Efficient Document Management through Transparent Processes
xFLOWer oversees the management of the complete spectrum of business documents, as nearly all business processes and activity chains are inherently linked to them, with only a few exceptions.
Automate the management, organization, and linking of documents
All tasks initiated upon document arrival are executed punctually and in accordance with the required procedures.
All tasks initiated upon document arrival are executed punctually and in accordance with the required procedures.
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Streamlined generation from templates, minimizing administrative overheads
Whether it is internal information sharing or customer correspondence, our template editing interface eliminates the need for redundant copying.
Whether it is internal information sharing or customer correspondence, our template editing interface eliminates the need for redundant copying.
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Co-editing with version control - taking teamwork to the next level
Our Word extension and version control system elevate the collaborative creation and editing of documents to a higher level.
Our Word extension and version control system elevate the collaborative creation and editing of documents to a higher level.
Bővebbeninto a streamlined digital solution?
In the following example, we can simplify a complex everyday issue involving multiple participants with just a few clicks. Let's get into it!
Péter’s responsibility at Monster Inc is to optimize the various contract processes stored in Microsoft OneDrive for maximum efficiency.
Upon consulting Judit, who oversees the administrative processes, he learned the following: Contracts are initially placed in the “Preparation” subfolder within the “Contracts” directory. Subsequently, the specific contract must be forwarded to the legal department for approval.
The assistant notifies Judit via email, who then moves the contract to the “To be signed” subfolder. Following this, she sends another email to the company manager, requesting their signature.
In case the company manager does not sign it within 24 hours, Judit will send him a reminder email.
Following successful signing, Judit manually moves the document to the “Signed” folder. If the company manager notifies Judit via email, she can promptly forward it to the respective partner, whose contact details she must locate in the CRM system.
After obtaining the requested email address, Judit promptly delivers it to the client. Subsequently, she updates the CRM system to document that the specific contract has been dispatched.
Péter’s responsibility at Monster Inc is to optimize the various contract processes stored in Microsoft OneDrive for maximum efficiency.
Upon consulting Judit, who oversees the administrative processes, he learned the following: Contracts are initially placed in the “Preparation” subfolder within the “Contracts” directory. Subsequently, the specific contract must be forwarded to the legal department for approval.
The assistant notifies Judit via email, who then moves the contract to the “To be signed” subfolder. Following this, she sends another email to the company manager, requesting their signature.
In case the company manager does not sign it within 24 hours, Judit will send him a reminder email.
Following successful signing, Judit manually moves the document to the “Signed” folder. If the company manager notifies Judit via email, she can promptly forward it to the respective partner, whose contact details she must locate in the CRM system.
After obtaining the requested email address, Judit promptly delivers it to the client. Subsequently, she updates the CRM system to document that the specific contract has been dispatched.
– Contract is stored in Microsoft OneDrive – Data Management (Storing Information, Access)
– It can be found in the “Preparation” subfolder – Data Management (Storing Information)
– Must be forwarded – Information (Transmission)
– For approval – Decision Making
– Notify via email – Information (Transmission)
– Places it in the “To be signed” subfolder – Data Management (Storing Information)
– Send an email – Information (Transmission)
– If – Decision Making
– Informs him again via email – Information (Transmission)
– The document is moved manually – Data Management (Storing Information)
– If the company manager informs Judit via email – Information (Transmission)
– You can forward it to the relevant partner – Information (Transmission)
– You need to retrieve it from the CRM system – Inquiry (Request Information)
– Judit promptly delivers it – Information (Transmission)
– Log it by returning to the CRM system – Creation (Recording Information)
The categories illustrated in the preceding example encompass:
- Data Protection (Accessing Information)
- Information (Conveying Information)
- Decision Making
- Data Management (Storing Information)
- Inquiry (Requesting Information)
- Creation (Recording Information)
Reducing 13 lines of issues to just 6 keywords provides a simplified overview.
Initiated processes based on documents
Practically the entire range of business documents requires some form of administration. For this reason, with few exceptions, business processes and activity chains are always connected to business documents - these are controlled by the xFLOWer platform.
Various document types, such as invoices, contracts, orders, etc., can be associated with distinct administrative processes. This allows for the consistent management of diverse documents according to their respective protocols, all of which are systematically executed by the system.
Generating from templates, for broad application
In-house templates for use
All documents, including SMS, emails, Word/PDF files, can be produced from templates. This streamlines the process, sparing employees from the needless task of duplicating existing data.
Templates in customer communication
Our system also has the capability to generate personalized documents for customer distribution through our template editing interface. This includes items like balance information or customized statements, utilizing any data available within the platform.
One-click decision-making, directly from email
We understand the disruption caused by switching between various browser windows during workflows. That is why we sought a solution that allows for crucial decisions to be made without the need to leave our email client.
Within the email body, we embed links enabling the initiation of a process, as well as the approval or rejection of an invoice or request, all with just a single click.
This feature proves invaluable in customer interactions, allowing for a substantial acceleration of administrative processes, including the acceptance of contracts and orders.
