Benefits of Having a Document Approval System in Place
The efficiency of your organization is highly dependent on how fast you are able to produce and process mission-critical documents. It will help in ensuring prompt delivery of the tasks while taking care of the record maintenance and management.
Here are the benefits of having a document approval process workflow.
Standardization of the Documents Management
When you have a system in place, it will help every employee using the software to understand the hierarchy of document processing. As it has prebuilt workflows taken from templates or modified, it becomes easier for the participants to know the next stage of the task.
Visibility into the Entire Process
Any employee having access to the workflow will always know the present status of the project. Every step in the project that is documented and put up for review in the workflow will be displayed to the participants.
So if a manager wants to know the status of an article that is to be reviewed, they can know the same from the workflow manager. There is no need to ping different people on the team asking them about the status update.
Alerts and Reminders
Document processing systems like Cflow have built-in options for alerts and reminders that will notify the recipient of the document about its arrival. This will help in speeding up the process.
You can also set reminders for the person so that they don’t forget about the work and can complete their part quickly.
Parallel Document Routing
Having a digitized document approval system in place means you can send a single piece of documentation to different people at the same time and get their approval as well.
So the document won’t have to undergo table-hopping so things can proceed faster than before. For example, if you need the approval of two out of three managers on a document to process it further, you can send it to all three at once, and the moment two managers approve it, the document will be sent to the next stage.
This also helps different departments, employees, and leaders collaborate, allowing them to be on the same page at all times.
Storage of all the Documents
Every document shared by the document and workflow management software will be stored in the database. This way, you can always maintain a record of the files and documents without having to lose them in the process.
Given the permission accessibility, the requisite person can also access the data from the central database.
Keep an Audit Trail of Documents
Companies using a document approval process workflow can keep track of all the documents at any given point. They can see who has access to the documents, who has given the approval or rejected them, who has the documents at present, and so on. This helps achieve transparency in the organization, especially when it comes to handling documents and files.
A documented process workflow system can automate document indexing, which helps reduce human error in document processing and handling. As everything is managed from a centralized system that already has access control features, there won’t be any unauthorized accessibility issues. This ultimately keeps the entire system confidential and secure.
The cumulative impact of all these aspects is that your organization will become more efficient, productive, and transparent. As the employees will get a complete overview of all the documents, there won’t be an oversight. The real-time update feature in advanced workflow systems further helps with efficient document processing.
How to Setup a Document Approval System?
To streamline the document approval process workflow in the organization, you need to implement the same efficiently. Besides having the right infrastructure in place, you also need to understand the setup process for the best results.
Follow the steps we have shared to implement a document approval process system in your organization.
Have the Right Infrastructure
The inception of an efficient document approval system begins by having the right system in place. You’ll need to use the correct platform to manage your workflow efficiently. That is a platform that allows you to organize and categorize information in addition to storing it easily.
Team cooperation and performance analysis may become more challenging without a robust structure in place. One of the systems that you can set up is Cflow.
Cflow is designed to help you and your team reduce the stress and work of managing documents and getting them processed. You can scan, store, share, and manage the documents from within the software while using it to easily get approvals from anyone in the organization.
With solutions like these, you can manage the documents and keep track of their processing history. With Cflow, you can also create bespoke workflow systems, integrate any number of people within the workflow, and implement a simultaneous document processing system.
You can customize the workflows, create customized forms, get e-signatures, and manage everything on the cloud. All in all, look for a solution that can help you automate the entire approval process workflow system.
Identify the Type of Documentation
Businesses often have to deal with different types of documents. As you identify the right infrastructure, work on classifying the types of documents you need in your business.
While we cannot pinpoint the exact type of document you will process, there are two categories that are there in every business;
Internal documents are relevant to the internal business operations. So documents like getting budget approvals, onboarding new employees, verifying the contracts, setting up new policies, etc., will come under internal business documents.
These are the type of documents that also contain confidential information, which means you need permission-based software that allows setting access permissions.
The external documents are the ones that include parties outside of the organization. These can be client proposals, customer complaint resolution forms, legal documents, and others in a similar space.
The benefit of classifying the documentation type is crucial because it can help customize the workflow system accordingly.