Improper handling of incoming documents can cause problems in an organization's operations, and the same applies to outgoing documents. Every document we issue must be consistent in both content and appearance, and may only be sent after approval. These requirements cannot be reliably met without well-designed automation and templates.
Optimizing Document Creation
There are countless options available for automatically generating documents or creating templates. However, each has its limitations, making it unsuitable for use in a corporate environment.
Cumbersome Data Imports
In a typical word processing application, we can generate multiple documents from a template by importing data from an external source, most commonly Excel. The main drawback of this method is that we first have to collect all the necessary data in a separate spreadsheet, paying close attention to the format and name of every field, since the data is not available in the required format. Processing this data manually invariably creates significant additional administrative work and opportunities for error.
Lack of Validation
Another significant issue with a data source that is not centrally managed is the lack of adequate data validation. For example, an email address could easily be entered in a phone number field, or a critical field could be left blank.
Creating Documents with a Workflow Management System
The key advantage of a workflow management solution is that it brings everything together, providing all the information and tools needed to complete the task. This eliminates the need for separate data imports and concerns about data accuracy. We can also create documents using forms if we want to enter data manually while ensuring that all required information is provided. Another major advantage is that most documents only need to be prepared once, after which they can immediately be used as templates. Creating contracts, quotations, and standard letters is straightforward and can even be automated.
Document Approval
Our workflow management solution allows any number of organizational units and decision-makers to be involved in document approval. Since documents are accompanied by statuses and other relevant information, the decision-making process is made as straightforward as possible for everyone involved. For example, if we have a specific comment, we can attach it to the document, assign a person responsible, and set a deadline. Approvals that can be defined by rules can also be automated, allowing a document to reach the customer within seconds, without any human intervention.
Sending Documents
Sending multiple documents to numerous recipients, for example by email, can be extremely time-consuming. Each time, we need to check that the email addresses are correct, verify the content of the documents, and ensure that everything has been attached properly.
Automated Sending
We can link the sending of a document to any event, such as the completion of a task. A document or letter may need to be sent regularly at a predefined time, or, in the case of a payment reminder, a few days after a particular event. Naturally, this presents no difficulty for an advanced workflow management solution such as xFLOWer.
Follow-Up
Sending a document does not mark the end of its lifecycle. It will most likely require follow-up, which is one of the most fundamental functions of a workflow management system. Incoming feedback and requests can be recorded against the document, ensuring that no task is overlooked.
Summary
As a comprehensive process management provider, we use our proprietary software to address all document management challenges, without compromise. Rather than simply providing our customers with a tool, we deliver a complete solution with ongoing support and assistance, helping ensure the success of their entire business operation.
Process-Based Document Management
All business documents require administrative handling. As a result, with few exceptions, these documents are always associated with business processes and sequences of activities—which xFLOWer manages.
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