STRATO AG
Orchestrated processes and high usability with OnBase from Hyland
STRATO AG is one of the world’s largest internet service providers and belongs to the United Internet corporate group. The company manages more than two million customer contracts and some four million hosted domains. Headquartered in Berlin, Germany, the technology enterprise has two highly secure data centers operating over 70,000 servers, run completely CO²-neutral by renewable energy since 2008. As one of the first in the field of web hosting the company is also completely climate neutral since 2021.
The challenge
A very IT-savvy company, STRATO AG is pursuing a well-defined digitalization strategy that focuses on two main objectives: modern processes for high customer satisfaction and compelling user-friendliness. However, these goals could no longer be optimally achieved with the existing content management solution. Over time, the existing software had become too cumbersome, the time required to make adjustments was no longer justifiable, and the usability was no longer up to date.
The solution
STRATO AG implemented OnBase, Hyland’s content services platform for managing content, processes, and transactions. OnBase brings together relevant internet provider’s content in one secure place and provides employees with relevant information as needed, at any moment.
The internal ordering system and contract management, as well as the invoice release system now run via OnBase.
— Claudia Behrens, Head of Purchasing, STRATO AG
Complex processes simply bundled in OnBase
INNODOX Technologies, the Hyland implementation partner, migrated 150 million files from the existing system. “OnBase now enables a perfect interplay of several solutions from a single source. The platform orchestrates many processes into a coherent overall service and is used by STRATO AG in numerous business areas,” said Sebastian Fiedler, INNODOX Technologies.
The internal ordering system processes as well as contract management and the invoice release system now run smoothly via OnBase. They are handled much more comfortably and are less error-prone. “Usability is more modern, and it is much easier to set up new processes. This is because they no longer need to be programmed, but simply be configured as required,” says Claudia Behrens, Head of Purchasing at STRATO, adding, “In addition, processes are reproducible and therefore easy to track and comprehend. This has also simplified the maintainability and expandability of the software.”
In addition, thanks to OnBase, STRATO AG saves costs and safeguards its software budget. The company requires fewer ERP licenses for incoming goods postings. A robotics system dials into the ERP system as a unit user and completes goods receipts there. The upshot? Individual ERP users no longer need a separate client license. In addition to less programming, the integration of several systems under the OnBase umbrella was primarily aimed at making it as easy as possible for users to process various procedures. For auditors, for example, the Berlin-based company can document all processes bundled in OnBase without exception - another compliance benefit.
User-friendliness significantly improved
In addition to less programming, the integration of several systems under the OnBase umbrella was primarily aimed at making it as easy as possible for users to process various procedures. For auditors, for example, the Berlin-based company can document all processes bundled in OnBase without exception - another compliance benefit.
An additional business advantage is the configurable reporting that OnBase provides for purchasing. “We can see exactly how much volume we have done with each trading partner — that helps us to go into contract negotiations very well informed,” says Claudia Behrens.
“All in all, we were able to digitize numerous classic processes with OnBase,” sums up Bastian Schubert, Head of Internal IT at STRATO AG. “The fact that the processes run so smoothly also means that internal acceptance of the new system is very high. This is also a result of the modern user interface,” adds Claudia Behrens.
Because of project success among both users and management, STRATO AG plans to expand the system in the near future. The company is now working with INNODOX Technologies to also map travel and expense accounting with the corresponding workflows and approvals via OnBase in the future. There are also joint plans to further digitalize Robotic Process Automation (RPA) processes.
In conclusion, we were able to digitize many classic processes with OnBase.
— Bastian Schubert, Head of Internal IT, STRATO AG
The difference
OnBase by Hyland provides companies with a wide range of content applications on a single platform and makes it easy to connect to other core business systems. This creates added value for business units and IT departments. Content applications can be created by configuration with little programming effort, reducing costs, development time and departmental information silos. The automation of background processes also saves costs for new licences and improves the user experience because users do not have to leave the familiar OnBase user interface.