What is "Paperless"? Paperless refers to replacing traditional handwritten documents with electronic records, reducing paper usage as part of a digital transformation campaign. Recently, Samsung Electronics made headlines with its bold announcement to become a paperless company. Following in the footsteps of private enterprises, the government is also pushing to digitize public documents as part of building a digital platform government.
Curious about why paperless is necessary and how different industries are applying it? Check out the link below!
Lighten Your Workload: Learn About the Paperless Campaign >>
Hello, I’m the Quality Management Team Lead for Beauty Brand S.
As the responsible sales manager for cosmetics, I oversee quality-related tasks from product planning to shipment. This includes ensuring compliance with domestic and international cosmetics regulations, reviewing packaging and detailed product labeling, and supporting foreign licensing processes.
Since cosmetics directly impact the human body, monitoring and maintaining quality is especially critical. At S, we place a strong emphasis on Quality Control (QC) and Quality Assurance (QA), and my team manages all the necessary documentation for these processes.
For example, we handle everything from reviewing, attaching, and inspecting product labels to managing inventory in and out. On the ground, workers document all these quality management processes and communicate with us through written records.
We deal with a significant daily volume of outgoing products, and as mentioned earlier, we carefully document label inspections and inventory reports.
The challenge? Managing hundreds of these reports on paper. Paper-based documentation required us to sift through physical files or ask workers directly to locate specific information. Despite being straightforward, these tasks were incredibly time-consuming. Workers also found it frustrating to rewrite reports if they needed corrections.
Why did we stick to handwritten documents?
That’s when we discovered that Shopl could simplify and digitize these processes, leading us to adopt the platform.
We were looking for a solution that would make things easier for both workers and managers. With Shopl, field teams and office staff could collaborate seamlessly, significantly improving work efficiency.
⛔ Excel and computers were too difficult to use in the field
As I mentioned, many of our field workers found it challenging to use programs like Excel.
Paper-based records also posed limitations. For instance, forms had fixed layouts, and if workers needed to add or revise something, they often ended up writing over other fields or using correction tape, leading to messy and unclear records.
Delivering these documents to me as the manager was another time sink, requiring either in-person visits or vice versa.
✅ Easy editing and submission via mobile devices
What stood out most about Shopl was its intuitive interface, which even older workers quickly adapted to. Using their smartphones, they found it even more convenient than paper over time.
Shopl also allowed us to customize report formats, so we could include fields for additional notes or comments. This made it easier to share feedback and ensure smoother communication between the field and management.
Now, we spend far less time going back and forth on reports. Managers can approve submissions directly through the app, enabling real-time monitoring of tasks.
⛔ Scattered documents and tedious searches
Previously, finding specific reports meant flipping through physical files or relying on workers to recall details.
We even tried digitizing the data ourselves by manually entering over 100-200 daily records into Excel.
However, this was time-intensive and detracted from other important tasks.
✅ Automated data management and easy Excel exports
With Shopl, reports are automatically saved as data, eliminating the need for manual input. We can export this data into Excel for further analysis, making it easy to combine and compare with other internal datasets.
Moreover, Shopl’s customizable templates—featuring options like images, dates, and checkboxes—ensured that reports contained clear and specific information.
Communication improved as well, with built-in comment features for feedback on reports, fostering faster and more efficient collaboration between the field and office.
– Team Lead, Cosmetics Quality Management, Beauty Brand S –
Today, we shared the story of Beauty Brand S, which successfully transitioned its on-site operations to digital with Shopl.
By understanding the challenges of fieldwork and offering tailored solutions, Shopl is here to help your business shine.✨
