Document flow digitization and automation can literally considerably influence your business.
Manual processes lead to the permanent dependence of the company’s success on the human factor, and slow response time will certainly hinder its development. On the contrary, documents flow processes automation allows a company to become more flexible, efficient and responsive to any changes.
However, if you use modern ERP systems, such as MS Dynamics 365 or Acumatica, documents flow automation becomes much easier. For example, Acumatica marketplace offers a plenty of ready-made solutions. While Dynamics 365 has an Organizational administration module, which can be customized to meet any needs.
10 most popular business processes in EDF (electronic document flow), which can be quickly implemented using ready-made modern solutions, are presented below:
Table of Contents
#1 Document approval
Document approval processes automation is one of the most popular ways to improve the efficiency of working with documents. It is probably one of the most easily customizable processes, as well if there is an EDF or a similar module in the ERP.
For example, the contract negotiation process will consist of the same steps, but it will be digitized. In real time, you will be able to see that the lawyer has already approved the contract, but the accountant has not verified it yet. You don’t need to waste time on calls and letters to get this information.
Alongside the regulated approval of external documents, this process can include universal approval of arbitrary documents according to ready-made routes and the ones created by users. And if in the traditional document flow there often happens the loss of document versions, missed deadlines and useless working time expenditures, EDF makes it possible to not only reduce the number of iterations, but also to limit the users’ functions.
#2 Familiarization with the documents
EDF allows you to optimize personnel and administrative work in the company. Verification of job descriptions, safety rules or administrative documents can be transferred online.
But instead of manually sending them out by e-mail or posting on internal portals, it is better to set up a digital familiarization process considering the organizational structure and access rights.
#3 Contractual activities automation
Here we can talk not only about agreeing a contract, but also about automating the document’s entire life cycle, including its execution. It is important that contract negotiation is linked to other business systems (eg ERP) and is also integrated with external solutions for the exchange of documents with third-party counterparties.
Automation of contractual activities also enhances the ability to work together and find the necessary documents.
#4 Electronic documents signing
The electronic documents signing significantly broadens the range of the company’s opportunities. Having an electronic signature, you can carry out civil transactions, provide and receive public and municipal services, participate in electronic auctions and perform other legally significant actions via the Internet.
Any modern ERP makes it possible for you to integrate this feature into your system.
#5 Holiday and business travel requests
Automating this process helps to relieve your HR department and department heads. The processing time for these typical requests is reduced to 2-3 minutes instead of days.
Automation of business travels can cover the entire process: from creating requests, booking tickets and hotels, as well as generating reports. At the same time, communication, as well as a clear distribution of tasks between all participating departments, is ensured.
#6 Payment requests
Automation of payment requests helps to meet payment deadlines to the companies, to simplify workflow and reduce the error rate to the employees and to track the complete cash flow picture at any time to the management.
At the same time, it is possible to create any scenario of the company’s tasks approval. For example, a marketing manager creates a request for payment for the freelancer’s work, the department chief approves this request and sends it to the accounting department. After payment, the marketing manager informs the freelancer that his work has been paid. And at the end of the month, the chief will upload a report on marketing costs and will not waste his subordinates’ time.
#7 Office service requests
Automation of this process helps to provide employees with the necessary stationery and equipment on time, as well as to plan its purchase. It allows management to increase the transparency of business activities, as well as to optimize operating costs.
#8 IT service requests
Automating this process will be beneficial for both a full-time employee and a freelancer. In both cases, the IT specialist will get all the applications through a single system. When you have a complete list of tasks in front of your eyes, it’s easier for you to categorize them by importance and set deadlines.
If you use the services of a freelance IT specialist, such automation will help you to save on his services and not to call him into the office for minor tasks.
Have you already decided what to automate?
Implementation of document flow is time-consuming, but quite an achievable, task. Preliminary preparation and checklists will facilitate the implementation process and increase the rate of effective use of EDF in the future.
About Carson Derrow
