Document Approval Software System

Documentation and getting approvals are an integral part of any type of organization. Without proper documentation, you cannot expect an organization to function smoothly. Plus, these documents help maintain a system and respect the hierarchy of things set in place within the workplace.

Businesses work hard to stay afloat and move forward, and for this, they adopt all sorts of measures. Managing the operational processes, specifically, document management is one of them and cannot be ignored.

Failure to have a system in place means in no time; the managers will have to face a pile of documents that need approval. Before long, you will realize that progress is slow because documents are not processed.

To tackle this issue and many others, we will help you understand the importance of document management, processing, and approval in this guide. You will also know the benefits of having a system in place and how to optimize it for the best results.

Document Approval Software System

Understanding the Document Approval Workflow

The systematic sequence of processes and tasks that a team must practice in order to examine and approve internal and external deliverables is known as a document approval workflow.

Document Approval Software System

The general steps in the document approval process include;

  • The document is sent for review to the manager or any other designated person.
  • The document is then either rejected or approved by the receiving party.
  • In case it is rejected, the same is sent back to the sender for modifications.
  • The modified document is then approved by the receiving party.

In this, we cannot designate the exact number of persons who will have a say in the document’s matter and material. Hence, the workflow helps streamline the entire process by dividing it into stages and getting the final say from the next superior in the hierarchy.

Now, several types of documents will become a part of the approval process workflow in your organization. You need a system that can process and authenticate every one of these documents smoothly and precisely.

While the traditional practice was for the person who wants the document to be processed to go to the superior for review and approval, that does not work today.

You need to integrate smart document approval systems in the organization that can take care of every aspect smoothly. We have solutions that have ready-to-use document approval process workflows, or you can also create a customized workflow system and include all the parties you want in the process.

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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.

Document Approval Software System

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.

Fewer Errors

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.

Document Approval Software System

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
  • External

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.

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Map Out the Steps of Workflow

Every workflow you build needs to have a definite number of steps that it will complete to process the documents. The workflow begins with the inception of the document and will end with the final approval from the designated authority relevant to the information in the document.

For example, suppose you want to get budget approval for an event. In that case, the document with this information may go through different departmental heads approving the amount required for the event and then arrive at the chief financial officer’s system for final approval.

Similarly, every document has its own set of designations that must be included in completing the process. There are processes in the organization for;

  • Hiring new people
  • Getting leave approval
  • Asking for appraisals
  • Setting meetings with stakeholders
  • Project approval
  • Project bids

Systems like Cflow have hundreds of templates already provided within the solution. And they are editable. So if you wish to add another participant in the workflow, that can be done easily.

Identify the People

The last step before you can begin using any workflow solution is identifying the people who’ll become a part of the same. The task is to assign different people the tasks from within the workflow according to their roles and responsibilities in the organization.

On this basis, there will be four types of users;

  • Submitters: these are the people who will submit the document that needs to be managed and processed.
  • Approvers: Approvers can be one or many in number, and they are the people for whom the document is meant to be processed. The submitter will want to ensure that the journey from the initial point to the approver is quick.
  • Intermediary: In a document review approval process, the employees who will ensure that every document meets the intended standards and requirements are an intermediary. They also have access to the documents and can check up on their status at any given point.
  • Managers: You can also call them administrators who are responsible for taking care of every workflow process. They will have control over the accessibility of the software and can create bespoke access control systems for the solution.

Each of the participants in a workflow system has its own task. They must perform them on time and without any delays to ensure the smooth running of the process.

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