Headquartered in Nuremberg, the RAHMER Group operates in the areas of building cleaning, personnel services and rental services. The group comprises seven companies with around 2,000 employees across 27 locations in Germany and an additional location in Vienna.
As part of the implementation of a new industry-specific solution based on Microsoft Dynamics 365 Business Central, RAHMER also wanted to fundamentally redesign its document management processes. The goal was to manage documents centrally, digitally and in an audit-compliant manner while providing optimal support for the newly introduced business processes.
Particular requirements resulted from the complexity of the company’s industry-specific processes, extensive personnel files and the high compliance and authorization requirements across the group.
Together with its ERP partner and TSO-DATA, RAHMER opted for a solution based on SharePoint Online and the TSO-DATA DMS Connector. Microsoft Purview and Power Automate complement the solution, enabling documents to be retained in accordance with legal requirements and in an audit-compliant manner.
A key focus of the project was the design of an end-to-end document management structure. Documents are automatically linked to the relevant records in Business Central and are available to users directly within the corresponding business context.
In addition, industry-specific processes such as services, service locations, machinery and key management, as well as extensive HR processes, were integrated into the overall solution.
One of the project’s key highlights is the automated processing of payroll and billing documents. Based on predefined information, documents are automatically assigned from SharePoint Online to the appropriate employees, stored in the correct section of the digital personnel file and then linked to the corresponding records in Business Central.
The group’s comprehensive authorization concept was also implemented in both Business Central and SharePoint. As a result, users only have access to the documents and information they require for their day-to-day work.
“With the introduction of the DMS Connector, we have created a centralized and future-ready document management solution that optimally supports our business processes. We were particularly impressed by the close collaboration with TSO-DATA and their deep understanding of our industry-specific requirements. Today, documents are available exactly where they are needed. This noticeably simplifies our day-to-day work and creates significantly greater transparency across our processes.”
With the new solution, the RAHMER Group now has a centralized and audit-compliant document management system that is directly integrated into its daily workflows. Documents are available exactly where they are needed, reducing search times and accelerating processes.
More than 10,000 records have already been created in SharePoint for the first live company. At the same time, the solution processes more than 700 automated workflow runs every day. Around 80 to 100 users are already working with the system.
Following the positive results of the project, the next expansion stage is already planned with the implementation of Continia Document Capture.
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