Introduction

When people and information collide, instead of products, chaos ends up being created. To create order for simple tasks like renewals, signatures, approvals and so on. You need a dependable systems to rely on. For information stored in documents, document workflow management system comes into play.

Every system has it’s processes and these process work in tandem with humans. Streamlined processes that complete tasks is what a workflow is.

For the right documents to reach right person, at the right junction through correct pathways while being safe is where dependable system for managing your documents come in. As quite a few industries still rely on paper for day to day operations. Integrating Document Workflow Management within the organization is a crucial aspect of the onboarding the train of digitizing their information.

Want to Learn More?

Check Out: How Electronic DMS for Accounting Firms Helps Accounting Team

At a Glance

“The key to successful automation is identifying the right processes to automate and ensuring that the automation aligns with your organization’s strategic goals.” – Tom Wilde.

Infographic!

Feature of Document Management

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What is workflow?

Origin of Workflow Management

Developed in the early 1900s by two mechanical engineers Frederick Winslow Taylor and Henry Gantt. The “scientific management” method to analyze and optimize manufacturing processes to improve efficiency is now called Workflow.

To follow a specific sequence of steps for completing a task or project is what we now call a WORKFLOW.

  • Breaking down tasks into tiny steps.
  • Ones which can be changed according to the challenges that you come across.
  • Figuring the easiest and quickest way to complete each step.
  • Standardizing these processes to ensure consistency.

What kind of system is Document Workflow Management?

Document workflow management is essentially the guided path for your documents as they move within your organization. It is a default feature in Document Management Systems (DMS) and Enterprise Management Systems (EMS).

Document Workflow Management as a system includes:

Designing Workflows

This involves mapping out the specific steps each document type takes, from creation or intake to approval, distribution, storage, and eventually disposal.

Automation

Technology can help in automating repetitive manual tasks like routing for approvals and sending notifications. Reducing labor time as well as human errors.

Tracking and Visibility

A transparent path is created to track the flow of documents and progress updates. Decreasing need for constant human communication and reduces risks involved in delays or getting lost.

Security and Access Control

Creating an environment of security by restricting access and use of encryption to keep the information safe.

What is a Feature?

Any aspect that provides specific functionality to it’s users, can be called a feature. It is designed to be easily recognizable. And provides value to it’s users or helps in solving specific problem within a product.

Common Classifications of Features

Core Features

These are the fundamental functionalities necessary for the product to perform its main tasks. Without these, the product would not be able to serve its primary purpose.

Optional Features

These features enhance the user experience but are not critical for the product’s basic operation. They often include advanced tools or customization options that provide extra value.

User-Requested Features

These are functionalities added based on feedback and requests from users. They help the product better meet the needs and preferences of its user base.

Competitive Features

These are features included to keep the product competitive in the market. They are often added to match or surpass the offerings of rival products.

Innovative Features

These are new and unique functionalities that set the product apart from others in the market. They can drive user interest and adoption by offering something not available elsewhere.

Learn more : Master Your Work Game – The Power of Document Workflows

Important Features of Document Workflow Management System

important feature of document workflow

High-Resolution Scanning

Feature

High-resolution scanning captures documents in exceptional detail.

Advantage

This creates clear digital copies, free from blurring or distortion.

Benefit

You can extract accurate data, reducing the need for manual correction.

Intelligent OCR Technology

Feature

Advanced OCR can handle diverse document types and formats.

Advantage

It can decipher a wide range of fonts, typography and handwritten notes.

Benefit

Convert virtually any document into searchable and editable text.

AI-Powered Data Extraction

Feature

Uses advanced machine learning and intelligent algorithms to analyze documents.

Advantage

It automatically identifies and extracts key data points like names, dates, and amounts.

Benefit

This eliminates the need for manual data entry, saving valuable resources and reducing errors.

Document Classification

Feature

Document classification automatically sorts documents into predefined categories.

Advantage

It analyzes content and automatically assigns relevant labels, like “invoices” “contracts.”

Benefit

Creates a well-organized document library, allowing you to locate specific documents instantly.

Data Validation Algorithms

Feature

Data validation algorithms act as a safety net for extracted data.

Advantage

They verify extracted information against pre-defined standards.

Benefit

This ensures the accuracy and consistency of your data.

Metadata Tagging

Feature

Metadata tagging allows you to attach relevant information to all the documents.

Advantage

This metadata can include details like author, creation date, or project association.

Benefit

It enriches your documents, providing valuable context for easier management.

Intuitive Indexing

Feature

Intuitive indexing creates a user-friendly system for organizing documents.

Advantage

It automatically generates a searchable index based on document content.

Benefit

This simplifies navigation, finding the information quickly and efficiently.

Search and Retrieval Tools

Feature

Robust search and retrieval tools helps users to locate documents effortlessly, without the difficulty of navigation.

Advantage

It offers functionalities like keyword and global search; filters based on metadata; full-text search capabilities.

Benefit

This streamlines document retrieval, saving time and frustration for users who can access the information they need instantly.

Audit Trails

Feature

Audit trails provide a detailed record of document activity in the system.

Advantage

They track every change made to a document, along with who made the change and when.

Benefit

This ensures transparency & accountability, compliant with regulations for history of access.

Automation Advantage

Illustration demonstrating time saving powers of automation.

Conclusion

A good document workflow can be a benefit to almost any type of business. Electronic documents provide instant decentralized retrieval of document, secure information protection, audit trails that track changes to documents and automatically generate new iterations of a business’s output. Want a demo? Fill the form on the right!

Learn More – Document Workflow Automation 

FAQs

In which sequence and through whom, does the information on your documents flow, as per requirements of the business: is how a document workflow process is defined.

Information on the Workflow document should clearly define these points:

  1. Define Objectives
  2. List Key Processes
  3. Identify Stakeholders
  4. Gather Necessary Information
  5. Create a Workflow Diagram
  6. Write Detailed Descriptions
  7. Assign Roles and Responsibilities
  8. Set Timelines and Deadlines
  9. Review and Validate
  10. Implement and Monitor
  11. Update Regularly

The 5 steps of standard workflow are:

  1. Planning and Designing
  2. Creation and Assignment
  3. Execution and Monitoring
  4. Review and Evaluation
  5. Refinement and Optimization

There are three basic components of workflow :

  1. Input
  2. Process
  3. Output

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