Written by Ana Canteli on 29 October 2021
In most commercial operations of a company, it is necessary to demonstrate the agreement between the parties by approving or signing documents as material proof of the deal that has been reached.
The clearest example is the invoices that the company issues and its client pays. This, which thus defined may seem quite bombastic, happens every day, several times a day, at different levels of business life. Still, these types of transactions also occur internally, intradepartmental, between different areas of the organization, with other group entities, public administrations, or other interest groups.
In all these cases, the creation and management of documentation occur, at least, in some stage of the business process. Either the issuance of delivery notes (which will lead to the creation of an invoice). The delivery of payroll by an agency to its client. Or the file number that the university has to generate when receiving all the requested documentation to the student, to name just a few scenarios.
As you can imagine, in all these cases, there are exchanges, transactions, which give rise to the creation of a multitude of types of documents. Which arise from the logic of the business process to which they are linked.
To guarantee the proper management of documents and processes, it is necessary to have a document management system that meets the organization's needs, helps overcome possible difficulties, and helps to make the most of the advantages that may arise. Nowadays, it is increasingly common to find that electronic document management software has workflow tools among its functionalities.
To benefit from workflow systems in the strict sense, it is not necessary to tackle the digitization of documents; it is enough to be clear about the evolution of the business process and make all its members respect the established plan. However, organizations increasingly value productivity and efficiency, saving time, and investing resources in more profitable activities. That's why the use of workflow systems makes document digitization highly recommendable.
In addition, following the logic of continuous improvement, it is very likely that business processes will change over time, be updated, and corrected. It is always possible to communicate these changes to users. Still, to minimize the impact of potential human errors, guarantee compliance and increase quality, satisfaction (both within the organization and for customers), and efficiency, electronic document management is the best solution.
Can you imagine managing the approval of paper invoices? Create the invoices in the document management system, but print them, put them in envelopes, stick the stamp, send them to the post office or wait for the postman to pass through the office. Please wait for the customer to receive it, open it, understand its content, and act accordingly. And all this, if there have been no failures or errors in the business process (in paper format).
Thanks to workflow systems, we can benefit from many advantages that make business processes a safe, fast, and simple way of working.
It is still necessary to evaluate the most exciting features that the right workflow software for our organization has to meet. And among them, the autonomy to develop our workflows cannot be underestimated.
The OpenKM document manager includes all the necessary document management tools to implement a reliable, secure, and efficient document management system. Among them, a workflow engine integrated into the software license. For greater comfort and autonomy, we offer at OpenKM Academy a training course to create and develop business processes. In this way, with OpenKM, the organization enjoys total freedom to manage its projects without third-party collaboration.
If you want to know more about the workflow included in the document management system, do not hesitate to contact us.
JBA Solutions Sdn Bhd
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