What is a document workflow?

Workflow is the way documents circulate through a company. It can be traditional (paper-based), electronic or hybrid (a combination of both). Document circulation consists of processes, or work standards. Each process is divided into procedural steps and defines what each person is responsible for.

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The circulation of documents consists of processes
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Why implement an electronic workflow system?

An electronic workflow will give you control over processes, standards and document templates. EOD will reduce paper consumption, improve collaboration in a team working remotely and enable a searchable electronic archive.

Checking out how it works with Hatiroo®
Electronic archive
  • Facilitated document search
  • Ability to define access for departments or positions
  • No need for physical document storage - everything is available electronically
    • Electronic signature
  • Submit signatures anytime, anywhere
  • Reduce the time to collect signatures to a few minutes
  • No need to initial page by page
    • Remote work
  • Access documents from anywhere in the world and at any time time
  • Asynchronous teamwork even from different time zones
  • Replace emailing attachments with cloud file sharing
    • Work automation
  • Automatic distribution for approval or signature collection to multiple people in a specific order
  • Reminders of contract expiration
  • Escalations for task completion or signatures
    • Work control
  • Information on the status of individual documents
  • Monitoring of task completion time
  • Ensuring a certain way and standard of work

    • Will an electronic workflow work for your company?

    The main task of electronic workflow is to control the flow of documents between multiple departments. The electronic workflow system replaces e-mails and attachments, automates individual tasks and reminds of deadlines.
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    Legal department
  • Ability to track changes.
  • Work on one version of the document - everyone works on the current file.
  • Working on company document templates - no one has to rewrite old contracts.
  • Reporting of the workload of the legal department.
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    Administration department
  • One central location with all documents, searchable and shareable with others.
  • Automation of document archiving.
  • Ability to create different levels of access for different departments.
  • Ability to create different levels of access for different departments.
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    Sales support department
  • Easily change processes without involving the IT department.
  • Easily transfer responsibilities and duties to a new person - without the need for hours of training.
  • Reminders of deadlines and expiring contracts.
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    Commercial or purchasing department
  • Automatic generation from templates and completion of contracts.
  • Possibility of direct negotiation with the contractor in the system.
  • Signing contracts with the contractor without meetings.
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    HR department
  • Aggregate generation and approval of documents for employees.
  • Provision of documentation to the employee (contract, annex, PIT, labor certificate).
  • Employee e-File along with other types of contracts (B2B, work, commission).
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    Controlling department
  • Knowledge of the status of each document.
  • Acceptance matrices covering multiple departments and roles in the company.
  • Access to all source documents related to each expense.
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    Audit department
  • Easy access to selected documents in the system.
  • Other departments can share documents on the fly, without having to email them.
  • Access to the full history of changes and decisions for each type of document and file.
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    Management
  • Ability to sign documents online from anywhere in the world and at any time.
  • Control of the work of individual departments and access to the status of each contract.
  • Access to documents from any device, without involving the administration or legal department.

    • What is needed for electronic document processing?

    The implementation of an electronic workflow includes 3 key elements
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    Document management system with workflows

    A comprehensive document workflow solution that will help manage the entire document lifecycle from creation, through approval and signature collection, to archiving.


    • Automation of processes, archives and notifications.
    • Control of opinion, approval and negotiation stages.
    • Generation of documents from templates and automatic completion of data.
    Learn more
    Electronic signature

    A tool for collecting signatures electronically, which is intended to reduce contracting time.

    • Autenti® or DocuSign® platform for customer contracts.
    • Qualified electronic signature for contracts with employees or those requiring a written form.
    • Automation of the signature collection process.
    Learn more
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    Document archive

    A place where your documents will be available to all employees and which you can use regardless of employee turnover.

    • Company document drive.
    • A central place in the company.
    • Teamwork
    Learn more

    Plan document workflows with us

    Leave us your contact information. We'll get back to you and let you know if the Hatiroo® system is the solution that meets your needs.

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