What does the traditional workflow look like?

In companies that do not use an electronic workflow system, contracts and intra-company documents are sent by email. The first step is to create the content of the agreement, which is often worked on by several people from different departments. Subsequent versions of the document are created on the computer disks of individual people, and then attached and sent by e-mail, e.g. to employees of the legal department, who add the missing parts.

A contract prepared in this way often returns to the person coordinating the project, who faces the task of creating the final content of the document from multiple draft versions. This task is all the more difficult the more people have worked on the content of the agreement. Sending draft versions by email always generates chaos and makes the document take longer to create than it should. It is also worth knowing about the fact that contracts before companies are often dozens of pages long. It is very time-consuming to merge such a document from several or even a dozen, and yet these precious hours could be used to perform other activities that could bring real profits to the company.

How can an electronic workflow improve a company’s operations?

A good system for electronic document workflow will make the problem of clutter in work versions cease to exist. The step-by-step system will guide all the people involved in the document creation process through the steps, so that each of them will know when they should perform the actions. The Hatiroo® system is equipped with an effective notification scheme that reminds you when a task is completed and indicates the next person to whom the document should be forwarded.

The Hatiroo® system integrated with Microsoft 365® also means that you can quit working on files directly on your computer and attach them to your correspondence each time. Integration with Microsoft 365® allows everyone involved in a project to work on a single file, even at the same time. Such a workflow means the end of problems with merging changes and finding the right versions of documents.

A good system for electronic document circulation will allow you to streamline your work, speed up processes, reduce the time of preparation, and thus also the signing of contracts that have a real impact on the company’s profits.