Viseven is a global marketing technology services provider that helps pharma and life sciences companies deliver personalized omnichannel customer experiences with end-to-end tailor-made solutions.
Serving the world's top 50 pharmaceutical and healthcare companies, the Viseven team includes over 700 professionals working to implement efficient omnichannel communication strategies and ecosystems within the global pharmaceutical market.
years of experience
50% less time required for budget preparation and approval
A cohesive digital environment for streamlined sales planning
The integrity of commercial data, substantially reducing errors in its handling
A greater accuracy and extended forecasting period for more precise predictions
Innovation — A Path to Better Results
Viseven chooses innovation as a critical approach to ensure business growth for its team and help its customers efficiently complete their goals.
Viseven provides customers with comprehensive services and professional support to implement omnichannel marketing strategies in a sufficient IT environment based on analytics, automation, and third-party software integration. To meet each customer's needs and aspirations, Viseven developed eWizard – a content experience platform that supports the modular content approach, which tremendously optimizes content production and improves customer experience at a large scale.
Viseven is a multinational agency with a complex management structure where the organization and coordination are divided into separate regions and product directions, each with unique responsibilities.
The agency offers various services to over 150 global brands with regional branches. The service requests may involve thousands of small, individual requests from one customer every month. The cost of the services depends on multiple factors, such as the type of product or service, region, workload, and discounts.
Considering the complexity and volume of the planning processes, Viseven needed a comprehensive and multifaceted approach for effective data management.
When building the new planning system, we realized that we needed to track even the most minor client requests to have the current picture at any given moment, along with data consolidation and analytics across various areas of activity. With the technologies provided by Creatio and Sales'Up, we managed to do this with a 100% success rate.
Step-by-Step Transformation as a Strategy for Success
Viseven has been using Creatio’s no-code platform for years to enable the automation of projects with different levels of digital maturity. To help with automation, Viseven engaged Sales'Up, a company that provides ready-made solutions for Creatio and builds custom projects tailored to individual client needs.
A logical step in the project's implementation was to expand the platform capabilities to incorporate the universal solution of Sales’Up Data Management, meticulously tailored to meet the company's specific requirements.
The experts at Sales'Up played an instrumental role in configuring individual models and skillfully crafting an integrated planning and budgeting process that aligned with the company's objectives and needs.
This integrated system allows stakeholders to generate essential documents and efficiently monitor payment. Managers receive daily reports every morning on the payment status, enabling timely communication with clients and the seamless updating of data.
We have been working with Creatio since 2019. For us, the main advantage of the platform is its flexibility. Essentially, it is a constructor, with which you can assemble any solution for business automation. For example, using Data Management tools, not only did we create the necessary planning models, but also set up team interaction, and embedded planning and forecasting into Viseven's overall sales processes
Trial and Error: Building the Budgeting Process
At Viseven, sales serve as the foundation for all budgeting processes. To support this, the financial team crafted a meticulously structured master file in Excel, consisting of over 30 columns, and established corresponding linked files. Sales managers designated these files and segmented them according to clients, markets, countries, products, and other analytical categories. After gathering and synthesizing this information, the managers imported it into the ERP system, integrated it with a data analytics tool, and facilitated the execution of management workflows across various organizational levels.
"The timeliness and correctness of the data is very critical to us," says Andriy Demchenko, Financial Director of Viseven. "Thanks to data management, we have learned to properly determine how much and what kind of content our clients will need in the next year. Then, based on historical data, we learned to calculate the number of people needed in different departments and regions. A significant component of our expenses is operational expenses, so the quality of sales planning directly affects the quality of expense planning and the budget as a whole."
The initial process worked, but it was cumbersome and complex. The teams encountered challenges in coordination, particularly during the planning cycles. These cycles required comprehensive updates of both the master file and dozens of associated files. Moreover, new information could emerge during the planning period, necessitating updates to the master file before managers could proceed with their individual files. The result was a labor-intensive process filled with frequent requests for changes to the master file and a constant need for updates to exchange rates, periods, products, and clients. All these factors contributed to unnecessary complexity in the planning process, hindering efficiency and ease of operation.
The planning process required an analysis of disparate historical data. Last year, for instance, the company needed to search for information about current projects and actual sales using different reports and systems to understand the overall picture.
