Streamlining Document Organization for Asset Management Provider
Learn how Aimpoint Digital helped an asset management provider organize thousands of files to reduce manual efforts and streamline overall efficiency.
The Challenge
Our client, a leading asset management provider, faced the challenge of properly organizing tax documents for their clients, which are dumped daily into a new folder. The existing structure made locating specific documents for individual clients difficult, leading to inefficiencies and manual efforts for retrieving documents.
Our Approach
The Aimpoint Digital team prioritized speed to value, emphasizing rapid results to demonstrate the new system’s benefits early in the project. Our goal was to achieve quick wins, secure stakeholder buy-in, and accelerate the transformation process. Within just 64 hours of initial development work, our team made significant progress. Additionally, we completed the tool handover, training, and support calls in just 32 hours, ensuring a swift and efficient transition.
The Aimpoint Digital team devised a two-part approach using Alteryx to provide an interface with the client’s BOX API:
Initial Folder Structure Creation
We developed a one-off application using Alteryx to scan through the entire BOX folder structure. The application created an initial set of organized folders for each client, along with subfolders for archived files.
Scheduled Processes
We implemented a repeatable process to run daily, scanning new documents when they entered the folder. This process sorted the new documents into the appropriate client folders and archived old client files in the existing structure.
Results
We created a new, sorted folder structure that allowed the organization to obtain all files relating to a single client in one place. This streamlined document retrieval and eliminated the need for manual searching.
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Through the new automated processes, we sorted through 20,000 files and organized them into 6,000 client folders. This level of organization would have been unfeasible to achieve manually, saving the client valuable time and resources.
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Key Takeaways
By leveraging the power of Alteryx and Aimpoint Digital’s deep expertise in data automation, the documentation process was transformed, reducing manual efforts and improving efficiency.
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