Customer Stories
The University of Florence Digitizes Back-Office with Askme
How one of Italy’s oldest universities modernized its administrative management, ensuring full traceability and remote work capabilities across all departments.
The University of Florence (UniFI), founded in 1321, is one of Italy’s most prestigious higher education institutions, with over 50,000 students and a complex administrative structure spread across 12 departments. The challenge: modernizing back-office processes while maintaining service quality and enabling remote work.
+40%
Efficiency in case management
12
Departments successfully onboarded
100%
Traceability of all requests
With the adoption of Sign and Desk solutions, the University has radically transformed how it manages cases, requests, and document workflows, creating an integrated digital ecosystem that supports both administrative staff and faculty.
“The opportunities offered by the PNRR (National Recovery and Resilience Plan) represent the challenge our country must seize over the next three years to achieve the epochal transitions ahead of us—from digitalization to energy and sustainability.”
Alessandra Petrucci – Rector of the University of Florence
The Challenge: Modernizing Without Losing Control
Before implementing Askme solutions, the University of Florence managed most administrative processes through fragmented channels: emails, paper forms, and phone calls. This approach made it difficult to track case status, meet SLAs, and ensure operational continuity during remote work.
The objective was clear: centralize back-office organization into a single platform capable of managing processes remotely with full traceability, without sacrificing the quality of service provided to students and staff.
The Solution: An Integrated Digital Ecosystem
The University adopted two key .components of the Askme ecosystem:
AskMe Desk
A ticketing and workflow management platform to centralize all internal and external requests, featuring automated assignment and SLA monitoring.
AskMe Sign
A digital signature system for document management, from official exam records to the signing of agreements and resolutions.
Agile Work
Management A full digital process for drafting and managing individual smart-working agreements for staff.
Centralized Dashboard
- A complete overview of all workflows, providing real-time KPIs and reporting for management.
Il percorso di trasformazione digitale
2013
Digital Signature Launch
Introduction of Sign for official exam records—the first step toward the digitalization of documentary processes.
2020
Digital Acceleration
The pandemic accelerates the adoption of remote work tools. AskMe Desk becomes central to managing distance-based requests.
2022
Structured Smart Working
Implementation of a fully digital process for agile work agreements, featuring integrated digital signatures.
2024
Trust Signer Pro
Release of the new app for signature authorization, further enhancing the user experience.
The Results: Efficiency and Control
The implementation of Askme solutions has delivered tangible benefits across the entire organization:
Complete Centralization: All administrative requests converge into a single system, eliminating information silos caused by emails, phone calls, and paper forms.
100% Traceability: Every case is tracked from opening to resolution, with a complete interaction history and real-time SLA monitoring.
Enabled Remote Work: Staff can manage cases from any location with the same efficiency and control as being in the office.
Reduced Turnaround Times: Automated assignments and digital signatures have significantly decreased case processing times.
“The university has several missions: teaching, research, and technology transfer. Information technology has an impact on all three of these areas.”
Prof. Enrico Vicario – Director of the Department of Information Engineering, UniFI
A Partnership for the Future
The collaboration between the University of Florence and Lascaux goes beyond a simple technology supply. The Joint Laboratory for research and development on new technologies represents a virtuous example of how universities and businesses can collaborate to drive innovation.
With over €137 million secured from the NRRP (National Recovery and Resilience Plan) for digitalization and research projects, the University of Florence continues its transformation journey, with Askme as its technological partner for administrative process efficiency.
The University of Florence’s experience demonstrates that even the most complex organizations, deeply rooted in tradition, can embrace digital innovation—improving efficiency without sacrificing service quality. The key lies in choosing flexible, integrable tools designed to scale alongside the organization.
Ready to digitize your back-office?
Discover how Askme can transform your organization's processes.