We’d like to congratulate our clients, Young Automotive Group! They have been recognized by DocuWare, during their customer appreciation week, for innovative use of their DocuWare solution. Most people in the area are familiar with Young Automotive Group and their 12 car dealerships throughout Northern Utah and Idaho. They are known for offering top car brands like Subaru, Jeep, Buick, Ford, and Honda. Effectively managing so many different locations and employees requires business documents and information to be handled efficiently, even between dealerships and departments.
They needed an electronic document system to manage their HR onboarding and hiring workflow, which previously was a time-consuming paper process that required employees to often travel from far distances to complete the process at corporate. Frustrations for both the employee and the business were common and access to documents was limited when they relied heavily on paper documents at corporate headquarters. Their main requirement was that the digital system had to integrate with their existing resume center, a hosted web application with resume submission for General Managers to review.
Enter Les Olson Company, an authorized DocuWare partner. Les Olson Company was approached by Young Automotive Group while they were researching document management solutions. They were interested in a scalable system that could be tailored to their specific needs, while being flexible enough to handle any task they needed to tackle. Once they saw a DocuWare Cloud demo, they were immediately interested. A representative from Les Olson Company was able to work with them to investigate their needs and they ultimately chose to implement DocuWare for its functionality, scalability, ease of use, and overall user adoption.
DocuWare has increased the productivity of the HR and payroll departments by allowing them to digitally control the flow of documents and information in one central location. With DocuWare Forms and Workflow set up, they now have a full process to capture all employee information during onboarding, create the desired documents for processing, and are now able to deliver all remote employees the key tasks required. To accomplish this, all forms for new employees were created as merge forms and made public. They integrated one of these forms into their resume center software so managers could, upon deciding to hire an applicant, send the form to them automatically. Each form is used to trigger an automated workflow process, with the final step being to send a notification that includes instructions and the next form in the process. Additionally, there is now reliable communication between HR and the employee, while local managers have valuable insight into employee records, which can be easily accessed digitally via DocuWare Cloud.
DocuWare Cloud has provided Young Automotive Group with valuable features and capabilities, helping them transform what once was a complex process to one that is efficient and predictable. They gained more efficiency and visibility into their everyday tasks which at the end of the day saves them money. Additionally, because of DocuWare’s cloud nature, Young Automotive Group will be able to scale the system and add users as needed.
They have seen success in expanding their DocuWare system to other departments and intend to implement it across the entire HR process. They have added the payroll department into the workflow, with task list functions to provide them with all the information required to pay new employees on time. Also, an automated employee referral process has been put in place that utilizes autoindexing, forms, and Task Manager in tandem to show the payroll department those applicants that have completed the hiring process and are eligible for an employee referral bonus.
“The ability to be flexible and customized to our needs and adaptable to our growth and changes in process was the deciding factor for selecting DocuWare. We dreamed up our dream process and Les Olson Company’s engineers were able to bring to life our vision,” – Brandon Huston, Corporate Controller of Young Automotive Group.
Let Les Olson Company help your business accomplish your dreams of operational efficiency. Get a DocuWare consultation today.