VHV Group using the webPDF preview feature
At the beginning of 2017, the VHV Group decided to work with the webPDF software solution. Since then, it has been using the preview feature of webPDF to work more efficiently with a large number of digital files.
webPDF impressed in practical testing
The VHV Group became aware of webPDF's preview feature through the SAP specialist XFT from Walldorf. SoftVision software had already been used together with SAP there for some time and had proven itself in practice.
The recommendation sparked the interest of the VHV Group team. The tool was then tested in practice, including in direct comparison with another product. webPDF came out ahead and has since been used in day-to-day work with digital files.
"Zero problems arose when installing this highly adaptable and customizable software solution. It was usable immediately, and has been operating smoothly ever since. The preview function, which we are explicitly utilizing, not only gives users a smooth workflow, but a quick and practical overview when searching for specific documents or content,"
explained Andreas Schaeff, a developer in the SAP competence center at VHV solutions.
Quick and easy rollout
"Fortunately, we were able to benefit from XFT's experience and knew ahead of time just how easy it would be to implement webPDF. What's more, there was no need for user training in the classical sense, because webPDF is entirely self-explanatory for the key users within the respective operating department. There was some anxiety on the part of the IT people concerning the launch, as they were worried that the application might not run reliably, but thanks to SoftVision's consulting and advice, everything went smoothly. The process of converting existing files was accomplished without incident in two and a half days and we having been using webPDF productively at VHV for about six months," added Andreas Schaeff in summarizing how the rollout went.
"Our software architects had previously examined webPDF closely and compared it with another product that was already available within the company. The comparison was thorough and correspondingly time-consuming. After testing and careful consideration, webPDF came out ahead. The benefits were clear: first, there was the recommendation from XFT and thus an existing point of reference for implementation. This meant there was no need for additional, potentially costly external consulting. Second, we were convinced by the many additional features that webPDF offers and for which we had already developed strategic plans for the future. Everything simply fit together well," said Schaeff.
"We have nothing but praise for the assistance that the SoftVision support team provided in conjunction with rolling out the software. SoftVision's support in the run-up to implementing webPDF was truly outstanding. We got all the information we needed quickly and reliably and communication was always flawless. We are pleased to report that so far no incidents have arisen during operations for which any additional support or assistance would have been required."
Where exactly is VHV using webPDF?
The VHV Group uses webPDF to convert PDF files into small image files as part of the preview or thumbnail feature. Andreas Schaeff explains: "We're using webPDF to display thumbnails of our digital personnel files. We often work with files that contain several hundred pages. These previews help us keep track of the files and make content visible with just a few clicks whenever possible. At the moment, we use webPDF at one location, namely the human resources department, which is one of our most important areas. Because we had only been using webPDF for a relatively short time at that point, we could not yet make any reliable statements about specific time or cost savings. What was already clear, however, was that our work had become easier and more transparent. In addition, the employees are very satisfied with webPDF and have only positive things to say about it. The system is self-explanatory and extremely practical. Another positive point is how quickly the preview bar appears."
Our requirements for webPDF
"The tool we were looking for had to meet two demands. The first was a preview feature that would offer greater help and clarity when searching for documents. Stability was the second important requirement we placed on the software solution. In any case, the software had to provide a 100% reliable process for converting documents. Our expectations and the demands we placed on webPDF were completely satisfied. In addition to this, webPDF generally offers many additional operations and options for working with PDF documents, which we are already thinking about using," added Schaeff in looking back on the rollout of webPDF. "In particular, we have its watermark feature in mind."
Additional functionalities: expansion planned
"Since working with webPDF every day, we have made additional plans for the future and can easily imagine expanding the range of tasks we want to cover with this software. At the moment, around 10 to 15 people are using webPDF, but in the future that number could grow to three or four times as many. Plans include extending the preview bar and using it in a slightly different way. At present, only the first page is visible in the preview, which is sufficient, but could possibly be improved further in the future," observed Schaeff.
You can read another customer success story about a company using webPDF's preview feature here: The webPDF preview feature for digital personnel files at nora systems in Weinheim