CASE STUDY

RETAIL & FASHION
SERVICES

Transition from legacy-only physical archiving to a sophisticated hybrid digital-physical storage and retrieval system.

Document Lifecycle SAP Integrated Hybrid Workflow
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Retail and Fashion Services

The Challenge

Client needed a scalable way to manage high volumes of financial and operational documents while keeping every asset searchable through the Kleeto portal.

  • Data silos: Documents separated from SAP counterparts.
  • Searchability: Manual filing made retrieval slow.
  • Hybrid inflow: Physical and digital SFTP streams.

Executive Summary

The workflow evolved through four practical phases: foundation scanning, digital streamlining, integrated split-source processing, and archival placeholders. The result is a dynamic workflow where SAP documents and physical records stay linked.

EVOLUTION OF THE SOLUTION

01

Foundation

Physical documents received, key meta data captured, and digital files uploaded into standard folder paths.

02

Digital Streamlining

100% SFTP enabled. Digital acknowledgment of document Main and supporting PDFs moved to SFTP.

03

Integrated Split-Source

Hybrid flow optimized. SAP and Supporting Doc separate yet linked within same folder structure.

04

Archival Placeholders

Physical assets given digital placeholders to ensure complete searchability across all media.

HOW THE HYBRID WORKFLOW FUNCTIONS

Input Stream Processing Logic Portal Outcome
SAP documents via SFTP Digital receipt and controlled indexing Searchable SAP document record
Supporting documents physically received Digitized and stored in dedicated sub-folders Granular access without breaking SAP link
Physical-only archival assets Digital placeholder created Complete digital record of stored assets

KEY IMPROVEMENTS & RESULTS

Faster Retrieval

Search by date, document number, and type reduces time spent locating vouchers.

Accurate QC

Page counts and metadata checks protect alignment with physical originals.

Flexible Inflow

Digital and physical documents are handled together without creating backlogs.

"Result: A hybrid lifecycle model where Digital & physical documents, and archival placeholders remain connected, searchable, and accessible. Kleeto Helps in saving time, energy and resources."

We are of the opinion that the best way to provide value to the consumer is to think creatively, customize their experience, and be open to new ideas.

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