Embracing System Modernization for Efficient Document Production

Project Profile

Xpertdoc Enterprise is designed for organizations with complex, unique document processes, enabling them to easily and efficiently create, manage and deliver consistent, highly personalized and omni-channel documents.

About Oxford

Oxford Properties Group is a global platform for real estate investment, development and management, with over 2,000 employees and close to $40 billion of real assets that it manages for itself and on behalf of its co-owners and investment partners.

The Challenges

When it comes to producing documents, Oxford had some unique challenges. The complexity of their leasing contracts – and the financial impacts of any errors or delays in creating them – was significant.

Highly complex documents such as lease agreements for commercial space in office, retail or industrial properties had to be reviewed by Oxford’s team of legal experts. As primary stakeholders of the document workflow, they were responsible for making sure the 60-page lease agreements presented to the lessees were complete and accurate. But the legal team was unable to make even minor modifications to the master lease templates themselves – use of Oxford’s legacy document system required a level of technical expertise. Requests for new or modified documents were routed to the IT department. As Oxford programmers were always fully engaged in enterprise-wide technology projects, turnaround time for template composition requests suffered.

Commercial space that sits vacant while lease documents are composed, edited, proofed, and approved resulted in lost revenue for Oxford. Any improvement the company could make in their document management workflow would allow tenants to occupy the space sooner. Oxford made a decision to move away from their legacy document system in favor of Xpertdoc’s modern solution.

Using the most current lease template to generate the document, and being confident authorized users could make changes safely and without programming were important criteria when we started looking for a replacement document system. Xpertdoc met those requirements.

Susan Wells
Information Technology Director at
Oxford

The Solution

Non-programming Document Composition

Based on Microsoft Word, Xpertdoc enabled Oxford business users to leverage their experience with Word and be immediately comfortable in creating lease templates, while being assured that all corporate guidelines and regulatory rules were automatically enforced. After a mere two hours of training, they were able to easily provide content and perform template update tasks in this familiar environment, eliminating the reliance on IT resources for document creation.

With administrative-level access and knowledge of their organization’s data sources, key Oxford experts defined sophisticated business rules and workflows for the generation of personalized documents. Business users could easily merge specific data and lease components to produce tenant-ready documents, and automatically send these documents to the appropriate stakeholder for review. This accelerated workflow ensured efficient tenant distribution of personalized, accurate and relevant lease documents.

In addition to Xpertdoc’s ease-of-use and familiar environment, the company was able to rationalize the number of lease document templates in use at Oxford. After the move to Xpertdoc was completed, less than 30 templates were necessary to support the retail and office lease business – under the previous document system, Oxford was maintaining over 200 document templates for these business lines – reducing the risk of choosing the wrong template and causing costly delays, while simplifying template management.

Strong Features Solved Unique Challenges

Some tenants leasing space in several Oxford-managed properties had negotiated customized terms to use in all their leases. Xpertdoc features allowed Oxford to identify this customized content known as “precedence clauses”. The system automatically replaced the standard language in the lease documents for only those tenants to which the clauses applied, saving time, reducing errors, and ensuring continuity.

Other valuable Xpertdoc features were print previews and flexibility in routing print to any available printer. These capabilities were not available in Oxford’s legacy document system and caused delays, as proofing could not be accomplished until documents were printed. These time-consuming limitations were eliminated with the Xpertdoc solution.

The Benefits

Moving away from a product that has been in place for some time brings its own set of challenges when it comes to employee training and acceptance. With Xpertdoc’s Microsoft Word interface, this was a non-issue. The Oxford legal expert team was especially pleased that their pre-existing familiarity with Word meant they wouldn’t have to learn how to use another document system. Non-technical business users could easily create and modify lease document templates, and efficiently distribute them to tenants without having to rely on IT resources to support the production of these critical documents.

Eliminating unnecessary document templates reduced obsolescence and duplication that could have caused non-compliance errors. The Xpertdoc team was highly skilled in recognizing opportunities for consolidation – they designed fewer dynamic templates to take the place of many static ones. This streamlined template management and reduced the risk of errors and costly delays, while boosting efficencies.

