Five good reasons to automate your document oriented processes

Five good reasons to automate your document oriented processes

Fortunately, many organizations today have succeeded in overcoming the widespread application of paper-driven processes. Of course, this progress - later known as digital transformation - is still going on, but many businesses have already realized the benefits of modernizing paper-based administration.

But why are processes document driven? Mostly because the receiption, approval, or generation of a document initiates a certain administration process. For example, in the case of purchases, the process begins by completing a purchase order form and then the paper begins to "travel" within the organization; it may take several approvers, the signature of the purchaser is needed, the requested offers, and so on. But for any such process, it can be said that the documents - many times papers - controls the process. Of course, this document can be electronic (such as an e-mail, a form, or a retrieval screen for some target system), but one thing is certain: the document needs to be filled in, passed on to other participants, and so on.

What if all this was unnecessary, but there was a system that would automatically produce the documents with the necessary data, "pass" approvals, quotes, countersigns according to the specified procedure, and notify the starter about the final result - automatically? Technology now offers the ability to automate these activities. What are the benefits of automating documents? Of course, valuable working time can be freed up to spend on other, higher value-added activities. In this way, automation produces measurable business results, and consequently the profitability of an asset deployment or the entire project can be accurately demonstrated.
The tool that makes this possible is the so-called WCA (Workflow and Content Automation) tool that combines the functionality of a workflow with a document creation and management tool.


In contrast to older workflow and DMS solutions, a WCA system not only processes, stores and retrieves managed documents, but also generates and, where appropriate, edits them with the utmost automation. Of course human interaction can be applied too as needed, hence there's always a possibility to control the activities by human workforce or complete tasks which are impractical to automate. How should this be translated into practice? For example, consider a template contract in which certain data and sections change depending on the actual business needs. In this case, the body of the contract is given and the system automatically fills it with information such as company information, customer information, financial data and so on. In addition, a contract of this type may contain larger sections that are also subject to change, not just the completion of the data. 
Typically, an editorial task of this type without a WCA system is solved in a way as follows. Once the task is published, administrators will begin editing the document and circulate it between themselves and the approvers via email or simple content sharing tools. As a result, the wrong version may be edited or approved, some parts will be accidentally deleted, or all concerned will have to wait for a colleague ahead of schedule to complete their own editing task. 
In contrast, a WCA system such as xFLOWer, on the one hand, uploads documents with data, and on the other hand, only documents sections to be edited are made available to colleagues. At the same time, of course, you assign the editing tasks to the competent ones. It doesn't matter who, when, what you edited, because the system will automatically version the document, and it will automatically merge all sections and body text. When editing is complete, the system can even start the required approval process automatically, ensuring that the correct version is always available to approvers.

Let's also see the reasons why you should consider automating document-driven processes.


1. Fewer Devices Needed

If the WCA system is used, it is not necessary to implement additional IT systems for document management and process. Just a simple word processor or even the WCA tool's graphical interface can be used for editing tasks, for example xFLOWer works with this principle. Of course, it is also possible to attach documents created by other tools (eg Word), but the editing can be done entirely in xFLOWer. This eliminates the need to prepare your organization to use multiple devices, and can save time, cost, and energy in deploying the device and making it faster to pay off. In addition, since there is no programming required to implement xFLOWer, the burden on the IT department will be reduced if such a tool is implemented. Another very important argument is the introduction of a WCA tool to eliminate the knowledge islands within the organization, meaning that the business information they need is always available to everyone involved, and, if there is a change in position, a new colleague is much easier and quicker there will also be a learning process.


Manually managing documents slows down your business operations. However, automating document management speeds up significantly. Recently, we were delighted by the accelerating effect of electronic signatures on approvals, but today, all the processes and tasks associated with documents can be accelerated. An easy-to-use WCA system such as xFLOWer, on the one hand, gives you access to all your data when and where you need it, saves you time, and even automates the whole process, which is a huge advantage.
To do this, you need to think about how to create and edit documents more intelligently, using less human resources. For example, if a contract has to include certain legal clauses, is it necessarily the approval of the legal department, or is it automatically the system that automatically checks for the necessary clauses? If the latter solution is correct, no special approval is needed and the document can be sent - saving up to several days and hours of work and getting the recipient to the document that matters most.


Automation allows for a faster and higher level customer experience. This is because performing automated tasks also accelerates the process towards the customer, thus speeding up service, whether it is in terms of sending feedback, administering, troubleshooting, or taking any action that directly affects the customer. At the same time, business processes can be streamlined by automation, which can lead to less time on the customer side, more convenient contact with customer service, and more.


Automating document management and editing can affect your entire organization. Here are some examples of organizational units that work more efficiently with automated document management:

Sales - Systemising and automating the creation and editing of sales documents - offers, orders, contracts - can save your sales organization daily hours. The customer benefits mentioned above also appear, so the use of automation in sales can be particularly rewarding.
Operation - faster partner onboarding process, fewer errors, simplified operation, practical implementation of quality assurance methods
Law and Finance - Automatic document generation, process and document level statements
HR - faster entry, fewer administrative tasks, faster learning process. In addition, for example, the assignment of permissions to new entrants, which may include accessing devices, and the retraction of outgoing authorizations can be automatically managed and documented.


Automation can transform a company in a big way - in a positive sense. When it comes to automation, it is important to ask the question: How can you make the most of an automation project in the short or long term?
Likewise, when we are completing simpler process automation, is it worth considering what additional business processes can be automated beyond these? Of course, the primary goal is to optimize business processes, some of which is automation, but it is important to pay attention to these opportunities right from the design phase. By the same token, most startups achieve enormous success precisely by putting this thought into practice: they optimize their operations and automate everything they can - so they can spin entire industries, not by chance. They are a good example for established, well-established businesses.


Our clients include a number of long-standing internationally operating companies that continually optimize and streamline their operations, achieving better results year on year and increasing efficiency. Internal processes, customer-related processes, and other operational activities are re-thought and improved almost every year, and even a whole organizational unit is available at some companies. As a result, managing, optimizing, and automating our business processes is a cornerstone of effective operation and growth that you cannot afford to be a spectator. xFLOWer Helps Your Business Be More Efficient, Better Operated, And More Effective, Cost Effective - Get to Know xFLOWer and Get More Out of Your Business!