Product Guides

Automated Document Workflow Management: Beginner’s Guide

July 18, 2022
Author
Inkit Team

Documents are a crucial part of every business when it comes to managing your workflow.

And at no surprise, most organizations prefer digital document management when it comes to their operations and workflow systems.  It has plenty of advantages, especially compared to the traditional paper-based management system and as we’re about to cover below, there’s plenty you can automate here.

Document workflow automation management is designed to identify repeatable tasks and automate the creation, modification, approval, signing, storage, and retrieval of documents associated with your business processes. 

So, if you’re not sure where to begin when it comes to automating your document workflow management, here’s what you’ll learn below:

  • What Is Document Workflow Management And Why Is It Important?
  • 5 Benefits Of Automated Document Workflow Management
  • Essential Automated Document Workflow Features You Need

What Is Document Workflow Management And Why Is It Important?

Document workflow management refers to the systematic movement of documents between workers, people, and organizations. 

Essentially, it's how businesses handle their paperwork. The document follows the paths and operational actions before reaching the final report. Therefore it also helps to achieve work efficiency. 

Usually, as part of their document management lifecycle system.

How does document workflow management work? 

The working principle of automated document workflow management is to streamline business operations and maintain efficiency. 

Organizations or businesses use it to maintain their activities and workflow. 

The documents include non-financial documents like project proposals, documentation, guidelines, marketing materials, and many more. Though, there are a lot of financial documents you can automate as well.

Essentially, this is based on standardized templates in which you can automatically insert dynamic, customer information with an API request.

So, for example, once you receive a customer’s information from an online web form on your website, you can automatically generate a proposal based on their info

Once you have a standardized proposal template, you can automatically fill it in with customer information like:

  • Full name.
  • Address.
  • Company name.
  • Contact information.
  • And more.

Naturally, you can set up different templates for different workflows and operations. As long as they need custom entries in which your customer info gets pushed to.

graphic representing the automation of documents

Why is it important to streamline document workflow?

By streamlining document workflow you reap many benefits related to business operations.

Essentially, it helps with most business steps in which you use documents.

The system with all things documents security, quick storage, easy access, and many other processes. 

Let’s take a look at some benefits below.

5 Benefits Of Automated Document Workflow Management

Research shows that 45% of workflow tasks have the potential to be automated.

With this, you gain a ton of benefits which we’ll cover below.

Save time

One of the biggest (and most obvious) benefits of automated document workflow management has to do with time.

When you adopt automated document workflow management, it reduces the transmission for seeking its approval and other manual tasks.

From document creation to sharing it with the right person manually.

Out-of-the-box PDF generation
The easiest way to automatically generate and manage paperless documents at scale.
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Reduce errors

In addition to saving time, you eliminate manual and human errors.

Automate document management routing capabilities that track your workflow at every stage. It has excellent work efficiency that reduces errors. Keep in mind that your work documents have multiple checks at every step. 

Better storage and security

Automated workflow management gives better security. 

Every organization needs the protection of its documents. It is a high priority of every business that you can achieve with automated workflow management. 

The automated workflow management gives the layers of protection against all attacks. Therefore you can securely save your documents, including all the financial and non-financial essentials.

Integration of digital process

The workflow management also integrates the company process, including invoices management and many more. It helps achieve a seamless workflow system that enhances the organization or business environment.

Increased compliance

Last but not least, automated document management can also help with industry-standard compliance like HIPAA, GDPR, and more.

This is based on features like automated document archival or deletion, user roles and permission settings, and more. So that your sensitive documents get deleted automatically after a certain period of time or make it so that only specific people can view confidential data and documents.

Is document automation right for you?

See our full guide on what makes document automation possible for more info on this.

Essential Automated Document Workflow Features You Need

Automated workflow management has different processes and elements that reduce error. 

Here are some essential features that you need to follow for using the automated document workflow.

Document identification

Choose the document that benefits your organization. Enter it in the automated document workflow management system, and then the system will handle the rest. 

It gets the position according to organization values and guides you about it

This also helps with document control management by tagging your documents and files.

Workflow map

A workflow map is a simple diagram that shows the different processes needed to create a document. 

You have straightforward navigation through it for digital work automation. At the same time, it also helps to identify the various steps involved in work management. In addition, you can also make significant changes in the workflow map according to your requirements.

Users and permission settings 

With a document management system, you can set up custom user roles with custom permissions. This helps the system assign permission to every user and keep track of their work. 

This is especially useful if you manage a lot of sensitive information or documents that you don’t want “just anyone” to view.

For more information on this, see our full guide on user role setup and management settings.

Link forms and fields

Every document has a different format and field of work. The users should define the record field and add it to the system. For example, editable and financial documents are mandatory for particular users.

How To Streamline Your Business' Document Workflow Through Automated Documentation?

Once you think it's time to choose the automated workflow management system, the next step is to select the right software. 

This might be hard, however, as there are a lot of options for document workflow automation.

With the right tool, you can streamline your business needs and automate most of your document management tasks.

Not sure where to go from here?

Be sure to check out our detailed guide on 7+ questions for evaluating document generation software.

Out-of-the-box PDF generation
The easiest way to automatically generate and manage paperless documents at scale.
By submitting this form, I confirm that I have read and understood Inkit's Privacy Policy.
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