Solution created by CFA
Sector: Servizi
Function: Qualità&Sicurezza
Requirement
The customer needed to automate the completion and online publication of inspection registers for fire protection devices and systems. Previously, this activity was managed manually by the back-office team, which transcribed data—initially filled out by technicians on paper—into Word files.
In addition, the customer required the ability to notify urgent issues and to manage in a structured way the creation of tickets for reports and faults identified by the customer, enabling quick intervention planning.
Implementation
Different document classes were created for the final documents produced: Device Inspection Register and System Inspection Register.
Specific document classes were also developed for each type of device and system to be inspected, with predefined rules and multi-select fields to speed up data entry and ensure data integrity.
The register completion process starts with the assignment of the intervention. Thanks to integration with the ERP system and the contract document class (containing contract details and scheduled service periods), it is possible to guide the selection of the customer and location, with several fields pre-filled based on the relevant tender.
Once the intervention is assigned, technicians can take charge of it via a dedicated Android application and enter the required data to complete the inspection register. They can also register new devices (in case of a first intervention) or record detected issues, attaching photos when needed.
At the end of the intervention, the maintenance report is generated directly from the app and can be signed by the customer on site.
A data synchronization procedure sends the completed inspections to a staging table on the ARXivar server using native APIs and ARXivar authentication mechanisms.
Through PluginManager, records in the staging table are processed periodically, generating the profiles of the inspected devices in ARXivar. Photos taken by technicians and the maintenance report are also imported as attachments to the register.
Once the import is complete, the profile status is updated and the workflow is automatically triggered. This includes generating notifications to the customer for detected issues, creating a PDF with photos and anomaly details, and forwarding the register to the back office.
The back office is now responsible only for reviewing and validating the generated register before archiving and publishing it on the customer portal, also managed through ARXivar, making documents immediately accessible.
The solution was further extended to include contract/tender management, the development of a customer portal for register consultation, and CRM functionality for commercial activities and tender management.
Results
Following the implementation, the customer achieved significant benefits:
- Reduced register processing time: No need to wait for technicians to return paper documents to the office
- Elimination of manual transcription: Registers are now digitally completed directly on site
- Improved corporate image: Reports, registers, maintenance records, and anomaly summaries are generated with consistent layout and formatting
- Enhanced reporting: Structured digital data enables better planning of equipment and spare parts procurement based on detected deadlines
- Automatic publication and notifications: Reduced time for publishing registers and notifying customers of detected issues, thanks to automated email sending and user account creation for the customer portal
- Android app with offline capabilities: Leveraging the flexibility, robustness, and security of ARXivar allowed for faster app development, focusing on UI/UX while eliminating the need for a dedicated web server by using built-in authentication mechanisms and data sources
CFA
Our story began in 1990, in the offices of Limito, where the core business focused on servicing office equipment, particularly photocopiers and fax machines by Harris 3M, a leading American multinational in the industry. CFA became an authorized service center for the brand. In 1996, the company expanded its horizons, enriching its offering with the creation of a Business Unit dedicated to providing management software solutions for businesses. Today, CFA delivers ERP solutions for SMEs, supported by a team of highly skilled technicians. The expertise and enthusiasm of the founding partners quickly enabled CFA to establish a strong presence in the Milan market, particularly in the resale and customization of management software, as well as in the sale and servicing of multifunction printers and network peripherals for SMEs. CFA has always embraced the principles of digital transformation, and in 2022 it became an ARXivar partner, the document management platform designed to standardize and digitalize business processes.
