Procurement Workflow Automation For Large Energy Company
Client
A large enterprise in the Hungarian energy sector, playing a key role in the country’s electricity supply and engaged in diverse, cross-border activities within the industry.
Challenge
As a major corporation, our client operates under numerous complex and strictly regulated public and internal procurement processes. While an existing system was used to support most steps of procurement, it eventually proved limited in terms of speed, usability, and adaptability to changing business needs. In addition, transparency and compliance support emerged as essential requirements.
The client had already introduced Docuflow for contract management and regulatory documentation workflows, and was also using it for certain procurement steps. Positive experiences—particularly Docuflow’s user-friendly interface, workflow design flexibility, and process transparency—encouraged the client to set a new goal: to manage as much of the procurement process as possible on a unified, transparent platform.
Solution
To meet these needs, we delivered a combined solution built on the integration of Docuflow and the Abylon Rapid Platform.
Docuflow orchestrates the process, guiding users through the entire procurement workflow. Workflows can be initiated directly from procurement plan items and include all required approvals and checks up to contract signing.
The Rapid Platform manages the procurement plan itself, containing data such as the item to be procured, its value, and the responsible organizational unit. Through its Excel-based interface, Rapid makes it easy to maintain the plan and related data.
The two systems are tightly integrated, allowing real-time tracking on the Rapid interface of both individual requests and their status relative to the annual procurement plan.
With the new solution, almost the entire procurement lifecycle can now be managed in a single system—from planning and needs assessment through corporate and public procurement procedures to contract signing. In the final approval stages, e-signatures are supported via Docuflow’s integrated e-Szignó, while traditional paper-based signatures remain available. The system can also handle workflows that do not require signatures.
Although uploading and verifying documents is an essential part of the process, the solution focuses not on collaborative document editing but on process-driven operation, with clearly defined steps and approvals. Procurement requires strict documentation, and Docuflow ensures that necessary documents are uploaded and approved at the right time. The real value lies in guiding users through structured, transparent, and auditable processes.
Results
Today, procurement processes run on a single, user-friendly platform, making them faster, more transparent, and easier to manage. Docuflow and Rapid work in close cooperation: structured workflows, real-time status tracking, and clear approval steps support users throughout the process. Additional business processes can also be integrated, enabling centralized management across departments while every step is logged, strengthening accountability and compliance.
Key achievements:
- Unified system supporting nearly the entire procurement process
- Intuitive interface enabling ~500 users to easily initiate workflows
- Procurement processes significantly faster and more efficient
- Additional business cases integrated into the centralized Docuflow platform
- Real-time tracking improves planning and transparency
- SharePoint-based document repository enhancing collaboration
- Transparent workflows supporting compliance and clear approval traceability
- Tight integration between procurement planning and execution
Facing a similar issue? Want to know more about this project?
More Docuflow Case Studies
Project Type
Automation of Procurement Workflows
Industry
Energy Sector
Technologies
- Abylon Docuflow
- Abylon Rapid Platform
- Microsoft SharePoint
- Office 365
- Fluenta
- e-Szignó (digital signature)
Mit mondtak rólunk?
Lorem ipsum dolor sit amet, consectetur adipiscing elit. Ut elit tellus, luctus nec ullamcorper mattis, pulvinar dapibus leo.Lorem ipsum dolor sit amet consectetur adipiscing elit dolor
Docuflow Case Studies
Would you like to learn more, or feel you’re facing a similar challenge? Let’s talk!
