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Use Case: Comprehensive Order Management with Clients and Suppliers Using OpenKM

Written by Gaspar Palmer on June 20, 2025

In the current context of business digitalization and automation, effective order management between companies, clients, and suppliers requires precision, traceability, and seamless document flow. This is where solutions like OpenKM, a powerful document management software, make the difference.

This use case demonstrates how to implement integrated order management, optimizing relationships with clients and suppliers through modules such as Workflow, EDX, and Doc Request. The approach combines process automation, document control, traceability, and security, aligned with the current challenges organizations face.

Objective: Optimize Document Management in Collaborative Environments

The solution aims to streamline document and process management involving three key actors:

• Clients who submit requests.
• Suppliers or contractors who provide quotes, deliveries, and invoices.
• The company, which coordinates the entire operation via OpenKM.

Through an efficient document management system like OpenKM, traditional exchange complexities (emails, local folders, scattered documents) are transformed into a structured, digital, and secure workflow.

Key Software Modules

• Workflow: Automates tasks, internal validations, and order statuses.
• EDX (Electronic Document Exchange): Secure, traceable document exchange with external users, without requiring system access.
• Doc Request: Allows requesting documents via a secure link.
• Metadata: Defines critical variables such as order status, priority, client, key dates, and responsible parties.

Complete Process Flow

1. Receiving Client Requests Order management begins with requests received through a web form or email. OpenKM captures this input and automatically creates a structured folder with metadata such as client name, order type, and priority level. An automated workflow is initiated to assign responsibilities and stages.
2. Internal Order Management The relevant department analyzes the request and generates a preliminary order. If additional information is needed, the Doc Request module is used to request specific files from the client. This avoids reliance on email and centralizes stored information.
3. Supplier Communication Once the requirement is validated, Doc Request is used to ask suppliers for quotes. After internal approval via workflow, the final work order is issued through the EDX module, ensuring security, access control, and traceability.
4. Invoice Reception The supplier can upload the invoice in PDF format via EDX or Doc Request, depending on the system setup. Thanks to access controls, only authorized users can view it, ensuring regulatory compliance and confidentiality.
5. Client Reporting and Closure Once the work is completed, a summary document is generated detailing the order, deliveries, and costs. This is sent to the client via EDX, ensuring confirmed delivery and automatic archiving. The workflow changes to the "Completed" status, and all process documentation is archived.

Suggested Folder Structure

/Clients/{Client Name}/Orders/{Order ID}/

• /Client Documentation
• /Internal
• /Suppliers/{Supplier Name}
  • Quote
  • Invoice

Benefits of This OpenKM Solution

• Document centralization: Eliminates scattered emails and local folders.
• Traceability and control: Every step is logged.
• Process automation: Saves time and reduces errors.
• Secure information exchange with clients and suppliers.
• ERP integration and compliance with anti-fraud laws.
• Compatible with tools like Google Drive, Microsoft SharePoint, and enterprise management systems.

Why Use a Document Management System Like OpenKM?

Document management is essential for any organization dealing with multiple interactions between departments and external agents. Using document management software boosts efficiency by 30% and reduces paper dependency.

With OpenKM, you don’t just manage orders—you can control contracts, manage purchases, implement time tracking, and automate complex workflows. It's a document management software that integrates with existing systems and is accessible from anywhere thanks to its cross-platform design and remote access features.

Compliance, Security, and Scalability

• Compliant with electronic invoice management regulations.
• Full access, version, and modification logs (version control).
• Ensures backups, availability, and control of sensitive data.
• Scalable to adapt to organizations of any size or sector, including public administrations.

Comparison and Added Value

Unlike other document systems or free managers, OpenKM offers a robust solution with multiple integrated modules. While generic tools like Google Drive or Dropbox allow storage, they lack features such as automated workflows, digital signatures, or full commercial management.

Additionally, as part of the Digital Kit program, many SMEs can finance its implementation.

What Can You Achieve?

Implementing OpenKM with EDX, Workflow, and Doc Request modules allows you to transform a complex process into a scalable, traceable, and professional solution.

This solution:

• Enhances your client relationships
• Strengthens purchasing and supplier management
• Ensures legal compliance and document efficiency
• Reduces human error and doubles productivity

Whether you're looking to digitize invoices, scan documents, or build a robust document database, OpenKM is the ideal document management software to make it happen.

Ready to Transform Your Document Management?

Request information, explore real-world use cases, or try a free demo. Digital transformation starts with good document management.