Customer Success Story
How the energy supplier is using a modern ECM platform to streamline processes, improve usability and successfully roll out the system across the entire group.
EnBW Energie Baden-Württemberg AG is a widely diversified group comprising numerous associated companies and subsidiaries. This also means that many documents, such as contracts, are created that have touchpoints across different areas of the group as a whole. Added to this are specific regulations regarding the security of data and documents at systemically important companies in the energy sector. EnBW’s IT department faced the challenge that existing ECM systems were no longer able to meet users’ growing requirements.
‘SharePoint and Microsoft 365 are becoming increasingly important within the group. Everyone uses them anyway,’ explains Maximilian Lang, IT Service Manager at EnBW. ‘Integrating other systems, such as electronic signatures, the ERP system or the archive, proved particularly difficult with other ECM solutions.’
Headquartered in Karlsruhe, EnBW Energie Baden-Württemberg AG is one of the largest energy suppliers in Germany and Europe. The group employs around 30,000 people and serves millions of residential and business customers. While EnBW primarily operates in Germany, it is also active in several other European countries through subsidiaries and shareholdings, giving it a presence in a number of European markets. Its core business areas include conventional and renewable energy generation, grid operation, energy trading and distribution, energy services, telecommunications, and electromobility. The group has a broad network of shareholdings and subsidiaries, comprising several hundred affiliated companies including the brands Netze BW, Yello, SENEC and EnBW mobility+.
Users also wanted a simple platform accessible via browser and mobile devices that could meet modern requirements such as cloud usage, APIs and AI support. For these reasons, EnBW decided to introduce a new ECM platform to bring about lasting improvements in collaboration, integration and availability.
The company first initiated a thorough preliminary project to develop a DMS strategy. ‘With the support of consultants, we analysed the initial situation and identified the specific needs of the key stakeholders within the group,’ Lang explains. This enabled EnBW to clearly define its internal requirements and establish a solid foundation for the next steps.
Based on these insights, the market was analysed in detail. Various solution approaches were considered, including SharePoint add-ons, standalone document management systems, and platforms covering the entire process, from incoming document processing to archiving. The outcome made it clear that a new solution was required. The previously analysed requirements were compared with the offerings available on the market, and a suitable solution scenario was derived from this.
It quickly became clear to EnBW that Microsoft 365 and SharePoint should be central elements of the future platform. A targeted tender process was then launched, focusing exclusively on providers that ‘integrate seamlessly with Microsoft 365’, as Lang puts it. With such a focused tender and selection process, the strategic project laid the crucial foundation for the successful roll-out of the ECM platform.
Shareflex ECM Online is the intelligent solution for document-centric business processes with Microsoft 365. Whether file and document management, contract management, document control or complaint processing in quality management or incoming invoice processing – Shareflex offers you standardised and ready-made solutions for your individual challenges.
In addition to the technical foundation, user-friendliness played a decisive role: ‘Usability and user-centricity were key considerations,’ says Maximilian Lang, outlining the requirements for the software to be procured. ‘Nowadays, a system must be so simple that minimal training is required.’ SharePoint is already familiar to everyone, which is a major advantage.
Another key requirement from the business units at EnBW was the optimisation of document processes beyond mere archiving. ‘We are getting involved much earlier in the document lifecycle,’ says Maximilian Lang, citing a further factor. ‘It’s not just about archiving; it’s about making process-related work in EnBW’s specialist departments more efficient and improving it.’ Therefore, the new solution should not only store documents, but also actively support users and enable tangible efficiency gains.
Once the tender process had begun and the requirements had been clearly defined, Portal Systems submitted a bid for its Shareflex software solution. Shareflex’s maturity was particularly impressive. As a comprehensive document management system (DMS) solution, the platform already covers the majority of requirements. Portal Systems’ clear focus on the product itself ensures a stable and powerful foundation that simply needs to be adapted to specific project requirements.
The strategic direction of Portal Systems and its future development prospects also played an important role. ‘We asked to see the strategy and the roadmap, for example regarding AI integration directly within the system. In that regard, Portal Systems was already very well positioned,’ the IT Service Manager continued. Practical relevance was also a decisive factor. EnBW tested Shareflex as part of an extensive proof-of-concept (POC) with a realistic list of requirements. ‘We launched POCs with all providers. With Portal Systems, the impression we had gained from our discussions was clearly confirmed.’ It soon became apparent that not only did Shareflex meet the technical requirements, it was also well received by specialist departments in practical use.
EnBW uses the Shareflex Documents DMS solution from Portal Systems, the contract management system Shareflex Contract and the document control software Shareflex Quality Documents. These applications are used not only by EnBW’s business units, but also by subsidiaries and associated companies across the group. EnBW also uses well-established third-party software, such as a signature solution. ‘However, these third-party solutions integrate seamlessly with the Shareflex solution,’ says Lang.
This enables EnBW to combine the advantages of Portal Systems’ proven DMS system with existing systems seamlessly, ensuring efficient company-wide document and process flows.
