Case Study Document Lifecycle Automation For LegalOps And Procurement In E-commerce Giant

 

Name: Kiwi.com
Website: https://www.kiwi.com
Industry: Travel,
Technology
Employees: 2,000+

 

 

More about Kiwi.com

Case Study: Document Lifecycle Automation For LegalOps And Procurement In E-commerce Giant

 

Key Improvements

Employees leveraging automated lifecycle management

Documents digitized

Monthly document lifecycle actions

Background

  • Kiwi.com is a global online travel tech company. Through its online portal, Kiwi.com provides a fare aggregator, metasearch engine, and booking services for airline tickets and ground transportation.
  • Kiwi.com currently employs over 2,000 people. 
  • Legal team and other departments handle a great number of documents, most requiring approval and e-signature.
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“We chose Legito because it allows us to automate, manage, and store our documents on a single platform.”

Nicola Batrlova

Legal Operations Administrator, Kiwi.com

Challenges

 

  • Keeping documents organized in a company that is growing and changing quickly, operating in multiple countries. 
  • Long contract turnaround times.
  • A lot of time and effort needed to receive approval from document stakeholders.
  • Achieve the status of a paperless company.
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Onboarding

 

  • Internal training for users.
  • Kiwi.com immediately began to use Legito as the company’s overall document lifecycle management tool.
  • Legito’s ongoing development, enhancements, and feature releases allowed the use case to expand to eSignatures and Approvals.
  • Over 150 users have been using Legito daily at Kiwi.com.

Workflow Automation

 

  • Kiwi.com automated document workflow with an approval (see the image on the left/right).
  • Document can cycle back and forth within the first three stages of the workflow without any restrictions.
  • Document approval is required before proceeding to the “Ready for signature” stage.
  • Once approved, the document is locked and continues along its lifecycle. 
  • eSignature is used to execute documents (currently using the integrated DocuSign solution). 
  • Once the signing process commences, the document is automatically routed to the “Signing in process” Stage.
  • If the document is electronically signed, it automatically proceeds to the Signed Stage, and the signed PDF is automatically uploaded to the Document Record; if the signing is canceled, the final Workflow Stage of the document would be “Canceled.
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Workflow Automation

  • Kiwi.com automated document workflow with an approval (see the image on the left/right).
  • Document can cycle back and forth within the first three stages of the workflow without any restrictions.
  • Document approval is required before proceeding to the “Ready for signature” stage.
  • Once approved, the document is locked and continues along its lifecycle. 
  • eSignature is used to execute documents (currently using the integrated DocuSign solution). 
  • Once the signing process commences, the document is automatically routed to the “Signing in process” Stage.
  • If the document is electronically signed, it automatically proceeds to the Signed Stage, and the signed PDF is automatically uploaded to the Document Record; if the signing is canceled, the final Workflow Stage of the document would be “Canceled. 
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Results

 

  • Over 6,000 Document Records organized and managed.
  • Efficient document lifecycle management with the possibility of electronic signature directly in Legito user interface.
  • Automated templates with workflow routing save great amounts of time previously spent on document revisions and tracking a document along its lifecycle.
  • Our users always work with the latest version of templates.
  • Automated reminders help us to keep track of contract deadlines.

Results

 

  • Over 6,000 Document Records organized and managed.
  • Efficient document lifecycle management with the possibility of electronic signature directly in Legito user interface.
  • Automated templates with workflow routing save great amounts of time previously spent on document revisions and tracking a document along its lifecycle.
  • Our users always work with the latest version of templates.
  • Automated reminders help us to keep track of contract deadlines.
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