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Home Services Team Insight Company Contact A Leading Australian University Streamlining Workflows With Nintex Summary Data Synergy simplified our clients on boarding process from 5 - 6 days to 20 Minutes Industry Education Geography Australia Consulting Nintex Workflow & Process Automation technologies SharePoint Nintex Challenges/Goals A complex staff hiring process involving manual data entry and traditional communication methods required streamlining and updating. Solution/Approach The deployment of SharePoint with a few third party software components delivered huge time savings and streamlined processes between departments. This is done by via a Nintex Workflow which drives the approval and rework requirements of the business process. Results A hiring cycle that would often take more than a week to complete is now a 20 minute process. The Administration team have greater self sufficiency with automated workflows, huge productivity gains and greater transparency of the entire process. Overview Our client, a leading Australian university, employs 100’s of temporary training staff on a semester by semester basis. The hiring process previously required many pieces of information being entered into an Excel spreadsheet and then a printed copy being distributed to stakeholders. Subsequent manual steps were required by various areas to complete the process. Challenges/ Goals Our client’s staff hiring process was dominated by manual data entry, hand-written forms, and traditional phone/email communication with prospective employees being offered temporary sessional contracts. The manual process provided limited visibility of the work schedule lifecycle due to fact that there were many manual steps that were not auditable or traceable. The ability to introduce a transparent and collaborative approach to the process was critical to our client’s ability to reduce administrative overheads and improve the staff hire process. ​ Synergy was asked to focus on automating and improving three key areas of a heavily manual, errorprone, inter-departmental administration process. These key areas were; ​ Creation and approval of the work schedules; Completion and acceptance of the work schedules; Timesheet completion, upload and approval. ​ Our client ultimately wanted a no-code solution that was system driven, simple, intuitive, traceable, and met strict document management and auditing policies. We knew that we could deliver a solution that would exceed their expectations and provide a platform capable of future enhancement. Solution/ Approach During our review, Synergy identified multiple interface points where third party applications could provide a superior solution. We embarked on designing and implementing a solution to enhance our client’s existing IT infrastructure investment and provide opportunity for future development. ​ Our design utilises a multi-tier SharePoint 2010 Enterprise farm leveraged across multiple departments, streamlining document management, enabling inter-departmental collaboration and improving the interface. Synergy’s solution was delivered using a combination of; Nintex workflow to ensure work schedules were auditable and traceable Breaking down the workflows into smaller segments allowed for better change management. The smaller functional sets trigger each other as tasks progress through the process. We defined the following order to gain these efficiencies; Initial Approval (State Machine) Process Form Data Candidate Offer process Create Timesheet Transactions Email Update (when required if a typo happens) A state machine workflow provides the best solution when it is necessary to jump back and forth between different but repetitive steps in a process, where advancement is dependent on an outcome. The “Flexi task” action is a highly versatile, self-contained action that is similar to the “Request approval” action, as it allows you to request the approval of numerous users and to create alternative outcomes without being bound to only “Approve” or “Reject”. The design is based on standard SP Group Security principles and lookups. InfoPath 2010 forms for document creation and management Form performance was critical given the large amount of data, logic and validation to perform when populating the form. We optimised the original form to improve online performance and ensure a pleasant user experience. Further, we reconfigured the form data validation properties and behaviour to remove immediate validation upon field change, implementing a selection box enabling the user to trigger data validation. SQL to read the InfoPath forms and create the records We used SQL to write the data to workflow variables and create an SQL record for the employee and for the contract. This removed manual entry by the administration staff and increased the accuracy of the data. Muhimbi PDF converter for the creation, conversion and security of all contract documentation The Muhimbi PDF Converter for SharePoint enables end-users to convert, split, merge and secure common document types such as