Cavimac modernizes its document management with Compleo Hybrid

“It’s a solution that will support us in the long term. It’s simple to use, fun, and efficient.”

Oliver Barabas, Head of IT, CAVIMAC.

The collaboration between CAVIMAC (Caisse d’Assurance Vieillesse Invalidité et Maladie des Cultes) and Symtrax is part of a long-term relationship.  This collaboration began in 2008 with the implementation of Compleo Hybrid. From the beginning, this cooperation was aimed at modernizing a document management system that had become overly tedious, expensive, and heavily dependent on manual processing.

Over the years, Compleo Hybrid has gone from being a support tool to a strategic solution at the heart of the organization’s business processes.

The initial context: Complex and time-consuming management

Before the implementation of Compleo Hybrid, CAVIMAC faced many challenges in its document management:

1. The mass production of documents (statements, contributions, certificates, and letters): their volume required frequent recourse to outsourcing, which was costly and difficult to manage.
2. A Lack of automation of document workflows: each step, from creation to distribution, was based on manual processes.
3. A wide variety of document templates: the lack of standardization made each change time-consuming, complex, and error-prone.
4. High costs due to recurring outsourcing and inefficient internal processes.

“Every change to a model requires redoing everything manually. This multiplied the risk of error and slowed down the whole process,” Oliver Barabas, Head of IT, CAVIMAC.

Faced with these challenges, the business teams expressed the need for a solution capable of managing the entire document lifecycle in a smooth, secure, and automated way.

Clear Goals for a Successful Transformation with Compleo Hybrid

In response to these challenges, the objectives were clear:

• Automate recurring editing, formatting, and distribution tasks.
• Reduce outsourcing costs.
• Achieve responsiveness and reliability through simplified processes.
• Ensure the traceability of distributed documents.

CAVIMAC was therefore looking for a technical solution to optimize its document processes, while giving more autonomy to its teams. It is in this context that the need for a solution like Compleo Hybrid emerged.

A Tool That Is Now Central to the Organization

Today, Compleo Hybrid is used daily by a dedicated team of five people.  They manage an average monthly volume of more than 25,000 documents. All processes are now automated, secure, and run without interruption.

Real-World Use Cases with Compleo Hybrid

Common uses include:

1. Automatic editing of administrative documents: automated generation of documents (certificates of entitlement, contribution slips, quarterly statements, etc.) from the Icare (retirement) and Vision (policyholder/local authority data) business applications.
2. Centralized templates: any update to a template is automatically reflected in all the documents concerned, ensuring consistency and saving time.
3. Automated email distribution: emails are sent to the right recipient, with PDF attachments, ensuring the traceability of documents.
4. File conversion and formatting: conversion of flat files (CSV, TXT) into XML format, particularly for specific uses such as the creation of SEPA files for bank debits.
5. On-demand processing: automatic creation of forms or certificates (such as requests for pension certificates via the website) from retrieved CSV files, with delivery to the insured person and archiving in the Elise EDM.
6. Integration with the EDM: following the transition from the EDM to a cloud version, a new integration via API is being implemented to ensure the automatic transfer of documents produced by Compleo (in PDF + XML format) to the Elise EDM.
7. Process scheduling: automating the execution of scheduled tasks (daily or monthly) without manual intervention, while routing to the right recipients.
8. Online provision: generation of documents (such as contribution slips after electronic declaration) made available to policyholders in personal online spaces.

“A lot of things are automated, and today we just check the result,” Oliver Barabas, Head of IT, CAVIMAC.

These processes, previously only partially automated, are now fully automated, considerably reducing human intervention while improving the speed and reliability of workflows.

Thanks to Compleo Hybrid, CAVIMAC now has a centralized and efficient tool capable of managing its entire document chain, from content creation to multichannel distribution and archiving.

Concrete Benefits with Compleo Hybrid

Since the implementation of Compleo Hybrid, CAVIMAC has experienced several major advantages:

1. Significant time savings: the automation of complex processes (editing, distribution, archiving) has drastically reduced the time spent on manual and time-consuming tasks.
2. Simplification and accessibility of the tool: thanks to its “no-code” approach, Compleo Hybrid allows users to design or modify existing flows without requiring advanced technical skills. After training, the teams quickly became autonomous in the daily use of the solution.
3. Proven reliability: since its implementation in 2008, Compleo Hybrid has proven to be a stable and reliable solution. This reliability has increased the confidence of the teams and has helped to streamline internal processes.

“It’s a software that works well. There have been no major blockages since we started using it. It’s really appreciated,” Oliver Barabas, Head of IT, CAVIMAC.

4. User satisfaction: User feedback is generally positive. They emphasize both increased working comfort and reduced risk of human error.
5. Quality support: training and support sessions have allowed a gradual adoption of the solution. Users quickly noticed a simplification of tasks, strengthening their commitment to the project.

“Symtrax support is responsive and available; we feel supported,” concludes Olivier Barabas.

A Long-Term Solution

More than fifteen years after its adoption, Compleo Hybrid remains a strategic pillar for CAVIMAC. Its scalability and compatibility with internal tools make it a sustainable solution, capable of adapting to technological and regulatory changes.

“It’s a solution that supports us over the long term. It is easy to use, fun, and efficient. We know that we can rely on it,” concludes Olivier Barabas.