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Success story · Grupo Adaptalia

Does your company rely on expensive or inflexible tools?

We designed and developed a proprietary, modular and fully autonomous document manager for Adaptalia, built to scale its operations without relying on closed systems or external licenses.
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Adaptalia Document Manager

Here’s how we helped Adaptalia—and how we can help you

Adaptalia was managing its document operations with Microsoft Dynamics, a powerful yet complex tool that lacked flexibility and required external licenses. At Ganbaru, we designed and developed a proprietary, modular, and fully autonomous document manager for them—designed to support their growth and deliver maximum efficiency without dependencies.

Now, their team can create documents, manage files, automate communications, and control all operations from a single platform—secure and scalable on AWS, fully integrated with Microsoft and HubSpot.

The project arose from a clear need: to break away from a closed system and adopt a custom solution that could be configured by the internal team. Adaptalia needed more than just a document manager—it needed a strategic tool to improve operations and prepare the business for future growth. And all without relying on third parties.

If you too need to say goodbye to generic tools and embrace software built specifically for your business, Ganbaru can help you build it from scratch.

Custom document management system

Key system functionalities

The new document management system centers around advanced file management, offering full control over the file lifecycle—from creation to closure—including automatic yearly duplication, change history, and dynamic document generation in Word, PDF, or Excel.

Each file is not just a record, but a living set of information that includes processing activities, reports, risk assessments, questionnaires, and more. It also features smart alerts to notify about expirations or pending tasks, enabling proactive management.

Key system functionalities
01

Advanced file management

Full lifecycle control, automatic yearly duplication, change history and dynamic document generation.

02

Connected clients and providers

Each client is linked to their corresponding files and each provider is categorized by legal role to automate relationships and reduce errors.

03

Documents, templates and forms

The Adaptalia team can create Word documents with dynamic fields, reusable forms and templates activated from the back office.

04

Multichannel communications

Emails, SMS and internal notifications from a centralized interface with reusable templates and delivery tracking.

Client and provider management was also redesigned from scratch. Now, each client is linked to their corresponding files, and each provider can be categorized by legal role (data processor, transferee, or international). This enables automatic linking to the corresponding activities, saving time and reducing errors.

A key aspect of the project was giving the Adaptalia team full autonomy to create and manage documents, templates, and forms—all from the back office. The interface allows them to configure Word documents with dynamic fields, design reusable forms, and activate them according to internal or external communication or data collection needs.

Finally, the system includes a robust multichannel communications module, allowing the sending of emails, SMS, or internal notifications—all from a centralized interface with reusable templates and delivery tracking.

Would you like to have a document manager tailored to your company?

Discover how we did it with Adaptalia and how we can do it with you.

Start your project

Modern and scalable architecture

Built on a cutting-edge tech stack (PHP 8.2, MySQL 8, Docker, AWS), the document manager features:

  • Autoscaling infrastructure on AWS (Docker containers orchestrated by ECS).
  • Smart load balancers and CDN for maximum speed.
  • Persistent storage in S3 buckets with multichannel access.

This approach ensures optimal performance, high availability, and zero external dependencies.

Security and autonomy

We implemented a secure, closed architecture with:

  • Integrated Microsoft authentication (SSO).
  • Role-based access configurable from the back office.
  • HTTPS certificates automatically managed by AWS.

Additionally, Adaptalia has full control over its document infrastructure without third-party dependence.

Our methodology: from idea to final product

We applied our own six-phase methodology: functional analysis, iterative UX/UI design, responsive layout, modular development, and continuous QA. Interactions were built in Figma with regular deliveries validated by the client. This allowed us to launch the MVP in just 6 weeks and the full version in only 8, meeting the timeline for phasing out their previous tool.

Today, Adaptalia has a powerful, secure, and 100% customized document manager—one that evolves with their business and is ready to incorporate future features such as ticketing, workflow automation, and personalized analytics.

Looking for something similar for your company? At Ganbaru, we design and develop tailor-made digital solutions that transform businesses. If your company needs to move beyond generic tools and adopt custom software, talk to us. We’ll help you make the leap!

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info@ganbaru.es +34 640 151 557
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