PSG Dover Automates Credential Tracking for 13,000+ Employees With Quickbase, Workato & DocuSign

The Client Profile: PSG, a Dover Company

PSG, a Dover company, is a global leader in pump, metering, connector, flow-measurement, and dispensing technologies used to safely and efficiently transfer critical fluids and materials. Headquartered in Downers Grove, Illinois, PSG serves demanding industries including biotech, chemical processing, food and beverage, medical, oil and gas, semiconductor, transportation, and water and wastewater. Its portfolio includes globally recognized brands such as Blackmer, Wilden, Neptune, Quattroflow, Mouvex, Hydro, Malema, and others.

PSG operates at a truly global scale, with operations and channel partners spanning more than 100 countries and manufacturing across North America, Europe, and Asia. As part of Dover Corporation’s Pumps & Process Solutions segment, PSG combines specialized engineering and manufacturing expertise with the resources of a diversified global manufacturer. That scale makes accurate employee records, workforce credentials, compliance documentation, and standardized business processes essential to efficient operations.

The Challenges

Managing Employee Credentials Across a 13,000+ Person Workforce

Managing employee credentials across a large enterprise becomes increasingly complex as workforce size, locations, roles, certifications, and compliance requirements expand and ror PSG, the challenge involved maintaining accurate credential and employee information across a workforce environment supporting more than 13,000 employees.

Credential management wasn't simply an HR recordkeeping exercise because different employees required different documentation, certifications, acknowledgments, signatures, or qualifications depending on their role, location, responsibilities, and applicable business requirements.

At enterprise scale, manually coordinating those records creates substantial administrative complexity. PSG needed a better way to ensure the right documentation was:

Assigned to the correct employee
Distributed at the appropriate time
Completed and signed
Returned to the organization
Stored with the correct employee record
Visible to authorized stakeholders
Tracked through completion
Available when required for verification or audit purposes

Without centralized automation, credential management can quickly become fragmented across emails, spreadsheets, documents, electronic signature requests, and disconnected employee records and for an organization operating at PSG's scale, that model wasn't sustainable.

Fragmented Credential Management Limited Enterprise Visibility

The larger the workforce, the more difficult it becomes for HR, operations, and compliance teams to determine credential status manually. Teams need immediate answers to questions, such as:

Which employees are fully credentialed?
Which documents are outstanding?
Which signatures are still pending?
Which requirements apply to each employee?

Without a centralized credential management platform, answering those questions can require employees to search across multiple systems and manually reconcile information. That creates several potential challenges:

Limited visibility into credential completion
Manual document tracking
Repetitive administrative work
Disconnected employee and credential information
Difficulty identifying outstanding requirements
Inconsistent credential processes
Manual follow-up with employees
Increased risk of incomplete documentation
Limited enterprise reporting
Greater compliance exposure as workforce volume increases

PSG needed to transform credential tracking from a series of administrative tasks into a centralized, automated enterprise workflow.

Centralizing Workforce Credential Management for 13,000+ Employees

At PSG's scale, simply digitizing credential documents wasn't enough. The organization needed to connect the entire credential lifecycle: Employee → Credential Requirement → Document → Signature → Completion → Employee Record → Status Tracking

The solution needed to provide one centralized environment for managing employee and credential information while automating the processes surrounding document distribution, electronic signatures, completion tracking, and system updates.

Quandary Consulting Group addressed the challenge by combining Quickbase, Workato, and DocuSign into an integrated enterprise credential management platform.

The Client's Testimonial

– “This team does a great job communicating changes, scheduling calls, and doing whatever it takes to create the program the business needs. They are approachable, collaborative, and consistently take on new challenges, turning them into practical solutions.”

The Solutions

Quickbase, Workato and DocuSign Credential Management Automation

Quandary Consulting Group designed a connected employee credential tracking and workforce compliance automation system capable of supporting PSG's large employee population. Rather than relying on one technology to perform every function, the solution used three platforms for complementary purposes.

