COUNTRY: LEBANON   INDUSTRY: RETAIL   COMPANY SIZE: 51-200 employees

WORKSPACES

Organizing documents into several workspaces, a way to organize documents efficiently in the system.

DOCUMENT TYPES

Store documents by their types and save information directly such as customs, banks, date, etc.

MULTIPLE LEVELS

Multiple levels of workspaces such as company/legal documents, suppliers, customers, bank statements, etc.

PHYSICAL LOCATIONS

Track the location of every document with levels such as building, floor, cabinet, drawer, and file.

FLEXIBILITY

A limitless number of workspaces. The company can add as many workspaces as needed.

REPORTING, PERMISSIONS & ROLES

To control access and give permissions to every document and workspace.

SHORTCUTS

Create a document with many workspaces using shortcuts for each workspace.

CRM

Import and manage contacts efficiently and keep track of all interactions.

ABOUT AKIKI'S CIGARS

Akiki's Cigars is one of the top tobacco and cigar resellers in Lebanon, with a company that includes several subsidiaries and works on imports, exports, and more. It is voted as the best address for smoking lovers with a specialty revolving around offering every smoker the right tobacco product, taking into consideration the quality and standards for every customer.

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CHALLENGES 

Being a company with several subsidiaries, Akiki's faced difficulties organizing and accessing documents with multiple roles and permissions for each of their departments. As a company that works with purchasing and exporting processes, the operating team established the necessity to gain the ability to manage a multitude of documents with several access and permissions, and view them clearly in organized categories such as invoices, bank statements, and more.


SOLUTION & ADDED VALUE 

With the support of Ever Business Solutions, Akiki's implemented a full document management system covering all of their scope of work. The solution was customized into detailed areas to equip the company with full control, along with a multitude of options and features that help employees browse through their documents and track their source location. The document management solution offered several advantages such as:

  • Workspaces: The company was granted the advantage of working with several workspaces, a way to organize documents efficiently in the system.

  • Multiple Levels: Offering a system capable of creating multiple levels of workspaces such as company/legal documents, suppliers, customers, bank statements, personal documents, general documents, and more.

  • Flexibility: A flexible system with a limitless number of workspaces. The company can add as many workspaces as needed in the future.

  • Shortcuts: The system can create a document with many workspaces using shortcuts for each workspace.

  • Document Types: Store documents by their types and save information directly such as customs, bank, date, and link each file to any related document with transfer dates.

  • Physical Locations: Track the location of every document with levels with as the building it is stored in, the floor, cabinet, drawer, and file.

  • Reporting, Permissions & Roles: To control access to every document and workspace.

  • A CRM system to import and manage contacts, keep track of all interactions with contacts, manage invitations and information synchronized with google calendar.

Due to the digital transformation implemented by an experienced team at Ever Business Solutions, Akiki's was able to manage and track all of its documents efficiently, while recording the necessary information about their physical locations. The software granted the company the ability to access any document instantly, while recording any related information with roles and shortcuts.

The document management and CRM solutions encouraged a modern and paperless approach, with the ability to maximize productivity and save time on outdated processes.