The task of consolidating plans from different managers was. The supervisors spend a tremendous amount of time gathering information from disparate sources, such as files, emails, and chats, only to compile them into a single document according to a template stipulated by the accounting department. The necessity to check and correct technical errors bogged down the entire process. When Viseven needed to input data manually rather than select it from a designated list, they needed more time and effort to rectify mistakes. Along with that, it not only consumed valuable time but also added unnecessary complexity to the planning operations.
Overall, such an unstructured process led to delays in planning and inefficient use of resources by both teams. For this reason, Viseven decided to automate planning in Creatio to make the process more flexible, simple, and systematic, with maximum freedom to update the workflows as needed.
Automation of the Sales Planning Process
Viseven needed changes. That's why they decided to introduce a unified system that would integrate all aspects of planning for over 100 Viseven employees. It aimed to foster a more coordinated and productive work environment for all key stakeholders, including the sales department, budget controllers, client managers, and finance teams. By streamlining these processes, Viseven expected to facilitate a more cohesive collaboration across the various units, thus enhancing overall efficiency.
In the Sales’Up Data Management product, we have combined several capabilities that fully meet the needs of planning and forecasting data in companies of any size and with models of any complexity. Firstly, these are capabilities for recalculations and viewing large volumes of data in different sections. Secondly, it's classic BPM functionality, where the required objects, documents, or notifications are created in the system under certain conditions. Thirdly, these are tools for user interaction with the possibility to comment, discuss, and approve plans. We have created a technological enterprise solution that calculates million values while maintaining the simplicity of Excel tables, to which everyone is accustomed, including manual data adjustment.
A Convenient Planning Mechanism: From Short-Term Budget to Strategic Plans
Sales'Up Data Management tools allowed Viseven to combine the planning process in one environment and make it as simple as possible for users. Thanks to flexible settings and filters, each employee can work with the information needed at a particular moment and see their hierarchy of data, indicators, and details. Additionally, there is an option to change the appearance of tables that allows users to add new indicators, swap columns or rows, and adjust width and color.
Regarding collaboration, the system offers the flexibility to agree on a whole section of planning, leave comments on individual cells, and complete tagging and file attachments. This feature helps streamline organizing discussions and securing approvals for plans at various levels, all within a single interface.
The important part is that an analyst uses user-friendly no-code tools to carry out all model configurations. This approach provides a significant advantage over similar solutions. By empowering the business to modify calculation schemes and construct new models, we enhanced adaptability and responsiveness and made them essential assets for dynamic planning needs.
A Unified Space for Viewing Operational and Historical Data
Thanks to a composable no-code architecture, any applications created with Creatio technology are easily integrated into a single platform. When working with data, Viseven managers can quickly view any historical information for quality planning or, if necessary, add the required data or documents to Creatio. For example, to plan a sales budget, a manager can review all the historical data in one system, projects in progress, past and future payment schedules, and commercial offers.
The Instant Consolidation of Data
Currently, there is no need to update templates or collect consolidated data manually — the system does this automatically. At any given time, users can work with up-to-date information. Another advantage of Sale’Up Data Management is the ability to manually make changes to calculated data. If that's the case, the system adds a special mark, shows the calculated value, and the one adjusted manually. Considering that the result of planning may be influenced not only by the accuracy of calculations but also by the manager's experience or company strategy, this ability for manual adjustment is additional support for business development.
Previously, the CRM system was a source of fact for us, now it has also become a source of planning. This is an important innovation that we received by combining the capabilities of Creatio and Data Management. Firstly, we have significantly simplified and improved the planning process. Secondly, we have received quality initial data, which is the basis for further calculation of expenses, the formation of P&L, analysis of profitability both for each individual project and for the company as a whole.
The Optimization and Development of the Planning System
Viseven continuously customizes and tweaks Creatio to align with user preferences and the business's needs. Additional automated functions minimize manual work, optimize planning models, are methodically enhance process efficiency.
Viseven has outlined immediate plans, including shifting to monthly updates of the expected invoicing plan and implementing a dynamic forecasting model. This new approach promises to further streamline the planning process. Whereas the anticipated planning was previously achievable only at 60-70% accuracy at the month's end, the next phase of the project development will enable the company to forecast the current month at 100% accuracy. Additionally, Viseven can make reliable predictions for the subsequent few periods, substantially improving planning effectiveness.
Continuous development is a characteristic feature of Viseven; it is embedded into every interaction at the company. We are pleased with such close cooperation and are ready to support future innovations.
Sales’Up is an innovative full-cycle solutions integrator company that supports projects from forming initial requirements to the stage of launch and comprehensive support. With over eight years of experience in industry automation, the company offers