Workflow Automation

The year 2020 rapidly sped up digital transformation. This pandemic and its after-effects created an urgency to adopt a new set of customer needs and habits which otherwise may have been a more incremental process. With restrictions on physical interaction and sudden changes in the customers’ needs and habits, the call to automate workflow processes became critical for businesses to achieve this digital transformation.

This article covers:

What is Document Workflow?

Document Workflow refers to the process of creating, storing, tracking, and managing the flow of business documents within an organization.  The primary goal of a document workflow is digital transformation to ensure that digital documents are efficiently processed, reviewed, approved, and shared, following a predefined set of rules or procedures.

Why Automate Document Workflow?

Documents remain the center of collaboration and communication for all information. In today’s scenario, it has become essential to bring decision-making groups such as sales, accounts, and customer service together under one team and enable businesses to move faster and be customer-centric. It’s also essential to ensure that businesses make their business workflow processes accessible online. The traditional workflow processes of manually routing documents for approval can easily disrupt or slow your operations. Plus, lack of transparency and margin of human error can make your business vulnerable, and inefficient.

Here’s where document workflow comes in. Automating your document workflow ensures that your work is completed at the right time, by the right person and gives you full insight and traceability into your business processes. According to Mckinsey’s studies, 60% of employees can save 30% of their time with business automation. When it comes to managing your document workflows, it is always better to opt for an ‘all in one’ automation solution i.e. the combination of document management software with a workflow automation tool.

Let’s turn to Docsvault, a comprehensive document management software to illustrate how you can leverage this workflow management software to automate your business processes.

How to automate business process using
Workflow Management Software?

Docsvault provides robust document management software that includes workflow automation tool as a standard feature. It is designed to provide organizations with better business document management and search capabilities.

Docsvault Workflow Management Software facilitates the flow of documents in a digital repository that is accurate and timely eliminating the usual hurdles of a manual circulation of documents. It allows you to customize your workflow processes using a flexible workflow designer. Each person gets timely notifications and information they need to perform their tasks.

Convert paper into searchable PDFs

You need to have your papers in digital format to automate your document workflows. Docsvault Document Scanning and Digitization converts paper documents into digital files that can be saved in a central repository for easy & quick retrieval.

Docsvault Optical Character Recognition (OCR) features automatically reads and identifies text in documents scanned or imported into Docsvault and converts them into searchable PDFs. You can save time by being able to search the content of digital documents rather than going through them manually. The review and approval processes become faster and further workflow automation can drive efficiencies in document retention.

How to implement document workflow using
Docsvault workflow management software?

With Docsvault Workflow Management Software, you can:

Design Document Workflow without coding

Workflow consists of a series of steps and transactions. Define the different stages of the document workflow process into separate steps. Name each step and assign specific participants that are accountable for particular steps. You can also assign one or more approvers for steps like in the image

You can create your invoice approval workflow by designing a workflow process without any coding. Invoices can be routed to selected people based on the amount or other criteria. On approval, messages can be sent to the appropriate personnel for payment.
design no-code workflow

Accelerate your Invoice Approval Workflow with Docsvault

Design Document Workflow without coding

Workflow consists of a series of steps and transactions. Define the different stages of the document workflow process into separate steps. Name each step and assign specific participants that are accountable for particular steps. You can also assign one or more approvers for steps like in the image

design no-code workflow
You can create your invoice approval workflow by designing a workflow process without any coding. Invoices can be routed to selected people based on the amount or other criteria. On approval, messages can be sent to the appropriate personnel for payment.

Accelerate your Invoice Approval Workflow with Docsvault

Automatic Workflow Triggers

Automatic Workflow Triggers

Initiate workflow automatically using location and/or document type. You can also manually initiate workflow in just one click from the main Docsvault interface.

For instance, you can auto-trigger accounts payable workflow for approval when any invoice is uploaded in the Account Payable folder.

Automatic Workflow Triggers

Initiate workflow automatically using location and/or document type. You can also manually initiate workflow in just one click from the main Docsvault interface.

Automatic Workflow Triggers
For instance, you can auto-trigger accounts payable workflow for approval when any invoice is uploaded in the Account Payable folder.

Automate Workflow Tasks – No Coding Required

Using the Docsvault workflow management software allows you to simplify and automate common tasks fast with no technical skills required. You can perform automatic actions on workflow documents when a workflow is initiated, completed, or transitioned from one step to another.

For instance, you can move files, auto-create pdf versions, or change document index (metadata) values based on workflow action performed by specific participants. Say automatically changing the value of the index field “Approval Status” to “Approved” once the document is approved. This helps in easily classifying the documents and creating reports based on the index values.
Automate workflow tasks

Automate Workflow Tasks – No Coding Required

Using the Docsvault workflow management software allows you to simplify and automate common tasks fast with no technical skills required. You can perform automatic actions on workflow documents when a workflow is initiated, completed, or transitioned from one step to another.

Automate workflow tasks
For instance, you can move files, auto-create pdf versions, or change document index (metadata) values based on workflow action performed by specific participants. Say automatically changing the value of the index field “Approval Status” to “Approved” once the document is approved. This helps in easily classifying the documents and creating reports based on the index values.
Approve Workflow from Anywhere

Review and Approve Workflow Processes from Anywhere

You can review and approve documents that are assigned to you from any device anywhere.

When on the road, on receiving a workflow notification, users can easily review and approve tasks using Docsvault Web or Mobile app. They can easily view documents, add comments and keep track of their tasks.

Get started right away! Download 30 days full featured trial

Review and Approve Workflow Processes from Anywhere

You can review and approve documents that are assigned to you from any device anywhere.

Approve Workflow from Anywhere
When on the road, on receiving a workflow notification, users can easily review and approve tasks using Docsvault Web or Mobile app. They can easily view documents, add comments and keep track of their tasks.

Get started right away! Download 30 days full featured trial

Automate Workflow Notifications

When executing critical business documents, time is crucial. Users can get notified of workflow tasks that are assigned to them for prompt action and supervision.

For instance, an auto email notification can be sent to participants for a task that is delayed.
Automate Workflow Notifications

Automate Workflow Notifications

When executing critical business documents, time is crucial. Users can get notified of workflow tasks that are assigned to them for prompt action and supervision.

Automate Workflow Notifications
For instance, an auto email notification can be sent to participants for a task that is delayed.
Automate Workflow Notifications

Automate Workflow Actions

You can define automatic actions to be performed on workflow documents when certain conditions are fulfilled.

For instance, execute ‘Pay’ transaction if the index value of 'Amount' is less or equal to '1000’ or else stay on the current step. Another example would be to cancel a workflow if no action is performed by participants after x days of the due date

Automate Workflow Actions

You can define automatic actions to be performed on workflow documents when certain conditions are fulfilled.

Automate Workflow Notifications
For instance, execute ‘Pay’ transaction if the index value of 'Amount' is less or equal to '1000’ or else stay on the current step. Another example would be to cancel a workflow if no action is performed by participants after x days of the due date

Workflow automation is essential for businesses that want to scale and grow in this rapidly changing environment of digital transformation. With its excellent built-in workflow automation software, this multipurpose document management software can help you automate business processes in your organization to increase efficiency, productivity, and work smarter.

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