Solution created by Talea Consulting
Sector: Alimentare
Function: Risorse umane
Requirement
A leading company in the collective catering sector in Italy—operating in school, healthcare, corporate, and catering services—launched a digitalization initiative to optimize the management of employment contracts and seasonal suspensions.
The main objective was to improve delivery timelines and centralize the document repository. Integration with Zucchetti software was essential to overcome challenges related to the geographical distribution of employees, eliminating paper-based handling via postal services in favor of a centralized and secure electronic signature process.
Implementation
Talea Consulting addressed these needs by implementing fully automated workflows based on the integration of Zucchetti, ARXivar Document & Workflow Platform, Electronic Signature, Document Connector, and Talea Consulting’s Task Mail, enabling intelligent management of the entire contract lifecycle.
For hiring processes, a structured workflow was designed to ensure full visibility and control for both the HR department and the HR Manager. Data is automatically retrieved from Zucchetti through the Document Connector APIs, eliminating initial data entry. ARXivar automatically generates contracts by extracting new employee data from Zucchetti and applying specific templates based on the type of employment.
Contract documents are digitally tracked at every stage and signed via OTP using ARXivar Sign by both the HR manager and the employee. Once all signatures are collected, the contracts are transferred to compliant digital archiving through ARXivar eArchiving.
A dedicated workflow was also introduced for suspensions. The HR department creates the suspension document in ARXivar, which is then sent as a PDF to the employee via Task Mail for acknowledgment. When the document is opened, ARXivar automatically sends a confirmation notification to HR, ensuring full traceability at this stage as well.
Results
Thanks to the integrated technologies, the company now benefits from a single repository managing approximately 2,500 contracts per year, eliminating the risk of document loss and significantly reducing the number of unsigned contracts.
Efficiency gains are immediately evident: document sending and receiving times have improved by up to 80%, while operational activities related to document management have been reduced by up to 70%, thanks to the elimination of manual data entry and the integration between ARXivar and Zucchetti.
At the same time, document retrieval has become much faster and more accurate, with a 50% reduction in search time. Finally, data sharing across departments has improved significantly, as information flows are now consistent, integrated, and always up to date.
Talea Consulting
Talea Consulting specializes in the digitalization of companies’ internal processes: the innovation we deliver improves productivity, simplifies work, and enhances competitiveness. Our key strength lies in a team of over 15 Project Managers and consultants with expertise in the most advanced Business Process Management (BPM) technologies and strategies. Thanks to their skills, we support hundreds of clients in optimizing the flow of information, data, and documents that move daily within organizations and across different departments. We apply our technical, consulting, and training expertise to deliver projects that adapt to and improve business processes across various departments—either by integrating with existing systems or by developing solutions based on our direct experience in specific industries.
