Workflow: Business Process Management Software
Electronic routing standardizes and expedites processes with rules-based automation
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THE NEED
Paper shuffling, misplaced documents, poor document routing and interdepartmental collaboration, and lack of oversight all lead to missed deadlines and additional costs. Consider, for example, a typical accounts payable process. For every invoice that comes into your office, the accounting department must figure out which department is responsible for the bill. Next, the paper bill must be routed to a department head for approval and initials. Finally, the bill goes back to the accounting department for payment. That simple process, depending on which people are involved and what their schedules are like, could take days—or even longer without online invoice distribution. In addition, managing the transaction flow and ensuring secure file distribution and transmission is nearly impossible in a paper-based system. 
Sequences much more convoluted than this have become commonplace in response to today’s business demands and an ever-growing number of government regulations. And most of these longer, more complicated business processes need to be audited and documented. Substantial time and money is saved when you work with a workflow vendor that helps you to digitize and automate all of these processes; distribute online, electronic documents and information effectively; and automate approvals through implementation of workflow technology.
Workflow solutions help you streamline e-processes for optimum efficiency, ultimately increasing employee productivity and reducing cycle times. Digital document sharing and the ability to distribute work and online files digitally enable you to increase employee productivity and improve customer services. A web-based workflow management software system helps you reduce paper flow, manual processing, and document distribution costs as well as prioritize business tasks electronically. Plus, documenting activity can be automated.
THE DOCFINITY® SOLUTION
With DocFinity Workflow’s online workflow technology solutions, the need to pass documents from desk to desk is eliminated. Workflow is an electronic document routing system that increases productivity, accuracy, and efficiency over traditional paper processing. Automation of your business processes simulates the way you currently distribute and process your business documents and electronic files by making it possible for users to automatically route scanned documents, COLD-ERM reports, e-forms, e-bills, and PC files in a multi-company and/or multi-departmental environment. 
If you are struggling with how to reduce paper in the office and are looking for a better way to push work to the right people at the right time, automating your processes can help. A workflow process system is designed to help you control information flow, deliver electronic information efficiently, assist with collaboration between departments, and expedite critical business tasks. You can even reduce shipping and postage costs with digital workflow, since documents that require approvals and action are pushed forward electronically for action rather than through the mail system. Best of all, all of the features of Workflow can be accessed through a standard Web browser.
OIT’s Workflow engine includes a powerful, easy-to-use, graphical user design tool that allows workflow designers to actually illustrate the workflow and stipulate routing rules. The software stores all of the workflow controls in the database. This simplifies workflow process administration and provides powerful capabilities.
When Workflow automation software is used in conjunction with other DocFinity electronic document management software applications, its power and functionality are expanded. For example, DocFinity Electronic Signature Server offers companies secure electronic workflow, e-document distribution, and encryption abilities. And XML FormFLOW facilitates online data and form distribution based on information gathered from electronic Web-based forms, so that you can distribute web-based documents, files, and work automatically. Workflow process technology enables you to measure and manage productivity, addressing a company’s need to process work more efficiently in a competitive marketplace. Together, document management and workflow facilitate automated document processing, and become the springboard to true efficiency.
The DocFinity Workflow Client has a modern, easy-to-read look and enables viewing and previewing of information. The Flash format dramatically reduces the number of clicks and increases processing speed. The DocFinity Workflow solution also includes the Workflow Transfer Utility, which enables users to transfer their production workflow designs to a testing environment for corrections, adjustments, or additions. OIT’s services staff is available to help you quickly deploy robust workflow solutions that will meet your organization’s unique challenges and help you compete successfully in the marketplace.
