In today’s fast-paced economy, there is a considerable competitive gap between paper-dependent organizations and those utilizing electronic content management. Manual paper processing is significantly slow, subject to error and an inefficient use of employee time. However, document management solutions deliver advanced automation allowing companies to effortlessly streamline the management of data. By using routine, systematic tools to automatically capture, index and route information, document management software makes your data work for you.

Here are three tools for business users to efficiently capture, organize and process data with minimal effort:

Document Workflow

Is the flow of information within your business accurate and efficient? With an electronic document workflow, replace paper-based file distribution with an automated stream of documents to simplify the route of information. Creating a workflow is a one-time task, where a user defines the required document route and activity based on specific conditions. When a document meets the specific criteria, the system will trigger the workflow and push information through as arranged. Users can set automated exporting of data to release into an archive, to email, or even for the direct feed of information to other line of business applications. Regulatory requirements can also be set so that the workflow monitors document dates to watch for appropriate retention times.

The electronic document workflow automates virtually any document driven processes within your organization with key features including date math routing, exception reporting, multi-level approval processes, automated data export and automatic document matching. By creating and maintaining workflow automation, your organization can keep business moving while ensuring pre-defined document conditions are met.

Examples of use:

  • Document Retention Scheduling
  • Accounts Payable Automation
  • Contract Management

Capture Workflow

Save time spent standing by the scanner. An automation tool delivers enhanced document capture, high value data extraction and document delivery automation. This user-friendly type capture system creates and maintains document capture and distribution. High-quality batch processing allows for automated data extraction from faxes, email, scanned images and other digital records in bulk. Some automation tools can even monitor a “hot folder” for incoming records and automatically index the files based on an accompanying CSV file.

When grabbing documents, automation tools can extract file names and assign them to an index field. These documents can then be routed for archival, or triggered within a set document-driven workflow. Once processed, records are then available to be delivered. Users can then be notified whenever a document arrives in a specific archive through custom email messaging. The message may include index data for describing document detail to the recipient.

Processed records can be scanned directly to:

  • An Inbox—a temporary repository awaiting user assessment
  • An Archive—where documents are directly indexed and filed away
  • Easy file system for access

Automated Extraction

Manually entering data into your line of business application is highly prone to human error. Automated extraction through Optical Character Recognition (OCR) is the reliable alternative, built to automatically find and extract high value information to be shared and re-purposed. Powerful image enhancement and confidence based reporting are just a few of the tools that combine to ensure that you are getting the highest quality data extraction from your documents. The resulting data is then fed through a Quality Assurance engine that checks your output to ensure it meets the assigned level of confidence, prior to releasing it to SmartSearch. Establishing OCR zones is another option for setting extraction guidelines for uniform, large batches of documents. To take accuracy to the next level, users can add a page registration marker to protect against misreads that result from paper shifts during the scanning process.

Using OCR Text Recognition in a pre-defined document capture process will enable the system to go to work and automatically start grabbing data. Data successfully extracted from your documents will be released to SmartSearch along with the original image file. Optical Character Recognition capabilities provide your business with reliable, high-quality data extraction.

Benefits include:

  • Prompt, error-free data retrieval
  • Elimination of double data entries
  • Zonal OCR markers for accurate batch scanning

Document management relieves the pressure of manual data processing by converting paper files into electronic data documents. In doing so, businesses become more efficient and secure with their data. Automation tools grant the ability to streamline small or complex tasks easily and quickly to make your data work for you.

Josh Burgoa, Software Sales Specialist at RJ Young
Since January 2014, Josh helps provide customers with electronic document management, document output, workflow automation and print management solutions. He also helps with ways to streamline their business processes through technology. In turn, cutting customer costs and increasing productivity. He graduated from Middle Tennessee State University. Josh is a Software Sales Specialist from our Chattanooga, TN office.

Every day large volumes of paper documents can become difficult to manage, often leading to data entry errors, loss of information and inconvenient work delays. This inefficient use of time, office technology, office equipment, and human resources can result in significant financial losses for any sized business. Workflow Automation and Business Process Automation help businesses boost their productivity and efficiency.

Workflow Automation software is comprised of a set of tools aimed at maximizing all the benefits of performing automated business processes while reducing costs. It allows individuals to automate repetitive business processes and easily follow up on uncompleted tasks. Users gain knowledge into workflow performance with in-depth visibility into what needs to be done, who is involved in the process and what will happen after an action is taken.

In order to build effective automated processes, organizations should implement workflow software that will deliver the following five essential features:

  • 1. Accessibility

Today, the most efficient workflow software systems are mobile accessible, providing users the ability to view document information, give approvals and access data and reports from any location at any time. It’s not enough to rely on one platform, as workflow software should be compatible from Mac to PC, tablet to smartphone and laptop. With mobile accessibility, security is a requirement. Advance workflow software should offer role-based access control so that workflows containing sensitive information can be kept hidden from certain users. Administrators can easily customize what each individual user can see and do, ensuring accessibility without sacrificing document and information security.

