Document workflow automation is almost guaranteed to streamline work if only the worker can get past the first hurdle. But what if somehow it was even easier to accomplish this? Automating document workflow for your organization’s processes can be relatively simple, especially through small, incremental measures. But if you are not careful, you might spend a great deal of time on things that do not make a difference.
Document Scanners
Automating document workflow can be accomplished by several different approaches. The various approaches include workflow management systems such as Microsoft Office, desktop software like Google Docs or Apple iWork Pages, and handheld document scanners like the Portable Document Scanners (DDS) or Smartpen. Each of these systems and applications has its strengths, and some are suited more to particular needs than others.
Some of these tools are available in stand-alone applications but can also be used as part of an Office suite. One tool that is often overlooked when considering document workflow automation is the Microsoft PowerPoint presentation. This not only includes slides, but it includes a toolbar for creating task lists. If a presentation is to include a lot of moving pieces, it will be necessary to have a way to group each item into its proper place on the presentation. This is easily achieved using the tool available with Microsoft Office, and a good version can run directly from PowerPoint. However, if a variety of items are needed to be included in the presentation, the tool does not provide that capability.
Primary Document Workflow
One of the primary document workflow automation benefits is that it allows for the automatic generation of work schedules. With the correct workflow management software, documents can be assigned to a staff member or department, and the schedule can be distributed or printed at the employee’s discretion. If the user has access to the correct version of the software, he or she may be able to edit the schedule right then and there before the presentation is completed. It’s a powerful tool that can save hours when the workload is substantial and the time spent on tedious tasks during the actual presentation is multiplied many times over.
Another popular document workflow automation benefit is integration with other tools. For example, the tool that comes with the Microsoft Project 2021 software suite includes an assortment of additional features. These tools are especially helpful if you are involved in project-based work that requires extensive data analysis. For example, if the document workflow automation tool can integrate with Microsoft Access, the data analysis workflows can provide the information needed by the project manager or other team members.
Ease of Use
Another key document workflow automation benefit is that it removes the need for tedious steps or special skills to complete the task. Once a team member has all of the required authorization and privileges, all he or she has to do is click the button “start” on the document workflow automation tool and the process begins. For many companies and individuals, this reduces stress and frees up valuable time that might have been spent on manual workflow. This also helps to ensure that the team member doesn’t have to memorize a series of complex instructions and doesn’t forget them during the process. The majority of companies that use document workflow automation processes say they are more productive because their staff was free to do other things rather than spending time learning how to complete a complex document workflow.
Different Set Of Keywords
Another document workflow tool that is often installed along with Microsoft Project is the Document Gateway. The Document Gateway automates the entire document review process by allowing the team members to search, review and file the documents electronically. Each document can have a different set of keywords that make it easier for the team to locate the specific information it needs while comparing it to the others in the file. This tool isn’t as complex as other software, and it provides benefits for individuals who are accustomed to working with a computer. It is completely compatible with Microsoft Project, so it can be used by both Macs and PCs.
The new age of document workflow management is a complex and comprehensive system that is capable of managing even the most complex projects. Companies should be able to easily collaborate on a variety of different projects from across the globe without having to send emails or fax papers. Automation is the key to reducing paperwork and implementing quality control throughout the entire workflow. There are a variety of software packages available that are capable of automating the document review process and providing businesses with optimal efficiency. Each organization should evaluate their workflow needs and whether they require a suite of software or if a simple document review tool will do the job.
