How does the electronic workflow work?
Basing a business on exchanging documents in the classic form and finalizing transactions and signing contracts in the traditional way is increasingly seen as inefficient and environmentally unfriendly. Modern tools and solutions that make it possible to eliminate or reduce paper consumption make more and more companies decide to digitize their processes.
Basing the functioning of the company on an intuitive system for electronic document circulation has a real impact on accelerating the finalization of contracts and increasing profits. How does such an electronic document workflow work and what opportunities and benefits does it offer?
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Advantage of paperless solutions over print
The issues related to moving company procedures to the web became increasingly loud in March 2020. The COVID-19 pandemic caused many employees to start performing their duties remotely, and the need for traditional paper document processing began to be problematic and a threat to business continuity. Electronic document workflow systems have become the ideal answer to companies’ current needs.
A good system for electronic document workflow is exactly what modern tools supporting the development of a company should be – flexible, intuitive and mobile. In companies where documents are processed electronically, employees can be in completely different locations around the world, and the company continues to function smoothly and without hindrance.
Why then don’t all companies choose to digitize their processes? The reason is often fear of cost, which often stems from an unawareness of the real costs of traditional document processing. According to PWC, the total cost of printing one page is as much as PLN 3, and not, as you might think, just a few pennies (source). The cost of printing is not just a sheet of paper and ink. It’s also filing fees, document shipments, equipment leasing, the cost of proofreading or reprinting as a result of an error, and paying for the labor of the person who handles the machine. On top of that, there are costs that are difficult to count, namely… lost copies of a contract that just happens to be urgently needed. You can read more about how electronic document circulation can help save money in the article Is the implementation of electronic document circulation worth it?
Learn more about electronic document workflow
Electronic document workflow – when will it work?
Implementing a system for electronic document workflow can significantly reduce operating costs and save time, which can be spent on more important and productive work. Electronic document processing also allows you to keep your documents in order, which does not require any effort from your employees (printing, pinning, filing) – the system does it for them.
Does this mean that every company should use an electronic document workflow system? Of course not! If your company processes 5-10 contracts per year, it will most likely cost you less to finalize them by traditional means than to buy a license for an online document processing tool. However, an electronic document workflow system will be cost-effective from 20 contracts per year, and the more documents you process, the advantage of e-tools over traditional solutions will increase.
Electronic workflow – how does it work?
What possibilities does the Hatiroo™ electronic document workflow system provide and what activities will it help you automate?
- Tasks. In the Hatiroo™ system you can create tasks that you will assign to specific people or departments in the company. You can add attachments and due dates to tasks, among other things, and you can create documents from scratch or use ready-made templates.
- Notifications. At each stage of document processing, the system will generate notifications for people who should be able to view the files or perform some action.
- Reminders. The system will generate reminders so that none of the people involved in the project will overlook the tasks they have to perform. The system will also remind you of the expiration date of a given task.
- Repository. The documents created will be stored in a secure file repository, so that it only takes a few clicks to find a contract that was signed even a few years ago.
How to process contracts faster? Opinion and approval in a nutshell
The Hatiroo™ electronic document workflow system can also be integrated with other tools that expand its capabilities. Integration with DocuSign® allows prepared documents to be quickly signed, both by people within the company and by contractors. On the other hand, the combination of the tool with Microsoft 365® allows multiple people to work on a single version of a file, making the process of creating document content much easier and faster.
The Hatiroo™ electronic document workflow system is an intuitive and flexible tool, allowing you to adapt all processes and procedures to the specifics of a particular company. The system works from a browser, so employees can access it from anywhere and from any device with Internet access. Hatiroo™ is a tool that significantly improves work comfort and efficiency.