  • 2. Visibility

High-level decision making depends heavily on the documentation at hand, corresponding data, and effective communication, which can be tough to monitor. Decision makers want to know quickly which processes are on track and which ones are in need of attention. Advanced workflow software provides a structured, centralized system allowing users to effectively track business processes and documents as they are completed. Of course, building automated business processes within workflow software may result in an inefficient process design. Robust, built-in workflow reporting improves visibility, allowing users to see what’s being held up and where to focus attention. This allows key people to instantly check the status of a process, analyze critical workflow steps and make effective decisions.

  • 3. Notification

Within a busy environment, people tend to abandon documents if they are not reminded of them. An effective workflow software system will send notifications to remind users of action items such as upcoming approvals, data entry and indexing. With automatic notifications, users no longer have to wait for someone to hand off a document onto their desks. Workflow software makes business-critical documentation available on demand, immediately accessible and ready for action. Event triggers add flexible intervals between workflow actions based on the timing of a process. A process can be set to notify a user once a week, once a day, or once an hour. Ensuring best practices, by eliminating paper chasing and reducing processing delays, workflow software confirms that all steps have been completed correctly and checkpoints met before moving forward.

  • 4. Non-Sequential Routes

It’s no doubt that certain processes need multiple manager approvals and review. Instead of building several different workflows for each department, advanced workflow software allows users to create one complete workflow on a singular design canvas that follows a different track depending on which department will do the approving. All steps can now run simultaneously as opposed to sequentially so that more can be done in less time, making the process more efficient.

  • 5. Integration

The best workflow software systems will integrate seamlessly with an organization’s existing business applications such as QuickBooks and SalesForce. Users can also integrate their document management workflows with office equipment, including printers and scanning devices, which acts as the catalyst for workflow automation. Additionally, form designing platforms incorporate workflow software to allow data to be accessed and worked the moment it is captured, for more efficient and faster completion.

Workflow software makes any organization become more efficient by helping to save time, avoiding unnecessary manual work and making better use of resources.

Stop wasting time and money. Ensure your solution delivers these five features when it’s time to implement a workflow system in your organization and become the office hero -or rockstar. Learn more about Business Process Automation and Workflow Solutions today by contacting us today! 

 
 
 

Delivering paperwork from desk to desk, requesting written approval, manually searching for correspondence—all of these tasks are inefficient and time-consuming. Processing documents could take hours, even days and sometimes even longer to find them. Manual data entry is labor intensive and can lead to errors and confusion. Managing the accuracy and timeliness of projects is tricky, especially when multiple people are involved. In order to stay on task, you’re constantly checking in and waiting on your employees. Automated Processes help data, tasks, and documents get automatically delivered or stored to the right people at the right time.

Business Challenges

One of the biggest challenges with digital businesses today is managing content and data between multiple business programs and applications. Not all of a company’s departments use the same programs, making it hard to collaborate enterprise-wide. Manually editing documents across different programs will ultimately lead to additional (and unnecessary) rounds of revision. Having to email documents back and forth not only takes time, but it can lead to errors, costing you more than you think.

What are Automated Processes and Workflow Solutions?

Business Process Automation and Workflow Solutions blends people and their work together into one streamlined performance, creating a strategic foundation for daily operations to take place, boosting productivity, simplifying collaboration and improving the quality of output. Beyond conventional record-keeping activities, automation has the inherent strength to handle the most complex business functions, enabling organizations to better manage daily activities. Implementing a process automation solution can transform an existing routine from ineffective to exceptional. By automating your business processes, your business can instantly improve the following communication, productivity, and efficiency.

3 Ways Automated Processes Can Help You Win

1. Capture

With capture automation you can scan your documents into a device, automatically extracting and indexing data from each page. That data is then stored into your electronic document management system where it is analyzed, sent to the appropriate people or third party programs, and properly archived for easy retrieval. The next time someone goes to enter customer information into the system, it is already captured and repopulated into the designated fields, eliminating repetitive entry. 

2. Workflow

Workflow automation ensures business processes are on track, reducing errors in communication. Workflows can be set up send automatic notifications to anyone involved in a project, ensuring business tasks are completed on time The built-in oversight abilities also help to better manage employees. With this feature, you can check in and see who has completed a task, and what still needs to be done. That way, you can talk to the necessary people without having to pull others away from their work. 

3. Integration

Automation allows the data you designate to be automatically shared with business programs employees use most, through powerful integration capabilities. This type of integration ensures employees, partners and customers have access to their documents, no matter what platform they are using. 

It’s time to ditch old-fashioned manual processing to become better organized and more efficient. Having the ability to map out automated business processes greatly improves communication between employees as well as productivity. Implementing these process automation solutions can also improve the credibility and profitability of any organization.

Increase Productivity with RJ Young

RJ Young provides custom document management and Business Process Automation technology solutions to businesses. These solutions help businesses amplify their productivity by transforming business processes into lean, results-driven operations.

Get started with developing a custom Business Process Automation strategy that unlocks your company’s potential. Contact a Process Automation specialist to start a conversation about your unique needs, goals, and processes.