E-WZ : electronic signature in warehouse
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documentFlowManagement
- supplier
- recipient
- carrier/driver
Use case
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The driver comes to the warehouse, documents are necessary
The circulation of documents in a standard case is the transfer of paper printouts that can carry viruses (e.g. Coronavirus/Covid). The circumstances require shortening the distance. The use of pens, computer equipment and documents may take place together.
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Preparation of the position in the warehouse
- Using a transparent plexiglass, we separate the warehouse service from external employees.
- A desktop computer and a printer remain on the warehouse side.
- A second printer and tablet were placed on the external employee (driver) side.
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The warehouseman attachs a scan of the document (e.g. issuing document) or selects the document previously attached in the process.
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After attaching the document, a document preview, and the user indicates a place where he would like to sign or add a date/time and mark additional specific features for a given document.
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The warehouseman approves the signature and at the moment on the device after a signature and/or the warehouseman's annotations.
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The driver also indicates the place of the signature and approves. On the document of the document, there are already comments and signatures previously applied. In order to simplify the service, the driver sees a preview of the document indicated by the warehouse.
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After this operation, the system adds a stamp on the document and archives it in the database.
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There is a print on both sides. Each user receives their own, signed copy without contact.
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At the same time, the recipient of the goods sees a signed document in the system and as an alternative he can receive it by e -mail to the indicated address. Thanks to this, the recipient gets information about the release and possible discrepancies in relation to the ordered quantities and other comments at the time of loading the car in the partner's warehouse.
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The recipient at a convenient moment chooses the document to sign and progresses the magazine operations analogously.
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The document is archived automatically on the recipient's side and signed with a mouse or touch screen. The document signed in this way automatically goes to the supplier's archive and the circulation closes.
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Important: During the whole process, not a single scan was performed and not a single email was sent manually so that the document with a set of signatures would be archived in electronic form, both on the side of the supplier and the recipient.
Benefits of implementing the electronic signatures in the warehouse
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Covid pandemic :
- Minimizing direct contact
- Minimizing indirect contact by using the same infrastructure (paper documents, pen, electronic devices, computer, tablet, printer, etc.)
- Electronic supervision over a set of signatures
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Finances :
- No need to scan signed documents (e.g. for archiving or e-mail)
- Automatic change of document templates for many locations (no need to deliver new signature templates to production plants)
- Possibility to print on any pdf - both attached from any system and printed from any software
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Ecology :
- Paper print reduction
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Time :
- Possibility of parallel processing of the same documents by several people
- The document does not "drive" with the goods, it is available in real time
- Electronic archiving of signed documents
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