Document automation at Vienna Airport

Insight into the implementation of dox42 and Microsoft Power Automate

Vienna Airport faced the challenge of increasing efficiency and accuracy in its tendering processes. Previously, a large number of standard documents were created manually, which was not only time-consuming but also prone to errors. To optimize this process and make workflows more efficient, the airport decided to implement dox42 and Microsoft Power Automate.

Goals and motivation

The main motivation behind the introduction of these tools was the urgent need to drastically reduce the manual effort involved in document creation while increasing the quality and consistency of the documents. The goal was to significantly shorten the processing time for tender documents and relieve employees of repetitive tasks so that they can concentrate on strategically more important activities.

Project details and integration

The project included the automation of document creation and management in the tendering process and mainly involved the procurement/purchasing and IT departments. The integration of dox42 and Microsoft Power Automate was seamless into the airport’s existing IT infrastructure, which is based on SharePoint. Thanks to close collaboration with colleagues from ACP Cubido, the tools could be optimally embedded in the existing systems and tailored to the specific requirements of the airport.

The integration was ensured through a detailed analysis of the existing processes and a step-by-step, iterative implementation. This allowed ongoing operations to continue without interruption, while at the same time the new automated workflows were introduced. Special interfaces were developed to synchronize the data from various sources and make it usable for the automated processes.

Technical implementation and challenges

dox42 was mainly used for the flexible and dynamic creation of documents. It enables the creation of templates that can be filled with variable data, which ensures the consistency and accuracy of the documents. Microsoft Power Automate was used to automate workflows and facilitate integration with SharePoint. These workflows enable automatic triggering of tasks such as generating, sending, and archiving documents.

During the implementation, some technical challenges arose, particularly in synchronizing the various data sources and ensuring the smooth running of the automated processes. These challenges were overcome through close cooperation and targeted adjustments together with ACP Cubido.

Results and benefits

Automation with dox42 and Microsoft Power Automate has fundamentally changed the document creation process at Vienna Airport. Previously, many manual steps were required, which are now automated. This has not only increased the speed of document creation by a factor of 5, but has also significantly reduced the error rate. The documents are now created consistently and uniformly, which has considerably improved the quality of the tender documents.

The quantitative and qualitative results speak for themselves: The processing time for documents has been drastically reduced, while the error rate has fallen. Employees report a significant relief and greater satisfaction, as they can now concentrate on strategically more important tasks. Overall, the automation has led to a more efficient and productive working environment at Vienna Airport.

Future prospects and expansions

Given the success of the current implementation, Vienna Airport is already planning to extend the use of dox42 and Microsoft Power Automate to other areas and processes. In particular, administrative processes, such as the creation of contracts in the HR area, are the focus of future automation projects. The aim is to gradually implement the tools in other departments and thus further expand the efficiency gains.

Training and cooperation

The successful implementation of this project was largely due to the close cooperation between the airport (Ms. Susan Abmeier), ACP Cubido and primeone. The airport staff were prepared for the new tools through extensive training courses and workshops. These training courses covered both technical aspects and practical exercises to ensure that the new work processes can be implemented efficiently.

Even after the implementation, support from primeone remained in place. Regular updates, continuous optimizations and the provision of support services ensured that Vienna Airport can benefit from the new technologies in the long term.

Conclusion and recommendations

With this project, Vienna Airport impressively demonstrates how automation technologies such as dox42 and Microsoft Power Automate can significantly increase the efficiency and quality of work processes. Companies considering similar automation projects are advised to define clear goals and carry out a thorough process analysis.

We are happy to answer any questions you may have.

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