The support they received from Xpertdoc was an important factor in the Oxford team’s ability to accomplish their goals with minimal disruption to their ongoing business. And because the initial conversion has progressed so smoothly, Oxford is now looking forward to moving their remaining lines of business to the Xpertdoc platform sooner than anticipated.

Any organization that utilizes document templates featuring standard wording, variable information, and multiple variations would realize the same kinds of benefits that Oxford has enjoyed since deciding to make the switch to Xpertdoc. I wholeheartedly recommend them.

Susan Wells
Information Technology Director at
Oxford

Like Oxford, empower your organization with document generation and document automation capabilities enabling the creation, management and delivery of better documents, faster.

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COVID-19 update

The spread of COVID-19 continues to evolve and in this context, we wish to inform you that Xpertdoc is closely monitoring the situation and would like to inform you of the measures taken by our team to support its employees, customers and partners.

We do not foresee any impact on the delivery of our services and want to assure our customers that we are executing our continuity plans in order to ensure that our customers continue to receive our services without jeopardizing the safety and security of our personnel.

In accordance with the recommendations of government authorities, here are some of the measures being taken by Xpertdoc:

Remote work for all employees
Arrangements have already been made and we have requested that all our employees work from home. Our continuity plan includes a full deployment of remote work arrangements to ensure uninterrupted service to our clients and partners.

Hosting and cloud services
We have been assured by our suppliers that there are no known impacts to these services, and we are confident that we are able to effectively manage the delivery of our cloud services to all our customers.

Travel
We have cancelled all business travel until further notice for all our employees. If employees have or will travel for personnel reasons, they will be asked to respect the quarantine delay before participating in any business activities.

Events and gatherings
All our events have been postponed or cancelled. Our employees are no longer allowed to participate in any events, seminars or gatherings.

We are committed to providing the best possible service to our customers and partners, to ensure that you can continue digital communications with your own audience. In these critical moments if we can help please do not hesitate to contact us.

Regards,

The Xpertdoc Team

Mise à jour sur la COVID-19

La propagation de la COVID-19 continue d’évoluer et, dans ce contexte, nous souhaitons vous informer que Xpertdoc suit de près la situation et que notre équipe a pris des mesures pour soutenir ses employé(e)s, clients et partenaires.

Nous ne prévoyons aucun impact sur la prestation de nos services et voulons assurer nos clients que nous mettons en œuvre notre plan de continuité des affaires, afin de garantir que vous continuiez à recevoir nos services, sans compromettre la santé et la sécurité de notre personnel.

Conformément aux recommandations des autorités gouvernementales du Québec, voici quelques-unes des mesures prises par Xpertdoc :

Travail à distance pour tou(te)s les employé(e)s
Nous avons demandé à tou(te)s nos employé(e)s de travailler à domicile. Notre plan de continuité des affaires comprend des arrangements de travail à distance pour assurer un service ininterrompu à nos clients et partenaires.

Hébergement et services infonuagiques
Nos fournisseurs nous ont assuré qu’il n’y avait pas d’impacts connus sur les services d’hébergement et infonuagiques. Ainsi, nous sommes convaincus d’être en mesure de gérer efficacement la livraison de nos services infonuagiques à tous nos clients.

Voyages
Nous avons annulé tous nos voyages professionnels jusqu’à nouvel ordre, pour tou(te)s les employé(e)s. Si des employé(e)s ont voyagé ou doivent voyager pour des raisons personnelles, il(elle)s seront placé(e)s en quarantaine pour une durée de 14 jours, avant leur retour au travail.

Événements et rassemblements
Tous nos événements ont été reportés ou annulés. Nos employé(e)s ne sont plus autorisé(e)s à participer à des événements, séminaires ou rassemblements.

Nous nous engageons à fournir le meilleur service possible à nos clients et partenaires, afin de garantir que vous puissiez continuer vos opérations sans interruption. Dans ces moments critiques, nous sommes là pour vous aider. N’hésitez pas à communiquer avec nous si nécessaire.

Merci,

L’équipe Xpertdoc