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.
Przykłady procesów obiegu dokumentów
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.
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.
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.
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.
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.
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.
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).
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.
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.
Management
- 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.
What is needed for electronic document processing?
The implementation of an electronic workflow includes 3 key elements
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.
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.
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.
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
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
Plan document workflows with us
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