Following the decision to adopt Shareflex, EnBW swiftly launched its first projects. ‘We established certain group-wide standards, for example regarding archiving, authorisation concepts, and the use of metadata,’ explains Maximilian Lang. ‘With these foundations in place, we were able to get the first projects off the ground quickly.’ This approach enabled the specialist departments to benefit from the new platform promptly. Lang emphasises that the collaboration with Portal Systems goes far beyond merely implementing the projects.
‘When it comes to project management, requirements gathering and envisioning what the system might ultimately look like, Portal Systems always brings a great deal of expertise to our projects.’
Portal Systems’ working style is characterised by pragmatism and efficiency. ‘It’s really efficient, fast, professional and highly satisfactory,’ says Maximilian Lang. Communication is structured around regular meetings, usually weekly, supplemented by project-specific meetings as required. For larger projects, EnBW also employs agile structures, including sprints, reviews and retrospectives, to ensure close monitoring and flexible development. According to Lang, this demonstrates that Portal Systems works closely with clients on both smaller standard projects and complex undertakings, providing seamless implementation support.
The Regulatory Requirements Pilot is an example of a complex project that EnBW has implemented using Shareflex. ‘The Regulatory Requirements Pilot is a project in which a tool was developed to improve permit management at EnBW,’ explains Maximilian Lang. This goes far beyond simply filing documents: ‘At the heart of it all are the many regulatory tasks and conditions arising from permissions. Some of these are very extensive and must be tracked precisely.’
Shareflex helps users ensure that deadlines are not missed and responsibilities are clearly assigned. Lang explains: ‘You are reminded of any outstanding requirements, when they must be implemented and who is responsible for them.’ In this way, the system actively supports the process, ensuring efficiency gains and enabling a significantly more professional approach to approval management. This project demonstrates how Shareflex specifically supports the process-related work of specialist departments, rather than merely serving as a digital archive.
Lang cites tracking requirements and tasks as the project’s biggest challenge. ‘The requirements are really quite complex,’ he says. Nevertheless, Shareflex offers functions that go far beyond Microsoft’s standard features, enabling complex processes to be mapped professionally. Despite the system’s ease of use, Lang emphasises the importance of providing ongoing support to users so they can effectively utilise the new capabilities.
Shareflex® Documents
With Shareflex Documents you get a tailor-made solution for process and document management with SharePoint and Microsoft 365.
Shareflex has been in official use at EnBW since late 2024, with the first projects going live in 2025. ‘We currently have quite a few things in the pipeline that will be rolled out over the coming months,’ says Maximilian Lang, demonstrating that the rollout is proceeding steadily.
The biggest improvements relate primarily to process support and efficiency in contract and document management. ‘Thanks to Shareflex, we now have entirely new possibilities, for example in contract management. We can map the entire contract lifecycle, from creation via templates and drafts, to approvals, internal and external signatures, and tracking notice periods and other obligations,’ Lang explains.
The solution enables documents to be created where they will later be archived, making the business departments’ work significantly more efficient and structured. Although archiving remains an integral part of the process, the added value is primarily generated early on, saving time and enhancing the professionalism of workflows.
The introduction of Shareflex was very well received by the business departments. ‘Because we carried out the project in collaboration with the business departments, it wasn’t a case of us launching an IT project and then presenting the results at the end,’ explains Maximilian Lang. Employees were involved from the outset, with continuous status updates and feedback throughout the various project phases ensuring transparency at every step.
This approach has ensured widespread acceptance. ‘The result we presented was received very positively across the board. The feedback from the specialist departments was fairly consistent,’ says Lang. Even though the group-wide roll-out is still in its early stages, more than 2,000 users already have access to the applications. Lang emphasises that usage is gradually increasing, and all employees involved in contract or document management will benefit from Shareflex in the future. Close user involvement from the outset has played a decisive role in ensuring high acceptance and a smooth roll-out.
Training sessions for Shareflex were tailored to the specific requirements of each project. ‘It depends on how much training is required in each case,’ explains Maximilian Lang. Some training is delivered directly by Portal Systems, while other sessions are run by the business departments themselves.
In the training sessions for the Regulatory Requirements Pilot, for example, the business context played a major role. Lang explains, ‘The key users – that is, the business administrators from the specialist departments – conduct the majority of the training sessions because this specialist knowledge is crucial. IT cannot go into such depth.’ This ensures that users understand not only the functions of Shareflex, but also the background and processes within their own area of work. This approach makes it easier for users to get started and supports the long-term acceptance of the system.
Whitepaper: Document-centric business processes with Microsoft 365
This white paper explains in detail what enterprise content management (ECM) involves. It also provides answers to the following questions: What are the advantages of ECM? When and why is ECM necessary? Is Microsoft 365 the right platform for ECM? Download now for free!
EnBW plans to gradually introduce Shareflex across the entire group. ‘The idea is for the Shareflex products – Contract, Documents and Quality Documents – to be introduced step by step within the business units,’ explains Maximilian Lang. Projects that are already underway will be implemented in the coming months, with more in the pipeline.
This strategy clearly aims to continuously expand and integrate in order to further increase the efficiency of managing documents and contracts. Lang emphasises that this phased roll-out will form the basis for a sustainable and successful partnership with Portal Systems.
Patrick Carl
Chief Sales Officer
Email: info[at]portalsystems.de
