Digitizing document management with TreeINFO for Metrostav

Metrostav a.s. has long been a financially strong and stable universal construction company with the ability to acquire and manage large and complex projects in the domestic market and in 12 other countries. Its key areas of expertise include transportation construction, underground construction, civil construction, as well as industrial and environmental construction projects, for both public and private investors.

The initial situation of the project included the need for Metrostav to simplify the management and approval of incoming invoices and to find solutions for the digitalization of other agendas.

The aim of the project was to implement a system for decentralised scanning and electronic invoice processing. The prerequisite was to integrate it with the Oracle JD Edwards economic system. An important point of the project was also the implementation of an OCR system for invoice extraction.

Another important project was to provide centralised archive management, including the approval process, borrowing and shredding of documents.

The implementation of a new system for invoice approval and archive records has brought Metrostav significant improvements in efficiency and process accuracy.

As part of the implementation, we have integrated TreeINFO for SharePoint elements into Microsoft SharePoint, which enable users to work more conveniently with circulation documents and process individual tasks. During the completion of the invoice form, the system checks and completes some data against the Oracle JD Edwards economic system, which is integrated with TreeINFO for SharePoint. The workflow itself is set up using Nintex Workflow.

An important part of the implemented solution is also the archival records system on the TreeINFO for SharePoint platform, which allows to centrally manage the archive of documents from their approval, creation of documents in the archive, through document borrowing to controlled shredding.

At Metrostav, we have also implemented an OCR system for the extraction of incoming invoices at a central scanning workstation using the ABBYY FlexiCapture product. This was replaced over time by the more modern OpenText Capture Center system.

Thanks to the advanced features of the TreeINFO for Microsoft 365 and TreeINFO for SharePoint systems, which extend the functionality of SharePoint, Metrostav also uses the TreeINFO system to create other document and process agendas in-house.

The implementation of TreeINFO for Microsoft 365 and TreeINFO for SharePoint on the SharePoint platform in both online (Microsoft 365) and on-premise environments has resulted in significant improvements in many key areas. First of all, it was possible to decentralize the scanning of incoming invoices and their processing in electronic form to individual divisions.

Technology upgrades and integration with the Oracle JD Edwards economic system enabled better document management and reduced errors.