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VIVEA streamlines 32,000 training requests per year with Ricoh and DocuWare

VIVEA, a French fund supporting professional development for the agricultural sector, has transformed the management of 32,000 annual training requests with the help of Ricoh, DocuWare and Signaturit Group. By integrating electronic signatures and cloud-based document management, VIVEA has simplified administrative tasks, strengthened traceability and reduced costs — while boosting efficiency and sustainability across its training finance processes.

VIVEA streamlines 32,000 training requests per year with Ricoh and DocuWare

In an agricultural sector facing the challenges of climate change, ecological transition, and generational renewal, training is key to ensuring the sustainability of farms. VIVEA, the insurance fund for farm managers in France, plays a crucial role by financing the training of thousands of professionals: in 2022 alone, it supported the training of 150,000 farmers through 32,000 funding requests.

With such volume, managing agreements and certificates had become a complex and costly process. To meet the expectations for speed and traceability from its training providers, and to comply with public procurement requirements, VIVEA made a strategic move toward the digitalization of its workflows.

The challenge

Managing training and funding requests represented a major administrative and operational burden. VIVEA had to process annual framework agreements, funding agreements, and training completion certificates at a very high volume, which led to:

  • Slow, paper-based processes reliant on postal services.
  • Lack of traceability and difficulty ensuring regulatory compliance.
  • High expectations from training providers regarding agility and simplicity.
  • The need to adapt to public procurement requirements.

The solution

With the support of Ricoh France, a technology partner specialized in digital transformation, VIVEA integrated DocuWare, a cloud-based document management platform, with the electronic signature solution from Validated ID (now part of Signaturit Group).

  • Digital signature integrated directly into VIVEA’s extranet for training providers.
  • Centralized and automated document management powered by DocuWare.
  • An optimized signing process, accessible in just three clicks from anywhere.
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The results

The digitalization of the entire workflow enabled VIVEA to achieve efficiency gains immediately:

  • 3,200 framework agreements and 32,750 funding agreements signed electronically every year.
  • Reduced time and costs for both VIVEA and its providers.
  • Simplification of daily administrative tasks and elimination of repetitive work.
  • Less paper usage and a lower environmental footprint.

“Integrating electronic signatures with DocuWare was a simple process that generated a high return and satisfaction. In less than a year, digital signatures have become a core part of our business.” — William Laksimi, Information Systems Manager at VIVEA

A technology alliance accelerating efficiency and sustainability in professional training.

The VIVEA case demonstrates how the combination of a clear need, collaboration with a technology partner like Ricoh France, and the integration of leading solutions such as DocuWare and the electronic signature from Signaturit Group can completely transform a critical process. This alliance enabled VIVEA to provide more agility to its providers, improve user experience, and reduce costs, while advancing its sustainability goals.

Strategic partnerships not only accelerate technology adoption but also multiply its impact. By working together, VIVEA, Ricoh, and Validated ID – now part of Signaturit Group – have built a management model that is more agile, secure, and future-ready.

VIVEA’s experience shows how digital transformation, backed by strong alliances, can turn an administrative challenge into a competitive and sustainable advantage.

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