Wouldn’t it be great to get rid of the small everyday chores that waste company time? In actuality, the technology to minimize these kinds of tasks is both highly accessible and easy to integrate. In many cases, the answer to eliminating repetitive, low-level activities is incorporating automated workflows. This type of automation is already a major component of the software platforms or apps you may already be using for your business. Whether you’re working with basic word processing programs or advanced video editing software, automatic workflows are frequently at work behind the scenes. These workflows may be as simple as prompting you through the setup of a new document or as complex as lifting and analyzing metrics from multiple sources to track and display your productivity. In either case, these types of automation can make your job easier.
The first step in actively integrating automated workflows is understanding how they are different from regular workflows:
One of the areas in which automated workflows can make a huge impact is when dealing with data and documents. By optimizing workflows and creating automated workflows, you can improve a variety of business processes in terms of accuracy and time investment.
Save time and therefore money by cutting down the effort required of employees doing repetitive, daily tasks. This frees up employees to focus on more involved activities that require critical thinking or a human touch.
Minimize errors by automating the tasks most prone to human error such as filling duplicate form fields, calculating totals, and tagging or alerting other personnel on action items.
Automated workflows are triggered instantly when certain criteria are met in the software or app. This can help expedite the process, especially if there are multiple points at which human input is needed, by immediately (and if desired, repeatedly) alerting the next person in the chain of action.
Automated workflows can be customized to your specific industry’s needs and easily scaled across your organization to help foster interdepartmental collaboration. Some of the helpful tasks an automated workflow can do include:
The possibilities are truly limitless, especially when paired with data extraction or artificial intelligence technologies. The key is finding the right processes to automate. Focus on choosing tasks that will make the most impact and scale from there. The following example shows an easy integration that can make an immediate difference in your team’s daily routine:
Imagine your organization generates a large volume of documents daily that need to be faxed to a specific vendor. This vendor requires every fax to have a fax cover sheet labeled with the sender, date, and status of the document being sent. Repeatedly filling out that information manually can add up to a lot of wasted employee time and is prone to error.
With the addition of a simple back-end workflow, the right document management system can automate the creation of the fax cover sheet. Once implemented, this workflow can extract the necessary information from the appropriate document/repository, create the fax cover sheet, and attach it to the document in question. Additionally, the completed document can be automatically marked for faxing and assigned to a fax out service.
Choosing the right software can enable your team to perform more efficiently. Many Content Services Platforms will offer you the ability to create custom workflows. With DOMA’s DX Software we help tailor workflows specifically to your organization’s needs.
Setting up effective workflows requires a different way of thinking about streamlining a process. That’s why our team is equipped to help with both the strategy and deployment of automated workflows within our software.. When adding a custom workflow your organization can work with one of our Business Analysts to plan out and integrate the workflow in a way that best addresses your process challenge.
How do Automated Workflows work in DOMA’s DX Software?
DOMA DX Software is designed to deploy automation to ease your daily workload. However, when tasks are performed automatically and without direct human oversight it can bring up concerns about security. Many individuals resist automation with the understanding that it may compromise documents or make the vulnerable. At DOMA we know that a reliable and well-defended electronic document management system is paramount. Therefore, in addition to our own layers of security, we deliver our DX software through Amazon Web Services (AWS) – the market leader in secure, scaleable Cloud Solutions. AWS combines ease of access with industry-leading security protocols to ensure your data is both easily available to your team and protected from unauthorized access.
DOMA Technologies (DOMA) was founded in 2000 as a Cloud-based document management company. Today DOMA delivers comprehensive solutions using the latest tools to help you collaborate with enterprise data. DOMA captures and transforms information through digital solutions using hyper-automation. Our data and document solutions pair traditional practices like scanning with advanced cloud technology to extract, convert, and visualize the data trapped in your documents.
These services, along with the DOMA Experience (DX) software platform are designed to help support your organization’s Digital Transformation journey. With a considerable portfolio of government, healthcare, education, and commercial business customers DOMA has the experience and infrastructure to deploy integrated solutions that address your business challenges with innovation. Contact DOMA to digitize your workflow; DOMA makes complex operations simple across a wide range of industries.