Case Study

CLIENT BACKGROUND

The Client is a renowned company in Manila, Philippines primarily engaged in vehicle sales. Set on becoming the Philippines’ “Dealer of Choice”, the company has worked hard to achieve this vision, branching out into five dealerships with standout performance in sales and servicing.

From the first location to its flagship and subsequent dealerships, it has delivered an exceptional dealer experience for over 30 years, leveraging a highly experienced team, strong management and the diverse strengths of five offices working as one.

CASE STUDY AT A GLANCE 

THE CHALLENGE

With business operations running at a dynamic pace, the dealership encountered challenges arising from coordination between various locations, leading to extended document routing times. Processing and getting approval for internal office letters, IT user access request forms, and other paperwork caused routine delays, especially since many documents involved multiple signatories.

A significant amount of time and resources had to be allocated to disseminating and collecting documents from and among the five locations. Multiple items sent and received by couriers daily raised operating costs. The high volume of files also required considerable physical and virtual storage space. Access was an issue—documents required time and effort to store, sort through and retrieve. Even email was compromised—multiple attachments and large file sizes slowed down the system, with users having no alternative means to send and receive them.

THE FUJIFILM BUSINESS INNOVATION SOLUTION

In light of these challenges, the company rolled out DocuSign as the cornerstone of its digitalization strategy. A powerful tool for organizations with multiple individuals collaborating on a document simultaneously, DocuSign saves time by facilitating collaboration on agreements, allowing for comments and suggestions, and task delegation to other users.
The first phase was deployed with 500 seats and 100 envelopes per seat for one year. Used by Executive Secretaries and Management Assistants, a DocuSign “seat” grants one user access to creating, managing and sending documents and envelopes.

A second phase was deployed in six months—diverting from a seat subscription to an “envelope” subscription with 10,000 envelopes for one year. Envelopes are particularly useful for sending documents that need to be signed. One simply puts the documents in a DocuSign eSignature envelope—an electronic “container” that’s delivered directly to the recipient’s email inbox. DocuSign envelopes can contain multiple documents at the same time. More importantly, they keep contents private and secure through multiple encryption, authentication, audit, certification, sealing and storage security features.

One envelope may be sent to multiple recipients, whether they need to sign or just be copied on the workflow. Additionally, a Power Forms function included in the second implementation further automated workflows, generating on-demand, self-service documents for signature. Plugging collected data into existing applications, Power Forms simplified document preparation and introduced even greater efficiencies to in-house processes.

THE BENEFITS

DocuSign was a perfect fit for a fast-paced business with a large volume of paperwork navigating through diverse locations. Since its implementation, the company’s internal paperwork benefited from an astonishing 86% reduction in approval time. Relying less on paper for its forms and documentation resulted in time and material cost savings equivalent to Php 900,000 per year. This meant less paper and less printer toner—a solution that was sustainable from a financial and environmental standpoint. 

Even the email system has benefited, becoming more efficient after document routing was migrated to DocuSign. With smart, seamless solutions, FUJIFILM Business Innovation (FB) eliminates physical distance as a barrier, enabling businesses of all sizes to become more agile and thrive in today’s fast-paced world. Lastly, with Power Forms, manual forms are easily transformed into digital formats— accessible with a simple click on a link and the Bulk Sending feature.

From initial assessment and system set-up to training and user adoption, FB provided comprehensive support throughout the entire deployment process. This holistic approach ensured a smooth transition and sets it apart from the competition.

As a DocuSign Gold Partner, FUJIFILM Business Innovation goes beyond just e-signatures. We are DocuSign specialists, offering unparalleled expertise to streamline your workflows and accelerate your processes with DocuSign, a leading e-signature solution. FUJIFILM Business Innovation’s expertise in office solutions extends to workflow automation, helping businesses innovate the way they work. Our team of experts ensures a smooth implementation, providing comprehensive support throughout the entire process for a successful transition.