Global luxury wines and spirits group
How a luxury group automates every workflow and contract, with each market's own rules
- 15
- European markets
- 150+
- workflows
- 1,000+
- users
- 10,000+
- requests per year
A global luxury wines and spirits group entrusted us with the system that carries its commercial commitments across Europe. Each contract is generated and approved in an application we built with Retool, signed with DocuSign, then recorded in SAP.
What was in place
Contracts and approvals ran on SharePoint and Nintex, one setup for each country and each kind of process. It was complex to maintain, no longer supported, slow, and could not be made to evolve: four approval levels at most, a signature whose status did not always come back, no delegation during absences. When the group launched Retool to deploy custom business applications across the group and its maisons, this was the obvious first one.
The objectives
- One system for every maison and every market.
- Markets that build their own contracts and approval processes, with as many approval levels as they need.
- Every request carried to its signature and into SAP without anyone pushing it along.
What we did
A workflow and contract generator. Each market builds and changes its own processes and contract types, with its templates and its rules. An approval step can go to one person or to a group, where one approval is enough or all are required. A new process starts as a copy of an existing one.
One place for every request and contract. A requester finds every process to start or follow; an approver finds everything waiting, and can approve from a secure email. The contract form adapts to the market and the type of contract, with customers and products read from SAP, and it catches duplicates.
An engine. It carries each request through its approvals, generates the contract, sends it for signature with DocuSign and follows it until it is signed, with a paper fallback. It then records the contract in SAP. Every step leaves an audit trail: who approved what, and when.
The result
One system now carries contracts and approvals for every maison and fifteen markets. Each market builds its own workflows and approval levels without a developer, and each request reaches signature and SAP without anyone chasing it.
It was the first application on the group’s Retool platform, which now also runs the bottle traceability portal we built.
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