SER & INVARIS

A leading company in the mobility and infrastructure sector was looking for a secure, legally compliant, and fully automated solution for generating digital employment reference letters.

The goal: To establish a seamless and intelligent document workflow, from data and text generation to the approval process, that ensures operational efficiency, supports growth and meets all compliance standards.

Requirements

• Integration of employee master data via API

• Selection and validation of standardized text modules with plausibility logic

• User-friendly frontend for managers and HR staff

• Configurable backend for content, role, and permission management

• Document preview, temporary saving, and approval workflows

• Barcode generation for digital archiving

• Central management of legally compliant text content with monitoring functions

Implementation

INVARIS delivered a scalable and future-proof solution based on its proprietary CCM platform, enabling automated and legally secure creation of employment reference letters across the entire organization.
The system was fully integrated into existing HR processes and ensures a high degree of user autonomy and process transparency.

Implemented Solution

• Seamless API integration with the HR master data system for automated pre-filling of relevant fields

• Modular INVARIS text block system with plausibility checks and consistency validation

• Intuitive web-based frontend for different user groups (e.g. managers, HR, coordinators)

• Flexible backend for independent maintenance of legal phrasing and job descriptions

• Real-time document preview and rule-based workflows for approval and publishing

• Automated barcode generation for digital archiving

• Comprehensive monitoring dashboards for usage statistics, text module updates, and version control

Results at a Glance

The introduction of INVARIS led to a sustainable optimization of the reference letter creation process.
Where over 30 different templates were previously in use, today a single dynamic template is sufficient.
The creation workflow was accelerated by a factor of eight.

• Reduction of templates from 30 to 1

• 8× faster workflow execution

• 100% consistent and legally compliant phrasing

• Significantly reduced coordination effort between HR and managers

• Full traceability through integrated monitoring

A leading Swiss health insurance provider needed to optimize the creation of personalized customer letters.

The core challenge was to give case handlers enough flexibility for individual communication while avoiding inconsistencies in output documents caused by multilingual content, formatting variations, and uncontrolled local templates. Additionally, there was a requirement to automatically attach specific documents to customer letters depending on the context.

The goal: Consistent, audit-proof documents that can still be tailored to the individual recipient.

Requirements

• No inconsistencies in output documents

• Editorial flexibility within a controlled framework

• Easy selection of dynamic attachments and external documents (editable vs. static)

• Customizable message text and subject lines within a fixed layout for salutation, header, and footer

• Uniform, consistent output document per recipient

• Reduction and central management of templates

• Reusable content blocks for cross-template updates

• Elimination of copy-and-paste through standardized document creation

Implementation

INVARIS delivered a centralized and flexible CCM solution enabling efficient creation of personalized letters including attachments.
The system empowers users to create customized content while ensuring structural and linguistic consistency across all documents.
Thanks to modular text components and dynamic attachment handling, document creation became faster, leaner, and fully compliant.

Key Features

• Standardized letter layout with editable message section

• Centralized template management with reusable content modules

• Multilingual support with dynamic salutation logic

• Clear distinction between editable and static attachments

• Intuitive selection of attachments and external documents

• Elimination of copy-and-paste through structured workflows

• Central rollout of corporate design changes

Results at a Glance

With INVARIS, the insurer achieved greater consistency and significant efficiency gains in document processing.

• Reduction of templates from 2,300 to 200

• Significant time savings for case handlers during document creation

• Elimination of inconsistent templates and local copies

• Consistent corporate branding and multilingual output

• One fully consistent document per recipient — with just a few clicks

adesso SE needed a solution for efficient creation, approval, and archiving of employment contracts.

The goal:  fully digitize the entire process, reduce the large number of existing templates, and enable faster, more consistent contract handling.
Approval and digital signature workflows also had to be seamlessly integrated, without any media disruptions or manual steps.

Requirements

• Seamless integration with SAP SuccessFactors

• Full contract lifecycle support within Doxis: generation, approval, digital signing, and archiving

• Flexible no-code template management to enable rapid content updates

• Scalable architecture to support additional contract types (e.g., amendments, target agreements) and subsidiaries

Implementation

INVARIS was delivered as an integrated component within Doxis. The solution runs in a Kubernetes environment and is hosted as a Docker container in AWS.
A modular master template replaced more than 20 individual contract templates. All content is maintained via a structured Excel-based configuration.
The entire process, from contract creation to approval, DocuSign signing, and compliant archiving, is now fully digitized and streamlined.

