SAFEDOX ADAPTIVE CASE MANAGEMENT

SafeDox converts paper-based processes into digital case files, speeding up routine work, reducing errors, and improving process visibility and control.

SafeDox seamlessly integrates with Microsoft 365 and SharePoint/SharePoint Online. This ensures strong data protection and access control.

SafeDox can run either in the cloud (on Microsoft Azure) or on your Organization’s on-premises servers, providing flexibility to meet different security, compliance, and operational needs.

PROBLEMS AND TASKS SAFEDOX SOLVES:

1. Automation of processes and routine operations.
2. Intelligent analysis of process flow and Assignees’ workload monitoring at every stage.
3. Transparency for all Participants and improved accountability and on-time task completion.
4. Elimination of errors caused by manual data entry.
5. Reduction of time for document preparation through the use of AI.
6. Guaranteed protection of corporate data in your Microsoft 365 tenant.

SAFEDOX FUNCTIONS:

• Visual workflow designer (no-code).
• Seamless integration with everyday tools.
• Intelligent recognition and processing of documents.
• AI-powered document generation from templates.
• Powerful analytics and process monitoring.
• Support for qualified electronic signature (QES).
• Seamless integration with Microsoft 365.

DEPARTMENTS USING SAFEDOX:

• HR
• ІТ
• Finance
• Administrative Department / Record Keeping
• Legal Department

DIFFERENCES FROM SIMILAR SYSTEMS:

• Ease of implementation and use – SafeDox does not require coding or a large upfront investment to start automation. The built-in visual process designer lets you quickly configure business logic and routing, assembling processes like building blocks—without specialized expertise.
• Deep integration with the Microsoft ecosystem (Invisible concept) – about 80% of operations in SafeDox can be performed through familiar tools, i.e., Outlook, Teams, corporate chatbots.
• Extensibility – you can develop SafeDox yourself, using ready-made connectors for Power Automate or Azure Logic Apps.
• Built-in AI capabilities (Intelligent concept) – this includes automatic processing and classification of scanned documents, autofilling of cards, and launching processes without human intervention, as well as generation of new documents based on templates.
• Maximum level of security and reliability – SafeDox operates in the Microsoft 365 and Azure environment and uses the most advanced built-in Microsoft security tools (access control, encryption, etc.). This means that external unauthorized entry or data leakage from within the system is practically impossible.
• SafeDox has completed official Microsoft verification and is listed in Azure Marketplace and Microsoft AppSource – confirming reliability and trust from the platform provider.
• Flexibility and adaptability – SafeDox can be deployed locally or in the cloud, adjusted to the Client’s specific processes, and integrated with additional services as needed.

INTEGRATION WITH SERVICES:

1. Microsoft 365 and SharePoint
2. Outlook (email)
3. Microsoft Teams
4. Microsoft Power Automate (Flow)
5. Scanners and document input systems
6. Electronic signature services | Diia.Signature, SmartID by PrivatBank, CloudKey by Key Certification Center Ukraine, Vchasno.KEP by Vchasno
7. Microsoft Azure

SUCCESSFUL USE CASES OF SAFEDOX:

Problem:

Processing of internal purchase requests was done manually via emails and paper documents. This led to human-factor errors and approval delays. The Accounting Department needed a convenient tool for automated management of this process.

Solution:

SafeDox automated the submission and approval of purchase requests in a few clicks, replacing paper document workflow with digital case files. Integration with Microsoft Power Automate ensured data exchange between requests without loss of functionality. Manual data-entry errors were minimized. The system went live immediately after implementation, as Employees adopted it quickly. The Accounting Team received a handy tool for fast approvals, while management gained full control over purchases.

Problem:

Customer documentation was stored in the core system, which provided access and editing capabilities for many Users. This led to confusion with document versions. Often, certain Departments and/or Specialists were missed during the process of approving contracts. There were no clear rules for accessing and routing documents.

Solution:

SafeDox became the single, well-controlled space for the Customer to work with documentation. Access to editing was differentiated according to the Users' job responsibilities, with about 400 Users. Separate approval routes are configured for each type of documentation, considering the specifics of the process. This ensured the relevance of documents and excluded the possibility of editing by unauthorized Users. Contract approvals became ~40% faster. The system allows you to track where the process is blocked and why. The Head Office gained full control over the contractual activities of the Branches.

Problem:

The Customer needed a single digital environment for the approval of internal documents and cost control. Previously, these processes were scattered between different channels, which complicated control and delayed implementation. It was necessary to ensure transparency, speed, and legal validity of all actions.

Solution:

SafeDox automated the process of submitting applications for the purchase of goods and services. This allowed the Customer to effectively control the use of funds from its own budget. All contractual activities are implemented in a single system with clear approval routes and tracking of responsible personnel. This ensures legal validity and transparency of decisions. The system also allows signing contracts with external counterparties using qualified electronic signatures (QES).