected against unauthorized access.
Within digital archiving, it is possible to see which employee has made a change.
However, access is managed by individual persons.
This ensures that the right employees have the right access to data.
FAQ: The most frequently asked questions about digital customer files
What is a digital customer file?
All customer information and data is collected in the digital file and stored together in an audit-proof archive.
This protects them from manipulation and deletion.
In addition, processes relating to the customer business can be digitized and automated.
Can customer data be archived automatically?
All documents and data are archived directly in the document management system – regardless of which software was used to create the document.
Thanks to the connection to systems such as SAP, Salesforce or Outlook, the documents are automatically stored in the archive.
This means you don’t have to do any additional work.
How secure is your customers' data?
Your customers’ details are fully protected by the sophisticated security concept of the electronic customer file.
Retention periods are also reliably adhered to thanks to smart rules.
How is the information on the invoices read out?
The system uses optical character recognition (OCR) to read the information on invoices. This means that companies no longer have to enter the data from each invoice manually. This saves a lot of time and effort and has the positive side effect of reducing errors.
Important data such as the date, the reference number and the total amount due are then extracted during incoming invoice processing. This information can be used to automate the approval process for payments and accounting.
Automated invoice processing can considerably simplify the way companies deal with their invoices.
Are electronic customer files GDPR-compliant?
Yes!
As a German software manufacturer, we know the requirements for data.
We work with you to set up the solution for managing your information.
Here we also jointly determine how the data must be stored.