Key Features

• Fully digital end-to-end contract process

• INVARIS Designer empowers HR teams to manage templates independently — no coding required

• DocuSign-based digital signatures embedded into the workflow

• ArchiveLink-compliant storage ensures legal security

• Scalable system architecture ready for future expansion

Results at a Glance

• 10–15 templates and 15–20 content modules consolidated into one modular master template

• Contract turnaround times reduced to 1–2 days

• 20–30 minutes saved per contract — up to 300 contracts per month create significant scaling benefits

• Elimination of manual tasks and media disruptions

• Content changes go live the same day

• 100% more satisfied HR teams thanks to optimized, user-friendly processes

• A future-proof platform through full integration with Doxis and SuccessFactors — boosting both efficiency and competitiveness

A leading real estate company managing a large property portfolio needed a faster and more reliable way to send personalized mass mailings, such as maintenance notices or rule changes, to selected tenant groups.

The previous process was highly manual: recipient data was exported from SAP, merged into Word documents, and formatted by hand. This resulted in frequent errors, inconsistent branding, and excessive time spent on layout tasks instead of message quality.

The goal: A fully digitized, integrated and user-friendly workflow for CI/CD-compliant mass mailings.

Requirements

• Direct selection of recipients from SAP

• Personalized mass mailings in both digital and print formats

• CI/CD-compliant layouts for every document

• Placeholder support for dynamic content (text, images, input fields)

• Elimination of manual formatting steps

• Centralized template management and versioning

• WYSIWYG editing for non-technical users

Implementation

The customer implemented the INVARIS CCM solution, seamlessly integrated into the existing IT landscape and SAP environment. Recipients are now selected directly within SAP, while documents are created using a graphical WYSIWYG editor with modular content blocks and drag-and-drop functionality.

Thanks to the centralized template system, reusable components, and structured workflows, administrators focus purely on content creation - without technical assistance. From creation to archiving, the process is now lean, automated, and traceable.

Key Features

• Direct recipient selection in SAP

• WYSIWYG editor with drag-and-drop functionality

• Reusable content modules for fast content creation

• CI/CD-compliant templates managed centrally

• Placeholder support for dynamic content (text, images)

• Versioning and staging for secure template management

• Full workflow integration, including digital archiving

Results at a Glance

With INVARIS, the real estate company significantly streamlined its mass mailing processes:

• Up to 70% time savings per campaign

• Error-free formatting and data handling

• Consistent corporate design across all communications

• No more local Word templates or manual exports

• Lean, fully digital process - from recipient selection to delivery

A public social insurance provider faced the challenge of offering a wide range of complex forms in a fully digital format. These forms needed to be accessible, user-friendly, device-independent, and seamlessly integrated into existing processes.

The previous solution was error-prone and inflexible: users had to download forms, fill them out, print them, sign them manually, scan them, and upload them again. It was not possible to save progress and resume later, and contradictory inputs were not prevented. Additionally, web forms and output documents were managed in different systems, resulting in duplicated configuration efforts.

The goal: A fully digital end-to-end process - from responsive online forms to signed PDF documents - including SAP integration.

Requirements

• Responsive web forms optimized for desktop, tablet, and smartphone

• Save and resume functionality for interrupted sessions

• Input validation to prevent contradictory entries

• Support for placeholders (text, images, input fields)

• Unified logic for forms and output documents from a single source

• SAP integration for automated data handover

• Centralized template management and version control

• Clear separation of business logic and technical implementation

Implementation

The organization selected the INVARIS CCM solution in combination with FormStation nXt, fully integrated into the SAP portal and existing IT landscape. Form logic is centrally maintained, input forms are delivered via the browser, and PDF output, including digital signature and archiving, is generated automatically.

XML data is passed directly from SAP to INVARIS, processed, and converted in real time into high-quality, CI-compliant PDF documents. Thanks to drag-and-drop building blocks, responsive design, and structured logic, form creation and editing is intuitive and efficient . No programming skills required.

Key Features

• Responsive web forms with mobile optimization

• Intuitive WYSIWYG editor with drag-and-drop functionality

• Reusable components for input and output structures

• Validation rules and guided input for optimal user experience

• Direct SAP integration for automated data processing

• Placeholder support for dynamic content (text, images)

• Versioning and staging for secure template development

• End-to-end digital process, from input to signed PDF including archiving

Results at a Glance

With INVARIS, the organization fully digitized and streamlined its form processes:

• Improved user experience through guided input and mobile-optimized forms

• Fewer errors due to real-time validation and logical input rules

• Centralized form maintenance replaces redundant system configurations

• Significant time savings in creation, processing, and follow-up workflows

• Consistent, CI/CD-compliant PDF documents from a single source

• Seamless integration with SAP and existing portal systems

• Digital accessibility ensured