Businesses usually have internal mechanisms through which processes such as purchase requests, supply orders and payment for goods and services received are subjected to before they can be approved. Organizations that are not yet paperless have to physically take the documents to the different managers for approval. This is not only tiring but it is time-consuming as well and in today’s fast-paced business environment, that is quite unacceptable.

Paperless organizations that have adopted leading document management software like DocuXplorer are able to enjoy an automated workflow setting where all these independent processes are brought to order in a transparent and dynamic manner. The review, as well as the approval process of business documents, is streamlined as documents circulate the workplace in line with the rules stipulated in the workflow templet. Business processes, therefore, receive approvals on time and this creates a pleasurable environment at the workplace. Let’s now take a look at the top benefits of incorporating automated workflow into your document management software.

Businesses deal with different types of documents, with each type falling under the control of different departments. They therefore must be handled differently and assigned appropriate workflows. Utilizing automated workflow that is incorporated into your document management solution, each document is recognized by its type and it is assigned an appropriate workflow template. It will then be routed intelligently to the respective departmental heads and managers for review and approval. For example, a document marked ‘invoice’ may be routed intelligently across the different managers and finally to the CFO who will approve payment. To make the process as efficient as possible, anyone whose attention is required for a document to be approved receives an email notification notifying them of the same.

Improved efficiency

Since office workers don’t have to physically take documents across the different departments for approval, a document management software's automated workflow increases office efficiency since the workers will be able to use this time for other productive tasks. The saying that time is money best explains this point.

Organizational transparency

Any changes or approvals issued at any point as the document circulates are broadcasted within the document management software to the appropriate parties. Other users within the workflow can, therefore, monitor the changes and demand explanations on the changes made. This prevents any underhand dealings, thereby, promoting organizational transparency.

Document security and filtering

The security of documents is very crucial to business operations. Vital business information falling into the wrong hands can be detrimental. Filtering and document security have always been a key concern when it comes to document management software. Automated workflow ensures document security by only granting document access to the company staff who are authorized to review and issue approval to the documents.