DocuXplorer’s workflow designer lets you automate each step of your organization’s unique business processes. Save time on core tasks, improve every department process, and conserve crucial resources.
A key component of document management is Business Process Management (BPM). BPM translates your organization’s vision into actionable business processes. The primary goal of an effective document management workflow (DMS workflow) is to reduce or eliminate unnecessary manual tasks and automate value-added processes.
A workflow is a collection of tasks that alerts various people to perform specific actions. In business process management software like DocuXplorer, workflows automate the completion of a multi-stage task. When a task is completed, the workflow moves it on to the next step (and next person) in the process without a user having to manually send it along.
For example, when your administrative staff scans agreements into your document management system, a workflow can send a notification to a supervisor to notify them that a new contract requires approval. When the supervisor signs and approves the file, a workflow can notify the next staff member in line that this action has occurred.
Workflows are all around you. Within all of the repetitive tasks that you complete each day are workflows waiting to be automated. Any task with multiple steps that need to be sequenced is a workflow.
Does your employee onboarding process require new hires to fill out start paperwork, which needs to be approved and filed, or training materials to be distributed? That’s a workflow. Does your team have to scan purchase orders and send them to a manager who approves them before forwarding them to accounting and procurement? Bingo. We have another workflow.
The better you identify workflows, the more workflows you can automate within Docuxplorer to get your business processes moving faster and more seamlessly.
DocuXplorer comes with a library of pre-built workflows for common document processes like approvals, reminders, and digital signatures. Clients who require customization can edit these templates, build their own workflows from scratch, or let a DocuXplorer expert build them.
Businesses are built on recurring processes. What is easy to overlook is the power these smaller, day-to-day actions hold in helping a business establish itself as an efficient, competitive leader.
Not to mention that simplifying your daily processes saves time and money. The benefits of automated workflows are plenty, but in the interest of time, here are a few examples that apply to any company in any industry.
Automation reduces errors associated with manual input and manually tracked processes. When your workflow is automated, you don’t have to worry about your team member forgetting to send a file or neglecting to inform a manager about an urgent request. Setting up your workflows allows DocuXplorer to do it all for you.
When your employees aren’t spending time with manual processes, they’re spending more time doing the work that really matters. The average worker spends 58% of the workday on coordinating work. That’s over 1,200 hours you could get back every year or the equivalent of 150 additional days you can redirect to skilled or strategic work.
After setting up your document management workflows, you can track them on a dashboard and identify and resolve bottlenecks or uneven workloads. Your workflows will have your business processes running like a well-oiled machine and will set a foundation for continuous improvement.
Automation doesn’t only get your team to do their best work. When your business process management requires less manual intervention, your teams can immerse themselves in deep work. Context-switching has proven to be a killer of productivity, with people reporting that it takes 9 ½ minutes to get back into a groove once they’ve switched between tasks and apps. That means every time an employee has to stop what they’re doing to hunt down a document or check on an approval, they’re losing time and focus.
When you’ve successfully incorporated workflows, a significant portion of your work gets done without you having to lift a finger.
Since the early 2020s, companies that still relied on manual, paper-based processes and in-person work have been forced into a new all-digital reality. Companies with even just a few remote employees—as well as those with multiple locations—have realized the value of digitalization for effective collaboration between teams. Workflow automation is an essential component of this.
Geographically diversified organizations need to streamline and limit delays as much as possible. Automated processes perform the digital equivalent of stepping into a colleague or manager’s office to get signatures or feedback.
You cannot scale a business if your team is spending all of their time on manual administrative tasks. As the volume of company data increases, you will quickly find the manual approach to be unsustainable. The efficiency and productivity gains that you get from introducing an automated document management workflow are exactly what you need to support rapid growth and keep costs down.
DocuXplorer’s workflow designer lets you automate each step of your organization’s unique business processes. As your documents are added to a workflow, they are sent to the right people, with email notifications directing relevant users to the next steps.
Need a contract securely signed? DocuXplorer comes with a prebuilt workflow for digital signatures, enabling you to send, track the status, set reminders, and store the legally binding, signed document.
DocuXplorer integrates with DocuSign, the most popular e-signature tool, and ZorroSign for blockchain-encrypted, legally binding digital signatures.
For power users and administrators, the DX Workflow dashboard allows you to monitor and track the status and progress of all workflows so you can anticipate any potential issues before they happen.
For power users and administrators, the DX Workflow dashboard allows you to monitor and track the status and progress of all workflows, so you can anticipate any potential issues before they happen.
Need a refresher on how to use Workflows? Check out our step-by-step video.
DX Workflows are powerful tools that can completely transform your document management system and empower your teams to do their best work.
Here’s a look at the actual results DX Workflows have generated for our customers:
A manufacturing company was wasting a lot of time on approvals and task management. Manual processes were keeping team members away from doing other high value tasks. They reached out to DocuXplorer to help them to solve this issue.
The DX Customer Success team helped them to set up a workflow to keep track of the tasks assigned to each employee. The workflow helped them to see how tasks were distributed throughout the team to locate bottlenecks and determine where there were imbalances in the workload.
They were also able to set up an automated approval process by using OCR technology to identify the amount on each invoice and route it to the appropriate team members for each assigned amount.
By automating these two processes, they were able to process far more invoices per day and spend more time on other tasks.
A utility company struggled to deliver the best possible customer experience with their paper-based document process. As a state-affiliated agency responsible for water quality testing, the team needed to maintain compliance with strict regulations while ensuring quick access to records. But their manual workflows relied on pulling files from physical filing cabinets, printing reports, and mailing documents to customers.
To modernize their operations, they implemented DocuXplorer. With AI-powered search, the team can now retrieve reports in seconds instead of spending hours manually locating, copying, and mailing documents. This transformation has significantly reduced turnaround times for compliance reporting and customer requests, eliminating unnecessary labor and cutting postage and printing costs. By shifting to digital, the organization has demonstrated customer-centric service and positions itself to be future-ready and competitive.
Document management workflow solutions can save clients up to 70% of the time spent on manual processes. Effectively using workflows ensures that you maximize the productivity and efficiency gains you get from DocuXplorer. Workflows enable you to manage responsibilities, monitor productivity levels, and make your staff happier by reducing their time and effort.
