Digital document management facilitates and speeds up many business processes, so it is profitable and convenient for companies to use electronic documents instead of paper counterparts. However, the more working documents must be processed, the more complicated business processes become. In this case, document workflow software comes to the rescue. Thanks to the effective management of document flow, it is possible to optimize business processes and make the interaction between separate departments organized and harmonious and the cooperation with partners — easy and convenient.
Typically, working with documents includes the entire cycle, from the creation of a specific contract, invoice, or another form to commenting, approval, archiving, and reporting. All this can be done together with the software that the airSlate service offers for businesses in any industry and of any size.
What is document management workflow?
Document management is a complex system that includes dozens of different processes: editing, saving, signing documents, etc. After the document flow has become digital, everyday operations require less time and effort to perform. However, the way documents are managed also matters. This factor affects the costs and profitability of the enterprise, as well as the level of staff productivity and customer satisfaction. Therefore, digital document management comes to the fore when one encounters many tasks and documents that must be approved, changed, exchanged, or stored as organized as possible.
Thanks to form automation solutions, it is possible to achieve effective indicators, automate repetitive routine processes, and even set up a notification system for changes to certain documents and set reminders that come to users when there are unfinished tasks.
Main DMW options
Document management workflow (DMW) includes any interaction with digital documents contributing to the automation of processes. In general, this includes the following opportunities:
- Creating, editing, or restoring documents.
- Exchanging files and sending forms for signature or agreement.
- Commenting and collaborating on forms.
- Tracking the life cycle of documents and working with analytics and reporting.
- Avoiding file duplication and storage of outdated files.
All these options are performed according to business requirements and the logic of internal processes adopted by the company. Therefore, it is business owners or other responsible persons who get the most rights to manage the most important folders and individual files, including those containing personal or confidential information. Other participants in the process are given separate access rights to folders or files. In this way, the openness and transparency of processes do not contradict the requirements for security and data protection.
As for security, it is given key importance because it is about potential financial or reputational risks. That is why the airSlate service pays so much attention to the best security standards. You can be sure that any documents you use, edit, store, or share with others are always in maximum security.
Do you need a DMW?
Are you willing to spend hours searching for the right document or use a lot of software to efficiently interact with the right files? If not, you should establish document flow management.
An IDC study based on a survey of IT professionals concluded that about 21.3% of productivity is lost precisely because the right files are difficult to find when they are needed. In addition, resources and time for agreement and signing of documents are lost. The process of working on documents is delayed, and the execution of important tasks slows down. And this can be done if you systematically approach the document management process in an organized and convenient way.
Benefits of digital document workflow
Document management using special software or cloud web services is an effective response to the challenges of time and meeting current business needs. In services like airSlate, you can work with different iterations of a document, use bots to automate repetitive tasks, and have even more advantages:
- Convenient search
- Use of metadata
- Application of ready-made templates for preparation of new forms
- Use of electronic signature
- Editing of documents in all popular formats
- Protection of personal, financial, legal, or other information not intended for disclosure
All this leads to optimization of work processes, productive cooperation with partners and colleagues, and reduction of costs for maintaining large archives. Interaction with files is reduced to a few clicks, which cannot be achieved with paper documents.
You no longer need to spend time searching in file cabinets because the information is stored in a structured way, and the search system will find the necessary file in a matter of seconds. Now, you will have enough working hours to perform more interesting or important operations.
And the last but essential argument is profitability. By fully switching to digital documents and using a comprehensive document management system, you can save up to 40% of costs annually.
Store, annotate, share, analyze, and automate. Try how much it will relieve your shoulders!