How VEGA improved project documentation efficiency by up to 60%

Challenge

Manual documentation limits growth potential

For VEGA, every project includes detailed customer requirements — from the formatting of submittals, to the documents required to the organization of the data books. Meeting those expectations used to mean hours of manual work and introduced potential human error into the process, especially when managing documentation across teams and time zones.

“The most difficult thing was keeping track of document status. If someone was on vacation or covering for a colleague, things easily got missed,” says Annika Bühler, Global Projects Assistant.

The intense manual work also limited project capacity and ability to scale. Having to build every data book, cover sheet, and status tracker from scratch and manage documentation via spreadsheets limited how much VEGA could deliver in a given timeline. But all of that changed with DocBoss.

With DocBoss, VEGA replaced its manual workflows with a centralized, automated system that ensures consistency across every document and every project.

At the start of a project, Annika sets up the structure in DocBoss, including document codes, customer requirements, and template selections. From there, everything runs faster and more reliably, especially if the customer requires revisions.

“Of course, it still takes time to set up a new project in DocBoss. But it only takes time once. This was not the case under our old system, where even simple tasks like adjusting cover sheets might take hours across thousands of documents,” Annika explains.

One of the most impactful changes is the ability to process large batches of certificates — including material, calibration, and pressure records — with just a few clicks. This eliminates hours of manual formatting and removes the risk of missing key tags or submittal history.

DocBoss also transformed how VEGA tracks and organizes final documentation. Instead of building tables of contents manually, VEGA now generates fully hyperlinked data books. Customers can instantly navigate to any certificate within a PDF, which not only improves usability but builds confidence in VEGA’s delivery process.

“Now that everything is linked, customers can find specific certificates within a document in seconds.”

Annika says that 10 of VEGA’s 27 office locations are now “full users” of DocBoss, and offices are exploring new ways to enhance collaboration. Her colleagues in Norway, for example, perform end-to-end document reviews and edits directly within the platform. Their experience is helping guide future improvements across the organization.

DocBoss saves VEGA time on a daily basis. More importantly, it enables them to keep pace with growing customer demands while staying accurate, transparent, and fast. This enables VEGA to take on more work without compromising quality or burning out its staff.

“On a large project with over a thousand documents, the customer required each module to include four specific material certificates and its own cover sheet. In the past, we might have tried to renegotiate or charge more due to the manual effort required. But with DocBoss, we knew we could handle it — so we accepted the request with confidence,” Annika says.

DocBoss also improves internal and external confidence in every project. Fewer errors mean fewer document rejections and less rework. Document timelines are easier to meet. And clients benefit from clean, clearly organized data books with internal links that make it easy to locate specific items — like calibration or material certificates — instantly.

“I would say for the customer, it’s helpful because there are fewer mistakes. And for us, some tasks that used to take hours, like revising cover sheets for thousands of documents, now take 5–10 minutes with DocBoss,” Annika says.

Even on small projects with just 10–20 documents, Annika estimates that her team now spends 20% less time managing project documentation. On larger projects, with thousands of documents or a lot of customization, time savings jump to 50–60%.