Workflow is a series of steps needed to execute a task. It is the automated movement of documents through a series of tasks related to business processes. Incorporating workflow in to business processes streamlines the time and cost, by managing and tracking human tasks involved. Business process management (BPM), such as automating workflow, is indispensable to help people collaborate on projects; aid organizations adhere to consistent business processes and enhance organizational performance and efficiency by managing tasks involved in business processes.
Incorporating workflow into a document management system like DocuXplorer can enhance the convenience they offer to businesses. On its own, document management can help businesses move towards paperless operation and improve their efficiency. To make things clearer, let’s look at the top 3 benefits of incorporating workflow and business process management in a document management system:
1. Automating Document Deliveries
The first and perhaps most significant advantage of adding workflow to document management systems is that the system will be able to recognize the user to whom the document has to be delivered. The system will issue the command and the document will be routed to the intended user, without any need for manual intervention. For businesses which deal with copious volumes of documents, this can prove a lifesaver.
In addition, if action is not taken on the document which was delivered to a user, the system will transfer it to a different user, possibly a manager, who can then decide what needs to be done, on the spot. This way, you can rest assured deadlines will be met and any important documents will not go amiss. Not to mention, users will be able to view the trail which the document follows and ensure any lapses or mistakes are overcome in the future.
2. Tagging the Documents
Often, sifting through mountains of documents (metaphorically speaking) on document management software can be a hassle. It could take you much time and effort to find the document you are looking for. This is where merging business process management/workflow with the software will come in handy. You can have the documents tagged or even stamped so that decisions can be made at a glance. For instance, if a document is marked as ‘Draft’, the manager would know he/she has to peruse through it before passing it on. Automated workflow can also let users automatically index their documents to make them easier to find and located important information.
3. Status Updates
Last, but not least, the system will make it easier for your employees to update the status of each document as it is passed through. This way, you will have a clear idea of where a particular document is at a given time and whether any work needs to be done to bring it to its final deliverable state. This will save managers the hassle of going through hundreds of documents and deciding what to do with each one. By viewing the statuses, they can decide there and then if a document is worth accessing or not.
These are the top 3 benefits your business can enjoy by incorporating workflow/business process management into your document management solution. As you can see, it can make life much easier for you and your workforce, which will ultimately lead to an increase in productivity.
0 comments:
Post a Comment