Quickbase provided the centralized application and data-management layer.
Workato provided integration and workflow automation between systems.
DocuSign supported electronic document distribution and signature workflows.

Together, the technologies created an integrated credential lifecycle: Employee Record → Credential Requirement → Automated Workflow → DocuSign → Electronic Signature → Workato → Quickbase → Completion Tracking.

This workflow architecture gave PSG a scalable way to manage credentials while reducing the repetitive administrative work required to move documents between employees and enterprise systems.

Quickbase Centralizes Employee Credential Tracking

At the center of the solution was a custom Quickbase credential management application. Quickbase provided PSG with a structured environment for connecting employee information with credential requirements and completion status; instead of credential information being isolated from the employee records it supported, the platform could create a centralized relationship between: Employee → Role → Required Credentials → Documents → Completion Status

This gave authorized stakeholders greater visibility into workforce credential information while creating a stronger foundation for reporting and compliance management.

A Single Source of Truth for Workforce Credentials

Centralization is particularly important when credential management spans thousands of employees. The custom Quickbase application provided a common environment for tracking the information required to understand credential status across the workforce and rather than depending on disconnected spreadsheets or individual employees to maintain separate records, PSG could manage credential information within a structured system. This improved:

Employee credential visibility
Data consistency
Credential status tracking
Reporting
Documentation management
Operational oversight
Compliance readiness

The result was a more reliable single source of truth for employee credential management.

Workato Automates Credential Workflows Across Systems

Centralizing the information solved only part of the challenge, PSG also needed credential processes to move automatically. Quandary used Workato integration and workflow automation to orchestrate activity between Quickbase, DocuSign, and the surrounding credential-management processes.

Instead of employees manually transferring information between systems, Workato could automate actions when specific business conditions were met and this reduced the need for HR or administrative teams to act as the integration layer between applications.

The architecture created a clear division of responsibility:

Quickbase manages credential data and status.
Workato automates workflows and system integrations.
DocuSign manages electronic document and signature activity.

Together, the platforms created an end-to-end workforce credential automation environment.

DocuSign Automates Employee Credential Signatures

Credential workflows frequently require employees to review, acknowledge, complete, or sign documents, managing those signatures manually across thousands of employees creates substantial administrative overhead.

By integrating DocuSign into the credential management process, PSG could incorporate electronic signatures directly into the workflow, allowed required documentation to move electronically to employees for completion rather than relying on manual document distribution and collection.

Once documents were completed, the connected workflow updated the associated credential information and employee record automatically. The DocuSign triggered automation delivered a more efficient lifecycle: Document Required → DocuSign Sent → Employee Signs → Completion Captured → Credential Status Updated

Connecting Electronic Signatures Back to Employee Records

Electronic signatures provide limited operational value if completed documents still need to be manually reconciled with employee records. Quandary’s integration strategy addressed that gap by using Workato to connect the DocuSign workflow with PSG’s centralized Quickbase credential environment. This allowed completed signature activity to flow directly back into the employee credential workflow, keeping records aligned without requiring manual reconciliation.

This helped PSG reduce the need for employees to:

Download completed documents
Search for the appropriate employee record
Manually update credential status
Transfer information between applications
Independently track completion

Automation connected the signature process with the underlying credential record.

Automated Credential Status Tracking

One of the most valuable capabilities of a centralized credential system is knowing exactly where each employee stands and the solution gave PSG a structured way to track credential completion across its workforce.

Instead of relying on email threads or manual status checks, authorized teams could use centralized information to understand which credential requirements had been completed and which still required action.

That created greater visibility into:

Credential requirements
Completed documentation
Outstanding credentials
Pending signatures
Employee credential status
Overall completion progress

This transformed credential management from a reactive administrative process into a more proactive operational capability.

Standardizing Credential Processes Across the Enterprise

Enterprise organizations often face another challenge: the same process can be handled differently depending on the employee, team, or location and this was true for PSG.

