10.07.2014

Today’s workflow systems are used in companies of any size. An important criterion is neither the number of employees, or customers, but the number of records processed by the organization. In which sectors should implement a system of electronic circulation of documents and how to optimally exploit its advantages?

The use of a workflow solution allows much more efficiently and effectively carry out tasks requiring workflow of documentation, such as invoices, contracts, vacation requests or correspondence with customers. It also helps in monitoring the efficiency of processes and operations staff, thereby increasing the efficiency of the entire organization.

How does it work?

In all areas of workflow acts as communication, both internally – between employees and outside, or on line business – the customer. The main feature of electronic documents is to work on the image (scan) of the document, which automatically goes to the person responsible for the matter. It may also be available for many workers at the same time. This allows for a significant reduction in the decision-making process, resulting in faster handling of individual cases. In addition, the elimination from the circulation of the paper version of the document is limited to a minimum the risk of loss or damage.

Document flow path is configured in the system according to the current decision-making in the organization chart. It consists of successive steps where the user selects what to do with the document (for example, accept payment, accept or reject the request made ​​by the customer complaint). All operations performed on the document are visible in the system, so it can easily locate and verify when and who sued the file. Thanks to the permissions each user has the ability to just such interference in a document, which he is assigned by the system administrator.

From accountancy to customer service

The workflow can be applied in many areas of the company. Initially, it was used primarily in finance, now increasingly deployed in law is also responsible for incoming and outgoing correspondence and HR departments. Electronic document can also check the management of projects, such as a construction company for circulation-related documentation executed investment.

Examples of application workflow in the company:

• Accounting / Finance Department

– workflow financial documents,
– workflow investment proposals,
– workflow cost documents (eg invoice cost)
– delegations,
– support recovery processes.

• HUMAN RESOURCES

– workflow staffing requests (eg absences)
– workflow related to employment / dismissal of the employee (eg medical certificates),
– workflow associated with recruitment (eg CV)
– workflow associated with the assessment system for employees.

• office

– incoming flow,
– workflow outgoing correspondence.

• customer service

– order.

• IT

– helpdesk
– applications for the authorization,
– orders for equipment / services,
– complaints,
– workflow service requests.

Source: Own Group OEX

How to choose a good system?

To take full advantage of electronic document flow is necessary to fulfill two basic conditions. First of all, the system should be matched to the needs of the organization and be properly implemented. To avoid the risk of failure more and more companies opting for a workflow is supported by external partners.
The organization standing before choosing a solution for the electronic document workflow should take into account, inter alia:
 

• system performance,
• Scalability and flexibility
• the level of security (data security)
• intuitive interface and ease of use,
• the ability to integrate with other systems,
• the opportunity to develop and modify the system (open architecture),
• availability of service.

Implementation of the system most often lasts several months and takes place in stages. It begins with a pre-analysis followed by installation of the system, configuration and commissioning circuits. The next step is testing and user training, and finally the production launch of the system. The duration of the process and the end result works largely depends on the degree of involvement of the client’s employees, which target users solution. To achieve optimum benefits from the use of workflow worth a solution to integrate with other information systems used in organizations such as ERP, CRM and ECM. Implementation of electronic documents can also be connected with the paper document management services.

Properly implemented a workflow system generates measurable benefits. Automate and streamline processes associated with document processing allows an organization to effectively utilize human resources, shifting the burden of work on more critical tasks for the organization. On the other hand, reducing the execution time of each activity positively affects the customer service process and as a result the image of the organization.

Emilia Miłkowska,
sales specialist ArchiDoc Group OEX