Electronic workflow vs. traditional processing
Your company has been processing documents the traditional way for years and you’re wondering if you need an electronic workflow at all? If you are not sure whether investing in a system will be profitable for you, read on. We will show you the most important features of both solutions, and you will decide for yourself whether it is worth staying with the old solution or whether it is better to try something new. You are welcome!
Table of content:
Traditional document processing
What should you know about traditional document processing? If for years your company has been preparing contracts in documents, which are later saved on disk and sent to colleagues via email, you may not have noticed the problems caused by working in such a mode. Or maybe quite the opposite – you find these problems so bothersome that you decided to look for other solutions? See what problems almost all companies that process documents in the traditional way face.
- Document chaos. Maintaining discipline and systematically sorting and filing documents is quite a challenge. Printed and signed contracts often get lost in the piles of documents piling up on desks, and when a document is needed after a long time, it is almost impossible to find it.
- Troublesome merging of document changes. If several people or departments are working on a document, each of them adds his or her piece to the file received by e-mail and creates a new version. The person who is responsible for merging all versions into one often spends long hours to create a complete document including all additions and corrections.
- Unclear procedures. In companies that process documents in the traditional way, communication chaos is often a problem, so that the document often gets stuck in one place instead of going through the stages smoothly.
- Manual signing and initialing of dozens of pages. Signing a contract should be the final, formal and quick step in processing a document. However, it often turns out that hitting those authorized to sign with a paper document is not so easy, and initialling multi-page contracts is very cumbersome.
If your company processes a few contracts per year, surely the above-mentioned inconveniences are not burdensome, and the traditional way of processing documents works perfectly for you. However, if there are many more contracts, then by implementing the right solutions you can save a lot of time and money.
Learn more about document processing
Electronic document workflow
What if you implemented the right software to start processing documents electronically? Many of the logistical and time problems you face now could be solved. What you should know about the Hatiroo® electronic document processing system
- Consistent electronic repository. In the Hatiroo® system, all documents in electronic form are automatically archived and placed in a clear and readable document repository. Thanks to this, without the need to leaf through dusty binders, you can easily find any document – even those signed a few years ago.
- Ability for several people to work on one file. With Hatiroo®, all persons creating, reviewing or approving a document work on one file, so there is no need to merge several files into one later.
- Process automation. The Hatiroo® system, thanks to predefined processes, moves the document between departments or people responsible for work at a given time. Hatiroo® also sends reminders and email notifications, so everyone knows exactly when it’s their turn.
- Ready-made templates. With Hatiroo®, you can work on ready-made contract templates that are always on hand and ready to use.
- Electronic signature. The Hatiroo® system integrated with the electronic signature platform allows you to collect signatures electronically at any time. The signer will approve the document with a few clicks, and will only need any device with a browser and an Internet connection to do so.
How to process contracts faster? Opinion and approval in a nutshell
Traditional document processing is still possible, of course, and many companies remain with this solution. However, it is worth being aware that it can be done more efficiently, easier, faster and… cheaper! How much can you save? Check out the article: Does the implementation of electronic document workflow pay off?
Author:
Krzysztof Rosół, CEO Hatiroo®
Expert in workflow and electronic signatures. He has been designing business processes and advising his clients on workflow efficiency for more than 15 years. He is the architect of many workflow system solutions, including the Hatiroo® system.
Author:
Krzysztof Rosół, CEO Hatiroo®
Expert in workflow and electronic signatures. He has been designing business processes and advising his clients on workflow efficiency for more than 15 years. He is the architect of many workflow system solutions, including the Hatiroo® system.Ekspert w dziedzinie obiegu dokumentów i podpisów elektronicznych. Od ponad 15 lat projektuje procesy biznesowe i doradza swoim klientom w zakresie efektywności pracy. Jest architektem wielu rozwiązań systemów do obiegów dokumentów, w tym systemu Hatiroo®.
