A document workflow is a standardised digital procedure by which a document can be created/acquired, signed, logged, edited and finally stored in accordance with the law. The use of document workflows allows each organisation to manage the lifecycle of a document efficiently.
What is a document workflow?
1. Creation
Predefined company templates allow you to generate various types of documents (offers, press releases, invoices, etc.) directly from the system.
2. Validation
The generated document can be entered into an approval workflow. Each user involved has visibility of the approval progress.
3. Distribution
As a further workflow step, the document can be automatically sent by email or link, to specific distribution lists.
4. Storage
Digital storage is the last step needed for true paperless management of the document lifecycle and full evidential assurance.
Offer Management
Standardised templates and automatic reconciliation
The offer is generated using a predefined template . A workflow checks that all the necessary information is available and proceeds with the approval flow, involving approvers according to zone, amount and customer type. At the end of the approval cycle theoffer is automatically sent to the customer.
Management of Circular Letters
Automatic sending and organised mailings
The workflow for generating a newsletter starts with a request from a department, which is immediately submitted for approval. The document is then automatically numbered, registered and sent to a specific list, internal or external. Circular letters are always organised, easily retrievable and related to their recipients.
Convocation of the board of directors
Strict document management even from remote
The workflow starts with the sending of the convocation containing the agenda and related documents linked to each item. Next, the workflow includes:
- Collection of answers from each respondent
- Opening the Administrative Board remotely
- Discussion with live editing of non-approved items
- Automatic generation of reports, approval with digital signature and dispatch.
GDPR - Data Breach
Guaranteed and simplified compliance with procedures
The General Data Protection Regulation (GDPR) forces organisations to notify the relevant authority and affected users within 72 hours of any data leaks or compromises.
A document workflow system makes it possible to draft and send communications in a timely manner thanks to predefined templates and monitored processes.