The workflow(s) standardization created a more structured framework for credential management and now, instead of relying on individuals to determine how each document should move through the organization, the standardized workflows could define the process. This increased consistency while making it easier for the system to support a workforce of 13,000+ employees.

Reducing Manual HR and Administrative Work

Credential management can consume substantial administrative time when employees are responsible for manually sending documents, tracking signatures, following up on incomplete requirements, and updating employee records.

The custom Quickbase, Workato, and DocuSign solution reduced those manual touch points with custom automations that handled repetitive steps while employees focused their attention on exceptions or situations requiring human judgment.

This created a more scalable operating model by allowing automation to manage routine credential workflows and human teams manage exceptions and decisions, that distinction becomes increasingly important as workforce volume grows.

The Results

Enterprise Credential Management for 13,000+ Employees

The integrated Quickbase, Workato, and DocuSign solution gave PSG a scalable infrastructure for managing employee credentials across a workforce of more than 13,000 employees. Rather than relying on fragmented processes, PSG gained a centralized credential management environment connecting employee records, credential requirements, electronic signatures, workflow automation, and completion tracking.

13,000+ Employees Supported Through a Centralized Credential Platform

The solution provided the infrastructure required to manage credential workflows across more than 13,000 employees and at that scale, centralized automation is critical. Instead of increasing administrative effort proportionally with workforce size, PSG was able to use standardized workflows and connected systems to support credential management at enterprise scale.

Quickbase Creates Centralized Credential Visibility

Employee credential information could be managed through a centralized Quickbase application rather than distributed across disconnected tools. This gave PSG a more structured way to understand credential requirements and completion status across its workforce and greater visibility helped authorized teams identify outstanding actions and manage credential processes proactively.

Workato Reduces Manual System-to-System Processing

Workato automation connected Quickbase and DocuSign, reducing the need for employees to manually transfer information between systems. This helped streamline the credential lifecycle while reducing repetitive administrative work and opportunities for human error.

DocuSign Streamlines Employee Documentation

DocuSign enabled electronic completion and signature of required documentation. Employees could interact with credential documents digitally, while connected workflows helped ensure completed activity was reflected in the broader credential-management process and this created a faster and more consistent experience for both employees and administrators.

Stronger Credential and Compliance Visibility

Centralized status tracking gave PSG greater insight into workforce credential completion and authorized stakeholders could access structured credential information within the centralized system; this 100% removed the need for any manual reconciliation. This was able to strengthen operational oversight and provided a better foundation for compliance management.

A Scalable Credential Management Infrastructure

Perhaps most importantly, the project created a framework designed for enterprise scale, PSG's operations and channel-partner network span more than 100 countries, while its manufacturing footprint extends across North America, Europe, and Asia.

A company operating across that kind of global footprint needs business systems capable of supporting complex workforce processes without relying on equally complex manual administration. and the custom Quickbase, Workato, and DocuSign architecture provided PSG with a flexible foundation for managing those credential workflows.

PSG Transforms Workforce Credential Tracking With Quickbase, Workato and DocuSign

Managing credentials across more than 13,000 employees requires far more than digital document storage, PSG needed a connected system capable of managing the entire credential lifecycle—from identifying employee requirements through document distribution, electronic signatures, status updates, and centralized tracking.

Quandary Consulting Group combined custom Quickbase development, Workato integration, DocuSign automation, workflow automation, and employee credential management to create that infrastructure. Quickbase provided the centralized employee credential application. Workato automated the movement of information and workflows between systems. DocuSign digitized the document and electronic signature process.

Together, the three technologies created an integrated enterprise workflow: Employee → Credential Requirement → Automated Document → DocuSign Signature → Workato Integration → Quickbase Record → Credential Completion

For PSG, the result is a scalable employee credential tracking and workforce compliance automation platform capable of supporting more than 13,000 employees while improving visibility, standardization, and operational control.

For other large manufacturers and global enterprises, this project demonstrates how Quickbase, Workato, and DocuSign can work together to automate employee credential management at scale.