5 Reasons Why You Need an Electronic Workflow Management System Integrated with Your DMS

 

Every business, regardless of size, thrives on efficient workflows. These are the processes that seamlessly integrate people, tasks, and overall business operations. But when workflow protocols aren't followed meticulously, inefficiencies creep in, leading to bottlenecks and hindering progress. Inconsistent processes derail projects, impacting the entire business. Here's where an electronic workflow management system (eWFMS) integrated with your document management system (DMS) becomes crucial.

Streamlined Workflows with Enhanced Collaboration:

An eWFMS integrated with your DMS fosters a culture of efficient and standardized processes. You can define clear workflows with specific tasks, responsible users, and pre-defined approvals. This ensures project deliverables align with estimations, allowing you to identify and address potential roadblocks early on. Collaborative features like document annotations and version control facilitate clear communication and team interaction within the DMS itself.

Automated Workflows for Increased Efficiency:

eWFM systems automate repetitive tasks within your workflows, significantly boosting productivity and reducing turnaround times. Automated routing eliminates manual task assignment, and built-in notifications ensure users stay on top of their tasks. Pre-defined escalation matrices automatically trigger alerts when tasks exceed designated timelines, keeping everyone informed and accountable.

Enhanced Visibility and Control:

With your DMS and eWFMS working together, you gain complete visibility into all workflow activity. Track document movement in real-time, ensuring documents are error-free and properly vetted throughout the process. Customizable dashboards within the DMS provide insightful reports and graphical representations, offering a bird's-eye view of ongoing projects, resource allocation, and overall workflow health.

Flexibility and Adaptability:

eWFM systems understand that not every situation fits perfectly within a predefined workflow. They offer the ability to configure exceptions and deviations. This allows for pre-defined actions in case of escalations or when reporting structures require special handling. Deviations are documented and tracked within the DMS, ensuring control even when workflows take unexpected turns.

Unparalleled Security and Compliance:

Integrating your eWFMS with a secure DMS like ShareDocs Enterpriser guarantees robust security for all your documents and workflow data. Features like multi-factor authentication, role-based access controls, and data encryption ensure only authorized users can access specific documents at designated stages within the workflow. This is especially critical for businesses operating in highly regulated industries.

Additional Features for a Seamless Workflow Experience:

• Hierarchical User Mapping: Effortlessly publish workflows to large user groups using your organization's structure. Simply upload an organizational chart file, eliminating the need to manually map users to specific workflow steps.
• Bulk Workflow Actions: Perform actions like forwarding, rejecting, or sending back multiple workflow requests simultaneously, saving valuable time.
• Parallel Approvals: Accelerate your approval process by sending workflows to multiple approvers at once. The workflow progresses upon receiving approval from any, not all, designated stakeholders.
• Data Extraction for Workflow Automation: Extract key information from documents uploaded to workflows, enabling automatic workflow initiation based on the extracted data.
• Digital Signatures: Eliminate the need for manual signatures by incorporating electronic signatures using e-signatures, Aadhaar-based signatures, or token-based methods directly within the workflow.
• Automated Workflow Chaining: Automatically trigger subsequent workflows upon completion of specific workflows for a streamlined and uninterrupted process flow.
• Periodic Workflows: Schedule workflows to automatically initiate the next user's action at designated times, ensuring tasks stay on track and deadlines are met.

Conclusion:

By integrating an eWFMS with your DMS, you can break free from inefficient paper-based processes and unlock a world of enhanced collaboration, automated workflows, and improved document security. This translates to increased productivity, reduced turnaround times, and a robust foundation for achieving your business goals.

Ready to Streamline Your Workflows?

If you're struggling with excessive paperwork and manual processes hindering your productivity, contact us today. We can help you implement a customized workflow management system perfectly integrated with ShareDocs Enterpriser, our dependable and affordable document management solution. Let's create a more efficient and collaborative work environment for your business!

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