Dispatch Dossiers made easy with Knowledge Map Tool

The aftermarket has always been a high-volume industry. This business usually involves an arduous, long process that starts with the producer, gets bogged down in logistics, and everything has to go just right in the market itself. But, with the right implementation of product control and proper handling of documentation, this arduous and long process may become much less hectic.
Dispatch dossier is the documentation that will always be a necessary element of the aftermarket business. It contains such essential documents as certificates, packing list, inspection release notes, administrative and legal documents – all of which tend to come in various sizes, formats and file types. That is why the accuracy, quality, and accessibility of the documents involved is crucial at every point of the process.

The pivotal role of dispatch dossiers

The documentation process is critical since it holds all the important information. But it also tends to be very time-consuming and difficult to organize. The risk for inaccuracies and digital chaos is always the crux of the matter. Errors caused by inaccuracies, bad organization, or time delays can easily compromise data safety and cause misinterpretation – which may in turn lead to profit loss or having to repeat the whole process.
Every time a new dossier is about to be made, it is often the Sales Manager who feels the stress and hassle the most. She has to deal with all the compulsory documents coming from different source persons, servers, online and offline storage. The Sales Manager then needs to file them into one organized dossier. Managing these bulk file volumes doesn’t just require coordination skills but also a few types of specific technical skillsets, especially when dealing with various file format issues and settings. Information security requires extra vigilance when handling dossiers. One sudden remiss action may cause serious information breach – such as unauthorized access, disclosure, or perusal of data (regardless of the form they may take). Chaos with complex high volume documents may also bring about errors in labeling, sourcing, and classifying of data. So an easy-to-use file management system must be in place to avoid devastating chaos. In aftermarket business transactions, success is heavily dependent on the accuracy and quality of dispatch dossiers, because even a simple mistake can lead to delays, disputes, and deferred payments.

Control over the digital chaos

The Correlate Knowledge Map (K-Map) information organizer, when integrated with the function of Adlib PDF conversion software, streamlines the groundwork for composing dispatch dossiers. Record books can be easily assimilated by collecting links regardless of file types and formats. Links are organized to build a navigation tree and access one file from the other through a structured outline. Furthermore, file names are easily adapted without having to change the source information. You can re-order and re-position files according to your preference or your company’s policy of structuring dossiers.
Once the dossier is complete with the necessary content, it is ready to be transformed into one organized and standardized PDF. You can now adapt it to your company’s quality dossier system and generate this as a template using the Adlib PDF server.

It is hard to understate the importance of a quality file management system in an industry that relies heavily on supply, procurement, and maintenance. Information security should, by no chance, be exposed to indeterminate environment – since sensitive data is the very domain of this kind of enterprise.  Manufacturing companies, supply chains, and engineering firms using K-Maps for their after-sales transactions can attest to the amount of time reduced in automating their dossier system without having to worry about data breach or disarray.

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