• Sneha Devaskar

5 Reasons to Have an Electronic Workflow Management System Integrated with Your DMS




Every business, big or small, starts out with the intent to grow. At the base of all its activities lie innumerable workflows. These are processes that bring people, tasks, and the overall business on one common platform.


Workflow norms, when not followed diligently, can cause leakages and also lead to pain areas. When processes are ditched, projects get hampered. This has a lasting impact on the business as a whole. Hence, it becomes extremely important to streamline processes and follow them intensively.


Electronic workflows help to streamline processes and make sure they are followed. They are automated and accountable. Each and every activity, every approval is predefined and so is the user. Backed by automation, e-workflows help to enhance efficiency and productivity while also reducing turn-around-time and restricting gaps. Any overhauls can be traced and actions can be taken in the nick of time to prevent further damage.


Documents running around the organisation during the workflow process can be kept a tab on, also ensuring they are error-free and vetted at all times. Customized reports and graphical dashboards can give business stakeholders a bird’s eye view of all activities and projects running in the organisation as well as the state-of-affairs in real time.


Here’s a run-down on the reasons why your organisation must deploy a good electronic workflow management system:


1. Streamlined Processes:

With the workflow management system in place, you can define processes and activities. This helps to ensure that project outcomes are in tandem with the estimation plans charted out. Pitfalls can be curbed in the nascent stage and progress can be mapped at every stage.


2. Seamless Connectivity:

The workflow management system is a web-browser based solution and hence available round the clock. It has the capability to bring team members on a common ground, irrespective of their geographic location and time zone. This helps to ensure work never stops, productivity never halts.


3. Pre-defined TAT:

When turn-around-times aren’t followed, the workflow management system can automatically pick cue and raise escalations. The escalation matrix can be configured according to the business’ customized needs and organizational hierarchy.


4. Escalation Matrix:

When turn-around-times aren’t followed, the workflow management system can automatically pick cue and raise escalations. The escalation matrix can be configured according to the business’ customized needs and organizational hierarchy.


5. Provision for Deviations:

The workflow management system also provides provision for deviations in a workflow. It lets you predefine deviations in case of escalations or reporting structure. Since deviations are charted out in advance, any activity digressing from the regular flow is also kept under full control.


What’s more, an electronic workflow management system comes with essential features like:

· Authorized access to users

· Live tracking of workflow activity

· Email notifications to prompt users to take up tasks

· Automated alerts to keep concerned people informed

· Customized dashboards with detailed reports about activities, approvals, timelines and digressions


If excessive paperwork is giving you bouts of anxiety and offline activities are slowing down processes, you must immediately contact us to help you deploy “your-business-specific” workflow management system integrated with ShareDocs Enterpriser – our reliable and affordable document management solution.

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