Cloud outliner pro versioning7/30/2023 ![]() ![]() Experienced employees might have a better idea for workflow improvement.īuild and implement the workflow. Who will be using the workflow? Ask for input as to any changes from the current model getting buy-in from users is key to adoption. Some people find engineering flowchart tools simplify and help to visualize document-centric processes. What does the workflow need to accomplish? In a logical order, blueprint the steps of the process with each step representing a single action or decision to be made and note task owners and deadlines for each step. Here is an example of a common best practice. ![]() To build a workflow, it helps fist to understand the lifecycle of a digital document workflow. Once a document workflow has been defined, there are tools and services available from myriad software developers to enable the automation of critical process steps. Workflow applications should offer some degree of integration with associated scheduling, billing, and other back-office ERP business modules.īuilding a document workflow for a digital world Efficient document workflows do not operate in a silo. Administrators should be able to control individual user permission levels, allowing them to view and edit only those documents pertaining to their jobs. Access to sensitive or confidential data should be managed with passwords and rules-based authentication. Should a task time-out or a document not be forwarded as expected, the workflow should have the intelligence to alert the owner that an incomplete or overdue task requires attention. The workflow should have reporting capabilities to identify bottlenecks, activity logging to track and trace users with transparency, and retention schedules for document archival periods and destruction points. Cloud solutions usually offer multiple layers of security and data encryption. Cloud document workflows allow users to access, view, and take appropriate action on up-to-the-minute data and reports stored in a centralized location from anywhere at any time. Key features of an automated document workflowĪn automated document workflow in today’s post-pandemic world must support the ability to connect with and provide end-to-end security to hybrid workforces and mobile users. Provide performance metrics and a feedback mechanism for improvement. Speed the routing of documents to the next step or department.Īlert document owners to incomplete tasks awaiting action. Offer rules-based access control by permission level with a comprehensive activity log for audits. Reduce hardcopy printing and postage expenses.
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