AI-Powered Document Management for a Leading Aviation Engineering Company in the Middle East

Customer Overview

A leading aviation engineering organization in the middle east region faced growing challenges managing massive volumes of technical documents, maintenance records, and compliance reports. Their existing file-based system, hosted on Windows Server and controlled via Active Directory, struggled to handle over 25 TB of data, leading to inefficiencies, compliance risks, and workflow delays.

To overcome these challenges, the company partnered with Conneqtion Group to modernize its document management ecosystem using Oracle WebCenter Content (WCC), delivering a secure, scalable, and intelligent content management solution integrated with AI-powered automation.

Business Challenges 

The client’s legacy system presented multiple operational and compliance pain points: 

• Difficult Document Retrievals: Employees spent time searching scattered files across various drives and departments.  
• Version Confusion: Teams often overwrote or lost older versions of engineering drawings and reports and other business critical documents.  
• Disconnected Systems: Documents did not seamlessly integrate with ERP, HR, or Finance systems, causing inefficiencies.
  

• Limited Search Intelligence: Lack of system Intelligence made it difficult to quickly find the right document, in any language.  
• Compliance Risks: Difficulty meeting GDPR, HIPAA and audit requirements without centralized control.  
• Language Barriers: Absence of multi-lingual support restricts collaboration in a bilingual environment. 
• No remarks or audit trails: Users could not add contextual notes, comments, or remarks for engineering changes or document updates.
• No global search capabilities: Searching within documents was impossible and users had to manually navigate folders to find files.   
• Cumbersome security management: Access permissions through AD groups were difficult to maintain, especially as teams and roles changed frequently.
• Inefficient Approvals: Approval and review processes were email-based or spreadsheet-driven, resulting in bottlenecks and delays. 
• Lack of visibility: There was no centralized dashboard to track workflow status, pending tasks, or process delays.
• Missed deadlines: No automatic reminders for expiring contracts, certifications, or project documents. 

Conneqtion Solution

Conneqtion Group implemented a comprehensive Oracle WebCenter Content (WCC) solution powered by automation, metadata intelligence, and AI-driven search capabilities   transforming document management across the enterprise. 

Key Highlights: 

• Data Migration & Folder Structure Preservation: We migrated 25 TB of data to Oracle WebCenter Content while keeping the original folder structure intact and using delta migration to sync new and updated files until go-live to ensure Zero data loss.
• Document Revision Control: Implemented revision management to maintain complete document history and prevent overwrites.  
• AI-Based RAG Chatbot Integration: AI chatbot connected to Oracle WebCenter Content (WCC) that lets users ask questions in natural language and quickly find the right documents and information. 
• Metadata-Driven Content Organization: Created custom metadata for each department with filters for project, aircraft type, and other details to make tracking and audits easier. 
• Storage Optimisation: Optimization of file sizes from different channels to optimize storage.  
• Security & Identity Management: Rebuilt the client’s security framework in Oracle IDCS by replicating existing AD permissions into IDCS security groups, ensuring a smooth transition and stronger access control. 
• Full-Text Search with OpenSearch: Integrated OpenSearch for global, full-text search, allowing users to instantly find content within documents, drawings, and scanned PDFs. 
• Workflow Automation: Built automated approval workflows for design reviews, supplier documents, and contract approvals, cutting manual effort and improving compliance tracking.  
• Workflow Monitoring Dashboard: Delivered a real-time dashboard to track workflow status, pending approvals, and bottlenecks, with automated alerts for delayed approvals to maintain SLAs. 
• Smart Notifications & Alerts: Created trigger-based email alerts for critical timelines such as contract expirations, certification renewals, and project milestones.
• Document scanning with/without OCR: Supports scanning documents directly into the system. OCR-enabled scanning extracts text for full-text search and indexing. 
• Search based on tags, keywords, wildcards: Allows searching documents using keywords, tags, and wildcard patterns which helps increase search accuracy and reduce document retrieval time.  
• Report generation and dashboard capabilities: Generates analytical reports on document usage, activity, and audit logs. Dashboards provide visual insights for monitoring trends and performance.  
• Broadcast document to a set of audience: Bulletin Dashboard was developed to broadcast key documents and updates to defined user groups, ensuring focused communication and efficient dissemination. 
• Customizable workflows for publishing and approving documents: Supports multi-step workflows for review, approval, and publishing. Workflow rules can be customized to match business processes.

Business Impact

AI-powered Document Management implementation delivered measurable improvements across business operations as below: 

Conclusion 

The Oracle WebCenter Content implementation revolutionized the client’s document management ecosystem enabling instant retrieval, automated workflows, and AI-powered intelligence across departments. Teams now collaborate seamlessly, maintain compliance effortlessly, and gain real-time visibility into document lifecycles. 

By partnering with Conneqtion Group, the aviation engineering company successfully transitioned from a fragmented, manual setup to a centralized, intelligent, and automated content ecosystem. This Oracle-powered solution not only streamlined workflows but also strengthened governance, traceability, and collaboration; setting a new benchmark for operational efficiency and digital transformation in aviation engineering.