Improve business productivity with digital workflow

An organization that still operates with paper processes can realize many benefits by using digital software. Digital workflow helps to increase efficiency by digitally carrying out routine tasks without taking up your employee’s time.  If you’re unfamiliar with workflow software, you may consider it as a digital in and out box.

 Workflow is run by setting up triggers, which, put simply, are actions, which trigger other actions. Triggers can be actions done by the user, or within the system itself, such as a new document being uploaded, field updates, document expiration, initiating approval processes etc. Actions are events like: initiating approval processes, moving content from one location to another, sending out email alerts, putting things in a users work queue, etc. These actions can even launch other applications, which are commonly used to invoke integration scripts or export documents.

Digital workflow systems aren’t limited by regular business hours or whether or not employees are logged in. The system will be running 24/7, processing events, maintaining schedules and carrying out the necessary processes so that they will be ready when you get into the office. It will also keep a detailed record of both system and user events, allowing you to keep audit trails and hold everyone responsible for changes they have made to the system. 

These functions increase organization and efficiency, which in turn, save you money. If your office uses quite a bit of paper, and if those documents need to be shared amongst many employees, a document management system with workflow features will provide many benefits to your organization. 

 Below are 5 common benefits you can achieve from digital workflow solutions:

1. Instant access to information – Workflow process software can provide valuable insight to your business processes enabling you to immediately check on the status of any process as an end-user.  And if you are a manager, it’s possible for you to peer into the details of the process that you manage, identifying bottlenecks and improving efficiency. The instant access to information that a document management system offers saves valuable time in every department.

2. Routing of documents – Workflow software will provide a digital trail that can route documents throughout your organization. In case you need to route inbound mail, or if you want to send an email attachment to someone for action, it can be done quickly with workflow software.  Documents can be scanned and captured upon arrival and routed to your document repository enabling you to stay on top of tasks that need attention.

3. Approvals – With workflow software you can eliminate email overload with a simple, streamlined document approval process and activity log. Get feedback on your documents in real-time with process management/workflow which is developed to help you set up an approval process that tracks each step, recording changes and individual input.

4. Audit Power – With workflow software a historical record is logged and maintained.  Instead of shuffling through file cabinets, desk drawers, email inboxes and other places where documentation might be stored, a document management system provides quick, secure access to documents in one central location. Preparation time for an audit is essentially eliminated when your documents are captured, transformed into searchable PDFs and stored in a digital document repository.

5. Beyond the simple – The above are the common and simple workflow benefits. The workflow solution from inFORM Decisions is fully configurable and allows you to change the software to meet your precise needs instead of changing how you do thing to match the software.  The process engines are able to take highly complex processes and automate them. If you need a capital expenditure process that does currency conversions for international offices, or you are in need of an HR on-boarding process that spans 5 departments and 50 people, our workflow solutions can accommodate your needs.

This is just a brief list of the benefits of our workflow solutions. If you want to learn more about our products, contact inFORM Decisions today. 

Our website: http://www.informdecisions.com/ - Phone numbers: (949) 709-5838 / (800) 858-5544

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