13 Jul 2017
Interview: Automate, Make Work Easier and More Efficient
Can you tell us about your new product, the Qavar Docs Cloud?
Answer (A): Qavar Docs is a workflow and document management solution that simplifies your life. Qavar Docs Cloud is an offering of the existing Qavar Docs fully hosted in the cloud. This gives businesses the expandability and scalability that grows with their business – and documents.
Q: What made you come up with the Qavar Docs Cloud?
A: As a technology and data driven company, after deploying Qavar Docs (on premise) for some time, we collected enough data from our customers and website analytics to determine that the market was moving towards the cloud, and that there is a demand for such solutions. Hence, we focused our engineering efforts to develop and deploy this solution to meet the demand.
Q: What was the design stage for Qavar Docs Cloud like?
A: While the product and its features remain the same, designing and running something at scale in the cloud is very different from running an on premise version. We had to design the system to be able to handle millions of requests, while maintaining user- and corporate-level security, not to mention ensuring that the system stays online and functional even when things go wrong. And not to mention engineering it so that it runs efficiently, so that we use less hardware to support more users, and pass those savings on to our users.
In a sense, we had to redesign the fundamental architecture of Qavar Docs to allow it to be hosted this way. We started by taking a long hard look at all the individual components of the on premise version of Qavar Docs, and decided which of them could not scale to the Cloud. We then redesigned them so that they could. What this gave us was a set of robust, individualised components, which could interact independently with the rest of the system.
We next needed a new system that allowed Qavar Docs to run and scale automatically. In a way, this is a system on top of Qavar Docs Cloud, one which nobody sees. It oversees all components, ensuring that they are working smoothly and scaling up (and down) their capacity where necessary.
Oh, and it took many cups of coffee.
Q: How is testing done for your products before they are given the green light?
A: We run an automated suite of tools to verify that any new code that has been added goes through a rigorous set of unit tests to ensure that the product functions as it should. Furthermore, we do our own dogfooding and use the bleeding edge versions of Qavar Docs internally to get a first-hand experience of our product.
While we use our best efforts to test our product before release, as and when we discover the edge cases and other issues, we fix them quickly and go through the testing cycle again.
Q: Is there a difference between Qavar Docs and Qavar Docs Cloud?
A: Feature wise, no. Implementation wise – definitely. For business owners, Qavar Docs Cloud means hassle-free management – no servers to deal with, virtually no storage space limits (as long as it is used fairly), no downtime, no software maintenance, no upgrade cycles. Everything just works seamlessly.
Q: When will you advise a customer to use Qavar Docs or Qavar Docs Cloud?
A: Generally, it depends on your requirements and here are a few considerations that we’ve encountered.
Consider Qavar Docs if:
- You have a dedicated IT team with existing server infrastructure
- You have company policies which dictate that your documents cannot leave your premises
- You only require access to your documents on your corporate LAN
- You want a perpetual license and a one-time cost
Consider Qavar Docs Cloud if:
- You don’t want to deal with infrastructure management
- You have satellite offices and want to use a centralised system
- You require access to your documents on the move
- You prefer a lower startup fee with a recurring subscription
Q: How do you think Qavar Docs have changed the way your clients work? Please share a real-life case study if possible.
A: It has made their lives at work easier and more efficient, resulting in a happier workforce.
One case study that we have is with a Singapore shoe retailer. Basically, what we did for them is to deploy Qavar Docs as their document management system, and configure the system so that their staff is able to scan a specific set of documents that will be automatically handled. Once those documents are identified, Qavar Docs recognises and pulls out the relevant data on those documents, and runs a workflow that consolidates and processes those data and exports the processed data into an Excel spreadsheet. That same spreadsheet data is then fed into their downstream ERP application, which further manages and transforms that data.
What this enabled our client to achieve is to transform data on a traditional paper-based system into one that is digital in nature, without their staff having to do anything but scan the relevant documents. In other words, data entry was completely eliminated and with it, the time needed and any human errors that inevitably occur when entering the data. Then, our powerful workflow engine transformed the data into a form suitable for consumption by their downstream ERP application.
Qavar produces software that helps automate business processes in the office.
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