Digital Document Workflow Automation

• How much wasted time is consumed in business processes by moving paper through and between organizations?

• What is the impact of misplaced documents in conducting business in a competitive global market?

• How difficult is it to find a needed paper document when it is in an in-process status?

Solution:  DocAgent Digital Document Workflow Automation

Eliminate the paper bottleneck in business processes with an efficient, digital document workflow.  Instead of moving paper documents from one knowledge worker to another, digital documents arrive in a work queue in arrival sequence with priority sorting for transactions that must be expedited.

What is DocAgent Digital Document Workflow Automation?

Digital Designs DocAgent Workflow module is an electronic document routing system that enables users to process work more efficiently, faster, and more accurately than with traditional paper processing.

Digital Designs DocAgent Workflow Module is beneficial whenever successive points of input or action are required in order to complete a task, process, or procedure. From processing applications to approving expense reports to managing remittance processing, workflow streamlines collaboration and accelerates the completion of critical business tasks. Additionally, Digital Designs DocAgent Workflow Module can easily integrate with and provide the backbone to e-commerce solutions as well as be tied to organizations core ERP and CRM systems.

With Digital Designs DocAgent Workflow Module, users or integrators define and configure document states, rules, actions, and lifecycles with a comfortable Windows interface. Upon configuration, workflow instantly routes documents through the business process as each increment of user or system work is completed within a queue. Digital Designs DocAgent Workflow Module also supports such advanced features as alternate routing logic, automatic criteria calculation, rendezvous, simultaneous notification, load balancing, reporting, ad hoc workflow, VB scripting, and API functionality for integration with core legacy or ERP/CRM systems. When integrated with Digital Designs Hosted Solutions model, the benefits of Digital Designs DocAgent Workflow Module can be made available via the Internet to users throughout your company, regardless of their location.

Workflow Application

Workflow, which is entirely point-and-click configurable, has been designed to allow for quick implementation. Much, if not all, of the programming that is required by traditional workflow systems has been eliminated. Workflow configuration consists of two central windows: the Tree Configuration window and the GUI Configuration window.

The intuitive design of the Tree Configuration window provides a workflow designer with the tools to define the work (system, user, or timer) to be accomplished at each queue and define the rules and actions that determine how documents will be routed. Simple right-click mouse functions and easy to understand configuration windows give non-programmers an unprecedented ability to design and deploy sophisticated workflow solutions.

The Workflow Administrator window allows the designer to determine how the actual flow of a life cycle will appear and how documents will be transitioned through the life cycle. Through the use of a configuration toolbar and grid map, workflow life cycles are designed within minutes. Upon the creation of the life cycle queues, the graphic layout and the transitions, a basic workflow has easily been established.

Once the workflow layout and transitions have been defined, the designer completes the life cycle queue attributes by returning to the Tree Configuration window. The designer can choose from a large pre-defined list of rules and actions, or custom define rules or actions, utilizing VB scripting, through a robust set of exits provided in Digital Designs DocAgent Workflow Module.

Users enter workflow by selecting the workflow button on the Digital Designs Client toolbar or by selecting the menu option "Workflow Inbox" In a normal user environment, the user will see only the queues to which he or she is assigned. The administrator can elect to hide or show a disabled icon for those queues to which a user does not have access.

In order for a document to enter a workflow process, its document type must be associated with a specific life cycle. A document type can be configured to enter a lifecycle at a specific queue and automatically initiate workflow. Documents are brought into a workflow life cycle in all of the same ways documents can currently enter Digital Designs COLD, DIP, Imaging, etc. Selecting a document from the Digital Designs Document Retrieval window and selecting the "Execute Workflow" option will manually start a workflow life cycle. Digital Designs can also initiate workflow from electronic forms, Internet forms, and e-mail messages.

Once in Workflow, users see a list of documents that are waiting in their respective queue. A task bar displays the user options for that queue. The user, upon selecting a document, can "Begin User Work" select a task to perform from the task bar, or route the document to another user or queue. The "Begin User Work"option prompts some type of user interaction, such as a question for the user to answer or series of tasks that the user should perform. When the user completes all user work and tasks, the document continues through workflow and the user proceeds to the next document. When a document is at the end of a lifecycle, there are options for eliminating, archiving, or sinking the document.

Typically, queues are shared by groups of individuals. Many workers can share the same queue, but they would only see the files assigned to them. To the user, it appears as if they are the only one using the queue. Queues can also be configured without any user work. These are called system or server-side queues. They handle background processes such as ticklers, timers, and other data processing functions.

Features

Product Directory

Document Output Management
Mailroom Automation
Document Content Interchange
Digital Document Delivery
Digital Document Archive
Workflow Automation

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• Ensures that documents are routed in a standard, controlled, and prompt manner

• Accommodates exceptions to the configured model by assigning specific users with rights to add or exempt stages on an ad hoc basis

• Forwards documents without delay to each successive phase

• Automatically distributes documents to specific work groups

• Allows documents to be prioritized in each queue. If there is no priority assigned, the documents are sorted by the date and time they enter the lifecycle

• Productivity Reports and Audit Queues allow periodic review for quality assurance

• Supports Internet access for users outside of the immediate office environment

• Processes are easily added or adjusted at the document, process, group, or enterprise level by specified users or administrators

• Point-and-click configuration enables customization of both the routing and the user interface without programming

• Integrates seamlessly with other Digital Designs modules and incorporates powerful cross-referencing to COLD, image or application documents

• Extensive set of pre-defined rules and actions adds to ease of configuration

• Integrates easily to other legacy systems utilizing VB scripting and robust API calls

• Complies with SAS 70 Type II and other accounting standards

Want More Information?

• Download a PDF on Accounts Payable Workflow.
• Be sure to check out our upcoming Webinars.  
• You can also download a White Paper on A/P Invoice Automation.

For more information on automating your Digital Document Workflows, to schedule a free one-on-one consultation, or to find out more about our other Document Management solutions for the enterprise, contact us today!