No matter what industry you work in, document workflow management is likely to be an integral part of your job. By optimizing document management, teams can avoid duplicate data entry and reduce risk caused by errors.
When choosing a solution for your business, it’s essential to consider your specific needs and requirements to select the best solution for your company. The solutions we cover in this article are just a few of the many document and workflow management software platforms available on the market today that help businesses manage documents more efficiently.
What is a document management workflow?
A document management workflow is a defined, consistent process that determines how documents are created, approved, published, and archived. This includes everything from paperwork to digital files and can consist of any document throughout its entire life cycle.
A practical document management workflow will increase efficiency and productivity while reducing the chances of errors. A well-designed system will also make it easier to find and retrieve documents when needed.
When designing a document management workflow, there are a few key things to keep in mind:
- You need to understand who will be using the system and their needs.
- You need to determine what processes need to be automated and which can be done manually.
- You should establish what kind of tracking and reporting you need to ensure the system runs smoothly.
Why do you need document workflow management software?
This is a type of software that helps businesses to manage their documents electronically. There are many benefits of using this type of software. Perhaps the most obvious benefit is that it can help to save time. If you are still using paper documents, you know how time-consuming it can be to keep track of them.
With document workflow management software, you can effortlessly search for any document you need and access it quickly. This can save a lot of time in the long run, as you will no longer need to waste time looking for papers that you know are somewhere in your office. Everything will be right at your fingertips and on the computer screen.
Another benefit is that it can help improve your business’s efficiency. When documents are stored electronically, they can be easily shared with other team members. This means you can avoid duplicate data entry and get everyone on the same page more quickly.
In addition, a document workflow management system can help automate workflows such as document approvals, which can speed up processes, reduce turnaround times, and further improve the efficiency of your business.
Finally, it can help improve your document security. If you are using paper documents, then there is always the risk that they could be lost or stolen.
However, when you store documents electronically, they are much more secure. This is because they can be password-protected, and only authorized users will be able to access them.
5 ways to optimize your document workflow management
These are five ideas for optimizing the document workflow management software and keeping everything running smoothly.
1. Use automation for document generation, routing, and approvals.
It would be best if you considered automating as many of the tasks in your document workflow management system as possible. This will save you even more time and help improve your business’s efficiency.
2. Integrate with existing apps.
If you are using multiple software solutions for your business, you should consider integrating them with your document workflow management system. This will allow you to automate tasks and save even more time.
3. Set up notifications.
One way to ensure your system is being used properly is to set up notifications. This way, you can be alerted if a document has not been approved or there is another issue.
4. Capture signatures electronically.
Document signatures are critical in the business sector, and keeping up with today’s technology and apps allows users to get signatures and store them for future reference for any contract on the go.
5. Use forms and portals to centralize and standardize incoming data.
To keep track of all the documents in your system, you should ensure that all the information on each card is up to date. This includes the title, description, keywords, and other relevant information.
5 of the best document workflow software
Many different software solutions available on the market today can help you manage your documents electronically.
Before choosing a particular solution, it is essential to think about your specific needs and requirements. Once you have done this, you can compare the different options and choose the one that is right for you.
All on this list have specific capabilities and features like creating custom templates, tracking document approvals, and generating reports.
1. Pipefy
Pipefy is a low-code BPA platform that businesses can use to manage many types of processes, including document management.
With an easy-to-use intuitive visual interface, Pipefy makes it possible for any user with permission to create custom workflows that can then be shared with team members who need them.
The software solution comes preloaded with customizable templates, such as employee onboarding and marketing approvals, so you don’t have to do all your own designing from scratch — saving time while still being able to put together something unique according to each company’s needs.
In addition, there are many third-party add-ons available if needed to make document management smoother.
2. Process Street
Process Street is a cloud-based workflow management solution that makes it easy to automate your business processes. It offers an interface designed with dragging and dropping in mind, which means you can create customized workflows quickly without any coding knowledge required.
Processes also come prepopulated for common tasks like onboarding or marketing approvals, so all the hard parts are taken care of before even starting on new projects. In addition, there are built-in templates, giving entrepreneurs even more options when designing their own unique processes.
3. Zapier
Zapier is a cloud-based solution for managing workflow. It provides a simple, drag-and-drop interface that makes customizing processes easy. With built-in templates to help with common business tasks, like onboarding and marketing approvals, this tool will save hours of time every week by taking care of all aspects involved in these jobs.
4. Nintex
Nintex is a cloud-based workflow management solution that enables businesses to automate their processes. It offers a drag-and-drop interface that makes it easy to create and customize processes. Nintex also comes with built-in templates for common business processes, such as onboarding and marketing approvals.
5. Kissflow
Kissflow is a user-friendly, cloud-based tool that makes customizing processes easy. With built-in templates to help with common business tasks like onboarding and marketing approvals, this program will save hours of time every week by taking care of all aspects involved in these jobs.
Examples of how document workflow solutions can be used
Here are some examples of how HR and finance processes can managed:
HR processes
The HR department can use document workflow management software to keep track of employee files. This includes tracking the progress of applications, onboarding documents, and performance reviews. It is most helpful when needing to recruit a substantial number of employees. The records are saved, and you can return and recruit as needed without all the unwanted documents.
Finance processes
The finance department can use a document workflow management system to streamline invoicing. This includes creating invoices, approving them, and sending them out to clients. It can keep track of all payments made, late payments, and payments owed. This helps when it is time to do a profit and loss report and helps out dramatically during tax seasons.
Make sure you have the right document workflow system for your team
The better the document workflow system your team has, the more efficient your company will operate and remain organized. It may take a bit of trial and error, but eventually, you will find what your team needs.
Try to find software programs that have free trials. This way, you can test out the system before committing to it. Also, read online reviews from other users to get an idea of what others think about the solution.
When you finally find the right system for your team, train your employees on how to use it. The last thing you want is your team to misuse the software. Without the proper training, teams may not experience the full benefits of the software, and could cause additional issues in the long run.
An efficient document workflow software can save your company time and money. It can also help to reduce errors and increase productivity, so take the time to find the right one for your team. It will be worth it in the end.
