ScanWell Improves Performance by Streamlining Process using XaitPorter

Legacy Tools Weren’t Built for Enterprise Needs

ScanWell, known for their innovative technology, faced several time-consuming challenges that echo throughout the energy industry. Their documents and reports are large and complex, and expertise is geographically dispersed.

A long-time advocate of working with organized data / databases, instead of reports, and traditional “paper mills,” ScanWell has achieved efficiency and control throughout the organization, both internally and externally.

However, as their locations and offices became geographically dispersed, they began using remote file sharing systems. With offices all over the world, they saw the need for a tool that could help them collaborate efficiently on documents from different locations.

• Worldwide Experts made it difficult to collaborate on documents for clients, as well as internally for reporting.
• Geographically Dispersed Locations made gathering and sharing information time-consuming.
• Disparate Platforms made it difficult to abide by the same quality requirements as suppliers.

• Co-authoring Collaboration. Experts across global offices write and review together, real-time, in the same document at the same time.
• Project Templates. Takes the guesswork out of structure and commonly used content while maintaining a consistent layout.
• Layout Templates. Teams skip the set-up and repetitious compilation, formatting and numbering. Layout remains consistent, even when users copy and paste.
• Workflow and Assignments. Automated task hand-offs and clear deadlines keep everyone on track and informed, no matter where or when they work.
• Onboarding and Adoption: “Our organization is also tech savvy, so using a tool like XaitPorter became a natural part of our team members' everyday routines.”
• Tenders, Reports, and More. Today, they estimate they have probably only taken advantage of 10-15% of XaitPorter’s full potential and functionalities. In the future they see a lot of potential in areas such as Technical Documentation, Commercial Ethics, and Sales and Marketing materials, data sheets, and brochures, as well as a larger part of their tendering and reporting, including HSEQ reporting processes.

XaitPorter: A Natural Part of our Routine

It’s difficult for many geographically dispersed companies to streamline their internal workflows and maintain high levels of documentation and reporting throughout the organization. This is particularly true when the company relies on legacy systems that aren’t specifically built for heavy-duty enterprise needs.

With XaitPorter, ScanWell has eliminated their coordination and collaboration challenges. As a result, the company can maintain control over their quality, brand, and documentation requirements, even though their contributors are working out of Abu Dhabi or Brazil, and no matter if it's for a tender or a report.

• Consistent Communication. “We use it primarily as an internal reporting tool. So that we can have everybody on the same platform across all our offices worldwide.
• Effective Sharing. “In addition, we can collaborate on documents we need to provide to clients, as well as internally for reporting."
• Fewer Coordination Delays. “We found that XaitPorter could solve our challenges of coordinating throughout our organization and help us streamline the way we do reporting across multiple locations, based on a set format with specific requirements.”
• Time Saved for Content. “One of the big advantages that we have seen with XaitPorter is that we can focus on getting the content right. We don't need employees who are clever with graphical design. And we can have employees in various locations working on the same document. We can always modify the graphical design later on and keep the documents up-to-date at all times.”
• Scaling Up. “It's a surprisingly good tool in terms of what it can do and what you can create with it. For us as a company, it's more or less up to our imagination to see the opportunities for using the solution to save costs and time.”

With XaitPorter, ScanWell has boosted collaboration across global locations and streamlined reporting processes, making it easier to create high-quality tenders and reports.

With the right document automation and collaboration tool in place, ScanWell has achieved their efficiency and collaboration goals. They are also positioned to scale and streamline other high-stakes processes.

That’s a good thing considering their focus on innovation and high quality service.