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How to Make the Most Out of Document Management Workflows

Holly Condon February 20, 2018

How to Make the Most Out of Document Management Workflows
Document Workflow
Operational documents, such as sales orders and invoices, are the lifeblood of any business. Business process management depends heavily on having a smart document workflow that allows you to keep both printed and digital documents properly organized.

Furthermore, regulatory compliance demands easy accessibility and robust security over all your documents and correspondence. That’s why many businesses are turning to cloud-based document management systems that fall in line with the requirements of modern organizations.

How the cloud helps with document management

If you’re still exchanging important documents between employees and departments using portable storage devices and email, then efficiency will take a serious hit.

Imagine, for example, that you received a sales order that needs to be forwarded from your sales department to your supply chain. Or, perhaps, you need to process a support request, in which case you might need to send a purchase invoice to the support department. In both scenarios, emailing said documents is extremely inefficient.

Document management systems offer a centralized approach whereby all relevant parties within your organization can access the information they need without going through the process of emailing, printing, or manually exchanging them. Add the cloud into the mix, and you have an entirely web-based repository that your staff will be able to access from anywhere. At the same time, you’ll be able to cut down on email server bandwidth while greatly reducing the risk of human error.

Integration with your core business processes

Any modern business relies on the interoperability of its technology infrastructure, and that’s why you need a centralized, preferably cloud-based, system for keeping your documents intact and easily accessible.

With seamless integration with your core business processes, such as CRM, ERP, and accounts receivable, every department will be able to access the information they need without working with multiple applications and digital storage systems.

You’ll also be able to create automated workflows between business applications. For example, when an invoice is scanned into the system, your ERP system will immediately process the document and send it to the appropriate accounts payable manager.

Automating repetitive processes

Modern businesses rely on their ability to quickly access the information they need, whether sales orders, support requests, invoices, or the latest job applications. However, ensuring that these important documents are processed quickly relies on minimizing the risk of human error by automating repetitive tasks. For example, tasks like filling in invoices and processing support claims can be automated to reduce the number of steps involved.

By automating repetitive document management processes, you’ll be able to enforce your data retention policies and stay compliant with industry regulations. Moreover, you’ll easily be able to set up automated email alerts to meet support resolution and sales processing goals. By contrast, failing to do so can lead to support requests being unresolved and important documents getting mislaid.

Enjoy complete control over your data

Optimizing document management workflows depends on a standardized approach whereby all your printed and digital documents can be bought together in a centralized repository. While the exact workflows involved will vary depending on your company’s scope and industry, there are a few basic steps that can help you get more out of document management:

  • Sharing and working on the same documents
  • Versioning control, archiving, and data retention
  • Automated data synchronization for backup and disaster recovery
  • Production of annual reports, such as sales figures and customer insights

Taking these steps to optimize your document workflow will benefit your company in multiple ways, such as improving workforce productivity and ensuring that your customers receive a faster and better level of service. At the same time, the increased efficiency will make a major impact on your bottom line.

With our all-in-one document management software, you’ll have a centralized place for all your digital and printed documents. No longer will your staff need to spend countless hours filing, searching through, processing, and retrieving the documents they need to do their jobs. Contact us today if you’re ready to transform your business for the better.

Holly Condon

With over 25 years' experience in the SaaS space, Holly brings a wealth of industry knowledge to the table. She previously held leadership roles at PairSoft's subsidiary PaperSave and resides in South Carolina with her family.

View all posts by Holly Condon
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