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A document management workflow is a system of processes that are responsible for the storage, access, and distribution of all documents within an organization. The essential goals of a document management workflow include organization, tracking, and controlling all central information.

Specific features in workflow management, such as automating repetitive tasks and streamlining operational approaches can significantly boost company operations. In fact, 40% of business leaders link increased customer satisfaction and a boost in employee productivity to the switch to digital document processes. Thus, an effective Document management system (DMS) is an integral application to manage the workflow of paperwork within a company.

Specifically, 55% of business decision-makers agree that digital document management processes can accelerate document processing. Files for file management such as document creation, retrieval, tracking, sharing, and file backups can be reviewed and tweaked in this workflow.

Other items that could improve workflow include project management, collaboration features, automation, centralization, and data visualization. Not only do these systems improve overall communication and operational efficiency, but it increases transparency among team members, improve the quality of training, and result in a superior customer experience.

Why do you need a DMS workflow?

A document management system (DMS) allows a company to store electronic documents and have them feasible accessible and shareable among employees. This is especially important because having a strong document management workflow allows teams to better collaborate and reduce organization chaos. In order to remain competitive, organizations and companies must implement clear workflow processes and procedures for any task. In fact, according to a survey conducted by Harris Interactive, 4 out of 5 workers lose time every day because of document versioning problems.

document management workflow

It is vital that workers have innovative document workflow processes to save them time and stress of poor processing systems. Overall, a Document management system is used to streamline processes and improve productivity in every way. Other benefits to developing a strong workflow, besides improving organizational clarity: improving transparency between digital systems, managers, and employees; having a higher quality of training; and improved critical thinking, by using this workflow system as a guide.

A feature of DMS that is very common is the PDF Reader. Something very simple that allows employees to access PDFs offline, in one place, and stored. Qualities like these are very simple but enhance productivity in so many ways.

Benefits of document management workflow in 2022

Document management workflow systems have many benefits! They are helpful and easy platforms to use for any company. For something as simple as strategically storing, managing, and sharing digital documents, it is vital that the organization behind this task is clear and precise. Document management workflow does this for us!

Streamline the Paper Shuffling

In this digital era, hardly anyone or businesses should use paper documents for necessary items. Besides the occasional hard copy, paper shuffling should be streamlined in an easy-to-use digital platform using any device with internet access. Various programs provide platforms for electronic files to be edited, approved, shared, and accessed seamlessly.

document management process paper pile

For example, users can start new documents, follow a path curated, and easily collaborate with one another. Markers and labels show users exactly where documents are stored and what their status is (ex. Pre-edit, post-publication, etc.). Additionally, using a DMS allows users to streamline content awareness, especially in regard to confidential or private information. For example, business rules and data protection policies can easily be approved and applied without tedious communications.

Similarly, other operations with connected systems can be streamlined and improved. Other features include version control, document security, and audit trails/history. That way, anytime a repetitive procedure has to be run through (ex. Onboarding, training, general tasks), there is always a “template” to follow. Generally, streamlining paper shuffling decreases the unreliability and ineffectiveness associated with documentation within companies.

Improve the Process

Document workflow systems can be used to improve overall progress between several employees working across different departments. By using an automated process, teams can spend more time focusing on their core jobs, rather than worrying about administrative processes, thereby saving on customer support costs. Since the majority of our time is being spent piecing together information, it’s no surprise that a whopping 68% of employees feel they don’t have enough hours in the day to complete their tasks.

managing documents in organization

More specifically, companies that have better integrated automated documentation processes can better focus on delighted customers and effectiveness when working with clients. For example, various business process management can help companies better automate processes, thus reducing costs by spending less time on a project basis. For example, users and managers can easily work together with automatic alerts and notification features to prevent missteps and track progress. That way, less time is spent waiting for steps and prevents things from getting lost in the shuffle of tasks.

A good workflow process helps eliminate mistakes by automatically generating appropriate forms and directing them to the correct people when the system detects an error. Reviewing and making confirmations can all be simultaneously completed in an organized manner. Above all, electronic documents are easier to track compared to physical sheets but can also be difficult to organize without a practical document workflow system.

Customization Workflow for any type of Document

A strong advantage for the document management workflow is the ability to customize workflows for different types of documents and tasks enhancing compliance management and collaboration. For example, specific documents may be used exclusively by designated departments. In this case, these documents can only be processed properly by members of that department, ensuring quality control and consistency.

Another feature of document workflow processes is the ability to automate processes across multiple document lifecycles. For example, once a document has been approved, it can automatically be sent to the appropriate person. From there, the document can process through its lifecycle (to be published or sent to another manager, for example). Document workflows can also improve large picture ideas. Users can easily add tasks and actions to an overall workflow system while still being able to see the end or final goal.

Other helpful benefits include being able to set guidelines/rules for how envelopes would be processed and creating real-time personalized edits. Document workflow systems can also include specialized settings, such as audit logging, management, and trails. Overall, all document workflow systems would not nearly be as efficient for companies if not for their personalization features.

Centralization

One key benefit and feature of Document Management systems is the ability to centralize all documents and necessary files. Centralizing the workflow in a specific location makes sharing documents amongst team members much more efficient and accessible. Thus, teams and departments will be able to share and collaborate more effectively. It also creates a system to change permission levels for various groups of people.

For example, with centralization, a team member can easily invite external and intern employees, communicate the background information necessary and create a collaboration on the spot. Another common feature is the ability to improve document control, in which employees are able to see everyone’s contribution and progress has been. This way, the status of the task is always updated in one accessible location with consistent and individual access.

The team can continuously be involved and updated on each other’s work. This reduces the amount of ‘back and forth between team members discussing who is responsible for each point made. In short, centralization is a vital benefit in using Document management workflow systems.

Using Jetdocs for your document management workflow

Jetdocs is an innovative document workflow system. As one of its many features, Jetdocs helps to create an internal document management workflow system for Slack and Microsoft Teams Users. This is made possible by using pre-existing templates to streamline processes such as onboarding and repetitive tasks. Additionally, data privacy components are required to ensure the most efficient workflow when working with confidential information.

In fact, only 36% of business leaders agree that digital document processes ensure data security and compliance. Jetdocs is part of this percentage. Like other document management workflows, Jetdocs is also able to efficiently support all stages of the document lifecycle -including creation, approval/review, distribution, storage, archiving, and destruction. Jetdocs always has incredible features for personalization and customization of document properties, further enhancing the user experience.

Cloud solutions available provide flexibility, scalability, and cost savings for the organization as a whole. Along with innovative and transparent features, Jetdocs workflow systems also integrate with other systems, such as CRMs and ERP. Without a doubt, Jetdocs is an all-in-one platform that efficiently organizes the document workflow space.

Conclusion

Document management systems substantially reduce the amount of paperwork in a company. Not only are they able to digitize everything, but they also help manage all files efficiently. This way, employees can save space and time when working with various types of documents. One vital feature would be the ability to better organize and store large amounts of data to provide easy access.

Generally, DMS is equipped with a large variety of management tools, such as communication channels, markers/labels, and re-directed workflows when certain details are changed. Jetdocs is a great software that has many document management workflow systems and more.