MS-Word, InfoPath, MSG/ EML (email), Excel, HTML, among others, from within SharePoint using custom Nintex and SharePoint Designer workflows or even a Web Service call. Once all data has been committed to the database, PDFs are generated from the InfoPath form using the Muhimbi PDF Converter for SharePoint. Layer 2 BDLC for creating a list connection to the backend SQL Database We chose Layer 2 BDLC for its interactivity and due to limitations of OOB SharePoint external lists, which Layer 2 BDLC addresses. This is especially relevant for the Universities sessional employees list which has been setup to integrate with Layer 2 BDLC. Public facing ASP.net website for online offer acceptance We developed a public facing website built on ASP. NET technology to keep it light and efficient. It’s designed to send approved offers to a candidate with a link providing access to relevant details on an e-response site. ​ This unified communications solution streamlined processes between departments using a multi-stage state machine workflow which drives the approval and rework requirements of the business process and keeps the process transparent to all involved. Results Synergy’s solution deployed a multi-stage state machine workflow to drive the creation, approval and rework requirements of the business process. This increased the accuracy and compliance of contract information and streamlined the processes, reducing the administrative workload. Administration staff are now confident that offers and acceptances will be made in a timely manner and have greater visibility of the contract throughout its lifecycle. ​ The automated process and use of online forms ensures work-schedule templates are up to date and there is no loss of the paper based transactions, which dogged the previous manual process. Productivity has increased and the whole process has improved customer service. ​ Decreased Business Risk - our solution provides better document control, backup and disaster recovery solutions and increased data security and management. Reporting allows greater control over the entire process, with easy error identification and resolution. ​ Our solution used the existing infrastructure to leverage the current IT investment in software assets, allowing project budget to be utilised so Synergy could train essential staff. The University staff have been able to operate autonomously since Synergy handed the project over. ​ Automated Workflows - provide a seamless process and remove duplication, saving time and effort for administration staff. Data validation, workflow alerts and workflow logic streamline the process and engage staff only when necessary. The workflows provide staff with a clear picture of the status of each workflow step. ​ Improved Productivity - the offers process now takes 20 minutes rather than a week. This massive time saving allows University staff to focus on other important tasks, safe in the knowledge that the employee offers are being produced efficiently and securely. Back to Case Studies

Content Owner Documentation Samples Synergy provides documentation to our clients on the best way to maintain and add to SharePoint sites. The documentation is based on each site and is catered to the client's needs and site setup. Click below for an example of the company News Web Part Documentation Download Click below for an example of the Mega Menu Web Part Documentation Download Click below for an example of the Global Holiday Web Part Documentation Download Click below for an example of the Image Grid Web Part Documentation Download

Home Services Team Insight Company Contact Webcon Mission Statement Synergy believes WEBCON is the right tool for building business process solutions in the modern workplace. Our extensive experience in multiple verticals helps us deliver creative, effective solutions when it comes to designing and implementing solutions for our customers. WEBCON is the company that genuinely “built a better mousetrap” for low-code applications. More than any platform we’ve seen, WEBCON BPS “gets it,” realizing that processes change regularly, and that applications aren’t solutions unless they’re made to be managed and adjusted – even when they are live. Companies get better results and we build better relationships with our customers when it’s easy for designers and stakeholders to work together for success. ​ Any solution we build with WEBCON can run in the cloud or on-premises, in a multitenant or dedicated cloud environment, in a browser or a mobile device, and as a seamless part of another application (a Teams channel, a SharePoint site, an email conversation, etc.). And WEBCON’s commitment to their partners and customers ensures that if you build it in one place, it will work in another. The technology will not leave you behind as you evolve your technology roadmap. ​ Synergy’s expert staff can help you with your project requirements, from design to development, deployment, go live, and training. Whether your needs are simple or you have complex workflow requirements we can help you achieve success. Talk to us today about how Synergy