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Document Workflow

What is a document workflow?

A document workflow is a standardized digital procedure with which a document can be created / acquired, signed, registered, modified and stored in accordance with the law. The use of document workflows allows each organization to manage the life cycle of a document efficiently.

Life cycles of a document

Creation

Predefined corporate templates allow you to create different documents (press releases, offers, invoices, etc.) directly from the system.

VALIDAtION

The generated document can be inserted into an approval workflow. Each user has visibility on the approval progress.

DISTRIBUtION

The workflow allows you to automatically send documents via email or link to certain distribution lists.

CONSERVAtION

Digital preservation is the last step necessary for true paperless management. This means having the document always available and keeping it safe.

Examples of Document Workflow

Thanks to the document workflow it is possible to manage the steps of creation, organization, approval and sharing of any type of document: contracts, quality system documents, privacy information etc.

OFFER MANAGEMENT

The offer is processed with a predefined template. A workflow verifies the presence of all the necessary information and proceeds to carry out the approval flow. At the end of the approval cycle, the offer is simply sent to the customer.

document MANAGEMENT

The workflow for generating a circular begins with requesting a department. The circular is then numbered, registered and sent to a specific list, internal or external. Circulars are always organized, easily traceable and related to their recipients.

notice

The workflow begins with the sending of the notice containing the documents linked to each point. Subsequently, the workflow includes the collection of the responses of each summoned, the remote opening, the discussion with modification of any unapproved points and the automatic generation of the minutes, which requires a digital signature and shipment.

GDPR - DATA BREACH

The General Data Protection Regulation (GDPR) obliges organizations to notify the competent authority and affected users of any leaks or compromises of data within 72 hours.

A document workflow system allows you to promptly draft and send communications thanks to predefined templates and monitored processes.

Are you looking for a software that can help you in Document Workflow?

Here's what you can do with ARXivar's workflow modeler

SHAPING WORKFLOWS

Thanks to the workflow Graphic Modeler, guidelines are given for actions, times, constraints and participants in the activities.

RUN WORKFLOWS

The ARXivar workflow allows the company to simplify many activities, which virtually reach those who have to carry them out. The user is guided on the actions to be taken through the process tasks.

CHECK THE WORKFLOWS

There is no improvement without control. ARXivar monitors and measures the performance of each process to find possible bottlenecks and areas of inefficiency.

Workflow management of your company with ARXivar in 3 steps

Fully Drag & Drop Workflow Modeler

With ARXivar, creating a process and managing your company is very simple! All the phases of a flow are set up through graphical tools! By inserting and dragging shapes and arrows, you can define manual or automatic actions, constraints, times and users involved in the activities.

Speed and flexibility of flow management

The Workflow Modeler allows you to create and modify the structure and logic of activity flows. In a few clicks and promptly you can change an ongoing process.

The life cycle of the document

ARXivar manages the document throughout its life cycle and its validity states: draft, approval, acceptance, shipment, sharing etc. During the configuration phase, the approval status and the related users involved are defined.

Simplified operation

ARXivar allows the company to facilitate and speed up the performance.
For each task the user is guided by detailed instructions on the actions to be performed. Priorities and useful information are clearly highlighted in the details panel and all document management tools are made available immediately.

Interactive or automatic processes

The running processes can be interactive (involving and guiding the user in the execution of activities and operations), but also automatic.

Benefits

  • Well highlighted priorities
  • Customizable tasks and masks for operators
  • Possibility of directly starting external applications
  • Attachments and process notes
  • Direct access to the tracking system of all the operations carried out
  • Quick and easy company management

Traceability and measurements

The control and reporting tools allow management to supervise critical issues.
Process analysis with respect to standard times, how many and which processes have been started and completed over time, measurement of delays and performance.

User performance analysis with respect to assigned tasks and various analyzes on workloads, bottlenecks etc.

Request a free analysis for your company

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