Document management and security in the context of customer onboarding: How to avoid mistakes and optimize your processes?

Customer onboarding is a key step in the relationship between a company and its new customers. However, this process can quickly become an administrative headache if it relies on manual and insecure methods. Between document collection, identity verification, regulatory compliance, and trade management, the risk of error and loss of time is high.

Digitalizing customer onboarding makes it possible to optimize these steps while guaranteeing data security. In this article, we will see how to avoid mistakes and streamline this process using the no-code tools available on the market.‍

The challenges associated with customer onboarding and document management‍

Customer onboarding often involves collecting sensitive data, exchanging regulatory documents, and rigorous monitoring to ensure that everything is in order.
Here are the main challenges faced by businesses:

✔ Document collection and verification : identity documents, proof of address, signed contracts... Manual management often leads to oversights or errors.
✔ Secure storage and regulatory compliance :customer data must be stored securely, in compliance with the GDPR, other current regulations and standards KYC (Know Your Customer).
✔ Sharing and collaboration : access to documents must be simple for the teams concerned, while guaranteeing the confidentiality of the data.
✔ Optimization of time and reduction of errors : a process that is too manual leads to long processing times and a high risk of error or loss of documents.

To meet these challenges, digitalization is the best solution.‍

Digitalize customer onboarding with no-code solutions

Thanks to no-code tools, it is now possible to automate the entire onboarding process without advanced technical skills. Here are the main steps and the appropriate solutions:

A. Automating document collection

- Typeform / Jotform / Paperform : These tools allow you to create intelligent forms to collect customer information and documents in a fluid and interactive way.
- Zapier / Make (ex Integromat): These platforms make it possible to automate the sending of e-mails and the storage of collected documents without manual intervention.

B. Securing Storage and Ensuring Compliance
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- Airtable / Notion / Google Drive : These solutions make it possible to structure and centralize customer documents.
- onedrive / Dropbox Business : Secure storage while providing restricted access to sensitive data.
- Docusign, Yousign : Digital safe software Ideal for the storage of critical documents and their certification.

C. Simplifying sharing and collaboration

- Notion / Slack / Trello : These tools allow teams to monitor the progress of each file and to quickly access the necessary documents.
- sharepoint / Google Drive : Facilitate the sharing of documents with stakeholders while maintaining traceability of access.

D. Automating reminders and follow-up

- HubSpot / Pipedrive / Salesforce (CRM): Make it possible to automate reminders and the follow-up of onboarding customers.
- ActiveCampaign / Mailchimp : Automate the sending of reminders and confirmations to ensure that the customer completes all the steps.
- Notion / Trello / ClickUp : Organize tasks and deadlines so you don't forget anything.