Customer onboarding and the creation of new projects were originally handled using paper-based forms and manual documentation. Contact information, project details, and deadlines were first recorded by hand and then entered into digital systems at the office. At the same time, project folders had to be created, appointments organized, and relevant documents made available. These processes led to increased organizational effort as well as media breaks in the workflow. Information was sometimes scattered across various locations and was not always immediately available to all parties involved. The goal was therefore to establish a structured digital process that centrally captures customer information and automatically triggers the necessary organizational steps for a new project.
First, the existing customer onboarding process was analyzed. This involved examining what information is collected during the initial contact with customers and what organizational steps are subsequently taken in the office. Based on this analysis, a digital process was developed that standardizes data collection and automates several organizational steps.
The original process relied on a paper-based customer registration form. The information it contained then had to be transferred manually. Through a structured analysis of the entire process, the relevant information and the subsequent steps could be clearly defined.
The previous paper forms have been replaced by a digital data entry system based on SharePoint‑List replaced. As a result, k öContact information, project details, and deadlines can be entered directly in a structured format. At the same time, a central database is created for üfor all client projects.
When a new data record is received, a workflow is automatically triggered. This workflow creates an appropriate project structure in Microsoft Teams and sets up the necessary document storage in SharePoint.
Appointment information from data entry is automatically imported into Outlook‑Calendar entryäge üfü. The employees involved will automatically receive meeting invitations.
Employees can take photos of construction sites or planning scenarios directly at the customer's location and save them immediately to the project area in Microsoft Teams. This ensures that all information is immediately available in the correct project context.
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