Improving Document Management with Salesforce

Overview

Our client, a government agency that manages federal real estate, offers leasing contracts with the United States Government to private property owners. These contracts naturally require many different types of documentation and paperwork.

With disparate filing systems for different types of documents, there was plenty of room for human error and decreased efficiency when federal agents needed to access and reference records for the leasing contracts.

In an effort to improve document management for everyone, the agency hired CloudWave to update the website and accompanying Salesforce org used for real estate taxes to include other key documents and offer an easier submission process for property owners. Here’s how our team tackled the challenge.

Project

In order to make the right improvements to the real estate taxes site and transform it into an overall lease management site, CloudWave Salesforce Architects needed to carefully review the current state and understand how it was functioning.

One of the key pain points stemmed from a record-sharing process that required users to request access from admins before any document submission could take place. The system was also only set up for tax document submissions, so there would need to be workflow changes with different options users could select based on the type of document they needed to submit. And finally, the document submissions from this system would ultimately integrate with another external real estate exchange team. The architects and developers needed to ensure the other team’s system was set up to receive new types of documents.

The 8-month project was broken into 3-week sprints with specific goals for the CloudWave Salesforce Developers to tackle, like granting access to submissions without record-sharing and enhancements to the submission process to capture contact info and comments automatically. The team also leveraged Lightning Web Components, Aura Components, and Apex Classes to facilitate the functionality for users to search for a lease, save a lease, submit a wider variety of documents related to a lease, and view attachments they have previously submitted.

The CloudWave team periodically hosted demos for the government agency to assess progress and ensure the solution was aligned with the end goals for users. As development continued, Quality Assurance teams tested and confirmed functionality for the new app and ensured there were no other disturbances to the Salesforce org.

Results