Why are document workflows important?
The ability to organize workflows around a document is crucial. Thanks to workflows, organisations not only ensure that tasks, process times and steps within and outside the organisation are carried out in a structured manner, but also that they are enforced.
In this way, organisations ensure that agreements are kept, certain steps are always taken and that everything goes according to a set structure.
Because organizations are more and more in chains and therefore collaborate more with other organizations, it is crucial to have a grip on processes surrounding documents.
Moreover, workflows are the foundation for an organization not only to work efficiently, but also to be compliant. It makes steps taken, actions and procedures involving documents easy to understand afterwards.
Organisations without a workflow are often faced with document loss or that certain steps or actions have not been taken (often without anyone knowing). There is no grip, no control and so this can cost an organisation money and has a negative impact on quality.
What is a document workflow?
A document workflow is a process belonging to a document of one or more steps. Each step contains a possible action, automated or not.
Actions have roughly two options:
- A human (manual) action
- An automated operation
A human manual action is, for example, reading and approving a document or (digitally) signing a document.
An automated action is, for example, adding a watermark, merging documents, converting to PDF or, for example, sending the document to a certain person.
These steps can also follow each other and this creates an entire process, the workflow of the document. So it is actually about who, what and when in the process around a document.
The possibilities of a document workflow
With M-Files you can very advanced and at the same time very easily set up a workflow via a drag and drop principle. This allows you to intuitively adjust steps or change the conditions, sequences and consequences of certain steps and actions.
The great thing about M-Files is that it is so user-friendly that process owners can arrange this themselves. In this way, IT departments are spared and who knows how the process works better than the people directly involved?
What’s more, M-Files makes processes visually comprehensible in this way, which makes it even easier to set them up and further optimise them.
A document workflow can support a wide range of processes, here are a few examples:
- Document archiving
- Contract approvals
- Quality management procedures
- Onboarding new employees
The advantages of document workflows
With document workflows, organizations create more grip and higher efficiency in a smart way. We list the most important benefits of document workflows for you.
Capture & enforce process
Many processes in the organization are spontaneous and manual. Thanks to document workflows, these processes take place in a structured way and, more importantly, you can enforce processes. For example, a contract can only be signed once it has first been approved.
In M-Files, organizations visualize processes and the underlying steps and actions. This creates a nice overview and provides insight into possible optimizations and improvements.
Make your organization lean
Because processes are insightful and can be adjusted quickly, organizations quickly discover bottlenecks and waiting trays. In this way, organizations can easily optimize their processes.
Video about document workflows
Watch the possibilities of document workflows.