Evaluate the workflow before you commit
Start with a self-guided demo, request a focused walkthrough, or run a structured pilot using representative data and measurable success criteria. The goal is to evaluate workflow fit, outputs, data compatibility, deployment and user readiness before a broader purchase or rollout.
Match the level of guidance to the decision your organization needs to make.
Install an available demo and explore product capabilities using supplied examples or your own non-sensitive test material.
Meet with GAEA to review selected workflows, product capabilities, outputs and questions relevant to your team.
Test a controlled workflow with representative data, named users, agreed success measures and a documented evaluation.
Use the smallest engagement that can answer the buying question.
| Evaluation element | Self-guided demo | Guided demonstration | Structured pilot |
|---|---|---|---|
| Primary purpose | Explore the interface and core features | Validate selected capabilities with specialists | Test workflow, data, users and environment |
| Customer preparation | Product selection and basic questions | Requirements, attendees and desired outputs | Scope, dataset, users, environment and success criteria |
| Data | Examples or local test data | Examples, screenshots or agreed samples | Representative, approved pilot dataset |
| Interaction | Independent | Facilitated session and questions | Defined checkpoints and evaluation review |
| Outcome | Initial product understanding | Capability and fit assessment | Evidence-supported rollout decision |
| Commercial terms | Use the applicable demo terms | Confirmed when scheduled | Scope, duration and fees confirmed before launch |
A useful pilot has a bounded scope, representative inputs, named participants, measurable outcomes and a decision date. Data cleanup, production migration, extensive customization and enterprise rollout should be estimated separately unless explicitly included.
Guided demonstration
A focused demonstration should show how the product handles the work your team actually performs—not simply tour every menu.
Objectives
Confirm the business and technical questions.
Workflow
Show inputs, core tasks, validation and outputs.
Environment
Review data, licensing and deployment dependencies.
Questions
Address user, administrator and procurement concerns.
Decision
Choose self-testing, a pilot, quotation or follow-up.
Move from a defined question to a documented adoption decision.
Define the workflow, participants, scope, timeline, decision owner and measurable success criteria.
Confirm system requirements, licensing, approved data, templates, mappings, access and support routes.
Complete the selected workflows with named pilot users and record issues, decisions and measured results.
Compare results with the baseline, review exceptions and collect structured user and administrator feedback.
Document whether to proceed, revise scope, complete more testing or stop—and identify conditions for rollout.
Retain objectives, results, limitations, unresolved items, costs and the authorized next step.
Choose measures that can be observed using the agreed pilot data and workflow.
Can users complete the required tasks with an acceptable number of workarounds?
Can representative records be imported, entered, validated, managed and exported as required?
Do logs, sections, tables, charts, models or reports meet the review requirement?
Are load, edit, calculation and reporting times acceptable for realistic project sizes?
Can the selected users learn and repeat the workflow with the planned training and support?
Can IT support licensing, access, updates, backups, security and production deployment?
Where practical, record the current time, error rate, rework, handoffs or output-review effort before the pilot. A before-and-after comparison is more useful than relying only on general impressions.
Representative data
A pilot dataset should be small enough to control but varied enough to reveal real limitations.
Do not send confidential, personal, regulated or client-controlled data until the pilot scope and approved transfer method have been agreed.
Assign owners before execution so questions and decisions do not stall.
| Role | Typical responsibilities | Useful participant |
|---|---|---|
| Decision owner | Approves scope, success criteria, resources and the final decision | Department manager, practice lead or sponsor |
| Workflow lead | Defines the real process, inputs, exceptions and required outputs | Senior technical user or subject-matter expert |
| Pilot users | Execute tasks, record results and provide structured usability feedback | Representative end users with varied experience |
| Data owner | Approves test data, mappings, access and acceptance comparisons | Project manager, database owner or records lead |
| IT administrator | Reviews system requirements, licensing, security, backup and deployment | Desktop, server, database or security administrator |
| GAEA contact | Coordinates the agreed demonstration or pilot support and open questions | Sales or technical representative assigned to the evaluation |
Common questions when planning an evaluation.
GAEA’s portfolio includes GaeaSynergy, WinLoG, WinFence, EDMS, GDMS, POLLUTE, MIGRATE and E-ASR. The session should focus on the products and connected workflow needed for your decision.
Representative customer data can be considered when its use, scope, sensitivity and transfer method have been approved. Sanitized or synthetic samples are preferable for early discussions.
A guided demo is scoped around a focused agenda. A pilot runs for a defined period based on products, data, users and success criteria. Timing is confirmed before the engagement begins.
Commercial terms depend on the requested scope, preparation, data work, configuration and support. Any applicable fee should be confirmed in writing before work begins.
Not unless it is explicitly included. A pilot may test representative mappings and reconciliation, while full migration requires separate scope, controls and acceptance.
Yes. Include technical users, IT and procurement when licensing, deployment, security, migration or purchasing requirements materially affect the decision.
The team reviews results, limitations, unresolved questions, licensing and implementation needs, then chooses whether to purchase, revise the scope, complete further testing or stop.
No. Results apply to the tested data, users, configuration and workflows. A rollout plan should address broader scale, training, migration, operations and exception handling.
Use these resources to resolve technical and purchasing questions before the session or pilot begins.
Tell GAEA what your team needs to accomplish, which data and outputs matter, and who will participate. We can help select the appropriate demonstration or pilot path.
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