can help you reach your business goals. About Webcon WEBCON is a leading business process automation and management vendor. Its platform WEBCON BPS, helps companies of all sizes with workflow automation, and digitalization of their business processes. ​ More than 450 companies worldwide, including market leaders as Siemens Finance, Mitsubishi Electric, Diners Club, Societe Generale, and Haddad Brands, chose WEBCON BPS to help them streamline their business processes. ​ At WEBCON, “digital transformation” isn’t a buzzword – it’s a way of life; it’s about reducing steps, eliminating mistakes, ensuring compliance, connecting assets, and encouraging continuous improvement. WEBCON’s Business Process Suite (BPS) reflects nearly two decades of research, development, and real-world experience. Every feature of WEBCON BPS is designed around making sure professional engagements reach maximum success with minimal time and work. Offerings Synergy's WEBCON Services include design, development, and enablement training on WEBCON’s Business Process Suite. Whether you are on premises or in the cloud WEBCON has solutions that will adapt with your journey. WEBCON’s commitment to their customers is your processes will work even if you change from on prem to in the cloud, with no migration hassles – ever. And with over a decade of experience with process automation, Synergy will be there to help you realize your process automation goals – on time, in budget, and in response to changing needs. WEBCON INSTANTCHANGE™ WEBCON BPS’ unique InstantChange™ technology lets you adapt/evolve processes to address changing needs immediately and painlessly. It allows changes to application models to take effect on both new and already-running instances and cases. It also allows a change in one part of an application to instantly affect every other related part of that application. Changes to data are immediately reflected in forms and reports. Changes to workflow branching logic affect page buttons and transitions. WEBCON Interoperability WEBCON BPS processes are clearly understood and easily governed; and they can be connected to line of business systems, documents, forms, messages, and collaboration workspaces. Whether you want it to appear as a seamless part of Microsoft 365 or a completely standalone solution, WEBCON BPS just works. Integrated, Coherent Solutions When you build a WEBCON BPS application, you’re mapping the process, building the workflows and forms and reports, defining the rules, modeling and provisioning the data store, defining roles & permissions, and setting up monitoring metrics. It’s a single design effort. You only do the work once, rather than a change in one place requiring running around everywhere else to change it to match. You only have to deploy, and maintain, one thing. It’s liberating if you’ve grown used to chasing down dependencies. One Technology, Many DePloyment Options WEBCON built a single architecture than can be used multiple ways in multiple places. Do you want to deploy a solution to your on-premises data center? Okay. Would you just like to subscribe to a turnkey Software-as-a-Service environment? Fine. Would you like to host a dedicated cloud service in your Azure tenant? That works, too. Best of all, it’s one technology and one feature set. You can migrate solutions between these options whenever you’d like, and if you do, you keep your history, your current status, and all your permissions. Collaborations Instead of Contracts WEBCON BPS solutions are easy to read and even easier to document. InstantChange™ means you can react to requests in moments and apply fixes/enhancements even to work that’s still in progress. It means that designers and stakeholders can establish a feedback-and-fulfillment cycle that really, really works. Auditing, Monitoring, Metrics, and Governance are In The Box When you create a process and define its goals, how to measure it shouldn’t be difficult. And with WEBCON BPS, audit trails, histories, archives, permissions, roles, task substitutions, and status monitoring are built into the platform so you don’t need to add extra logic to your applications. It’s another thing too many of us have gotten too used to not having. Deliver Immediately, Improve Continuously The net effect of The WEBCON Way, and something Synergy excels at, is being able to quickly craft a solution that works and improve it over several cycles. It goes from “what I asked for” to “what I really wanted” sooner than you think. And it happens by making it easy to listen to problem owners and respond to their requests and reactions. No plans survive contact with reality intact. The real world will always surprise us, so the best option is to work with the tools and talent that knows how ride the wave of change. You could ask for a more skilled surfer than Synergy, and WEBCON is their surfboard of choice. webcon Videos WEBCON BPS product video Building a business application in 7 minutes PLATFORM DEMO | a Step-By-Step Workflow in WEBCON BPS WEBCON BPS The Ultimate Business Process Automation and Management Low-code Platform Back to Partners