Haulfryn Group

Summary 

With locations throughout the UK, staff at Haulfryn Group had to phone other offices and ask colleagues to fax documents to them. They were looking for a system that would enable staff in all offices to search for and view contract documents and supplier invoices.

About the client

Haulfryn Group has been established for 70 years and now manages 32 residential home locations and 14 holiday home locations in England and Wales. The Head Office is in Chester.

The Problem

In addition to 'standard' DM capabilities, the IT Department was looking for document management software that would integrate seamlessly with their new Microsoft Navision system enabling all scanned paper documents (property contracts signed by clients, suppliers invoices etc.) to be viewed from the client's record in Navision.

The Solution

All Haulfryn offices can now communicate quickly and efficiently across a WAN using Microsoft Navision and FILEstream Document Management. Navision generates sales related contract documents with the Navision reference number in barcode. After clients sign the documents they are sent to Head Office where they are scanned in using a Canon DR6080 scanner. FILEstream Document Management automatically reads the barcode and indexes the document by this. When authorised staff members look at the client records in Navision they can see all contract documentation filed in FILEstream Document Management. Documents can be emailed or faxed directly from FILEstream Document Management.

The Benefits

Will Henshaw the Finance Director considers the following as the main benefits of installing the system: -

Staff in all offices can see contract documents and suppliers invoices from their PC.

Documents are retrieved more quickly and accurately without phone calls to other offices, time consuming photocopying and faxing between offices.

Contracts can be sent to customers or internally quicker

More than one person can view the same document at the same time.