How Workflow Works in Education
DocFinity® Workflow provides you with total control over the workflow process. You can customize the flow of work to suit your particular needs on a step-by-step basis, taking into consideration the special characteristics of your institution, students, faculty, and staff.
Key Features
- All features accessible with a simple Web browser
- Easy-to-use graphical interface
- Fully customizable
- Ability to electronically route incoming materials and supporting documentation for applications, transcripts, change of address forms, administrative paperwork, alumni and donor records, etc.
- Offers customizable, complete system security
- Works with DocFinity API to flow processes through third-party software applications
- Integrates seamlessly with other applications, including Electronic Signature software and electronic forms creation software
- Logging, Tracking, and Auditing capabilities
- Email notification to inform users of new tasks
Each type of document—whether it is a letter of recommendation, a payroll form, an email attachment, a transcript request, etc.— is assigned one or more “rules” that consist of what action must take place, in what order, and which user or group of users is responsible for performing the action. When a document enters the system and is identified as a workflow document, it automatically appears in the work list of the user or group of users assigned to the first action. When the action is marked as completed, the document is automatically routed to the next appropriate step and next user or group of users for the next phase of processing. The document is electronically forwarded for further processing until all actions are complete.
Because action items can often be completed by any one of a number of people in a group, DocFinity Workflow allows you to assign groups to workflow actions. With “first in first out” (FIFO) distribution, the first available user in the group completes the action, marks it as complete, and allows the document to proceed to the next step. Group routing can substantially increase efficiency by eliminating bottlenecks. Groups can contain one or more members. A workflow can also be set to assign action items to the person with the least amount of jobs to perform or flow to the next person of responsibility within the assigned workgroup. Workflow also takes into account staff vacation schedules and other real-life occurrences that can interrupt flows. Never again will a process be skipped or delayed because the paperwork sat on someone’s desk.
DocFinity Workflow integrates seamlessly with other software systems, allowing organizations to make the most out of existing investments. It even has the ability to activate virtually any third-party application process to perform powerful decision logic functions. For example, a workflow could be configured to query a mainframe 3270 screen to get a financial number. The number could then be analyzed in an Excel spreadsheet using a complex formula. The workflow could interpret the results and decide who should receive the object.
Complete System Security: OIT’s DocFinity suite features extensive table-based security options. Administrators can assign or limit data access rights to any index level including the page level. They can also assign or limit authorization to system functions such as rerouting or canceling of workflow jobs and tracking of attendance. Administrators have the flexibility to assign security on a user-by-user basis or on a group basis.
OIT has focused its workflow development efforts around solving real world business problems—regardless of whether your environment is a small college, a large university, or a secondary school district. No matter how complex the workflow, OIT can handle it. It provides full administrative functions to supervise job flow and design and to prioritize workflow activity. At the same time, it ensures built-in security and maintains internal controls. DocFinity Workflow allows educational institutions to process more tasks without increasing staff, demand internal consistency and accountability for actions, and offer enhanced student services.
Discover how you can streamline your institution while ensuring the security, accuracy, and privacy necessary to conduct everyday business. Contact us to learn how DocFinity can transform your organization and help you provide superior services for your students, faculty, and staff.
