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Founded over 15 years ago, we’ve grown from a small team in Kochi, India, to a leading global technology consulting company that transformed businesses by our design led product engineering.

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Product Modernization –
Document and Contract Management System

About the Client

Document and Contract Management System can be used by any organization to organize their documents or contracts and streamline its processes. Within an organization, these automated systems may be used by different functional departments like HR, finance, sales, procurement to manage different aspects of their business operations.

The Challenges

  • The system is built using Ruby on Rails, which is an old framework compared to the new, advanced web technologies available.
  • Since Ruby on Rails is an opensource framework and depends on community support for regular updates, maintenance and bug fixes, this could give rise to issues with long term performance, stability and security of the software.
  • The interface is not appealing or user friendly. UI customization is not flexible with the current framework.
  • The app is not mobile friendly – cannot access files from any mobile device from anywhere.
  • Does not provide any details on file security like who last accessed or modified a file.
  • Does not have a process on who can provide and maintain access to a specific folder.
  • Drafting a new contract is time consuming with chance of errors.
  • Getting proper approvals for each contract takes time.
  • Does not create different versions of same document, modified by different users.
  • Delays due to administrative tasks of preparing, printing, transferring documents and getting physical signatures at each stage of the approval process.
  • Paper and printing costs are high. Use of paper impacting environment.
  • Historical data occupying a lot of physical storage.

Old Architecture
(Ruby on Rails framework)

Solutions

  • 1.The new technologies chosen for developing front end were Angular and React, MySQL for backend database.
  • 2.User interface and screens were designed for smooth navigation and to suit customer preferences.
  • 3.A mobile version of the app was developed using Flutter, incorporating the preferred features.
  • 4.Advanced file security and permissions were set on both user groups and folders.
  • 5.Artificial Intelligence and Machine Learning algorithms were used that allow the platform to identify and interpret patterns and determine the best decision
  • 6.Business workflows were automated to speed up the approval process, cut down on repetitive admin tasks, printing and paper costs.
  • 7.DocuSign was integrated to the system for enabling e-signature feature.
  • 8.Legacy files were archived and stored using AWS S3 Glacier storage.

The Process

The web app development and UI configurations were done using Angular and React frameworks.

01

Mobile app was developed using Flutter.

02

Audit trail logs were configured for advanced security.

03

Folder owners were added to control access to folders.

04

File sharing and collaboration were enabled at file level.

05

Option to save multiple versions of the file with user’s name was configured.

06

Contract templates were created based on the type of contract.

07

Artificial Intelligence and Machine Learning technology was used to perform search for keywords in any type of file, provide suggestions for clauses, terms and conditions, obligations etc. in contracts

08

Business process workflows were automated with option to add approvers.

09

Web application was authenticated and encrypted using SSL.

10

DocuSign was integrated to the app using web services API, for e-signature purpose.

11

Legacy data was archived to S3 Glacier storage.

12

Testing of the app was done in several phases to ensure all client requirements were met.

13

A full backup of the existing system was taken. New app was installed and data migration done.

14

New Architecture

Development Challenges

  • Since the application was developed using a new technology, it had to be started all over from the beginning.
  • A full backup of the existing system, database and data were taken.
  • The new app was first tested on a staging server, so that any errors were fixed before deployment.

Benefits/Results

  • Updates and maintenance, bug fixes will be easier due to new technology framework.
  • Improved interface with user friendly screens providing a better user experience.
  • Users can access and work on their documents from anywhere using the mobile app.
  • Mobile app is accessible from both iOS and Android devices.
  • Contract creation is easier and quicker due to pre-defined templates, terminologies and clause libraries.
  • Compliance with contractual obligations, adherence to deadlines supporting revenue goals of the business.
  • Advanced search functions help mitigate risks and challenges that come with manual contract management.
  • Faster contract reviewing and approval possible with file sharing and collaboration.
  • Improved security features on controlling file and folder access.
  • Faster approvals using e-signatures with automated workflows and business processes.
  • Reduced admin tasks, paper and printing costs.
  • Obsolete data was archived and stored.

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