What is a document workflow?

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.

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 pproval 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.

REGULATORY COMPLIANCE

By rationalising procedures into document workflows, regulatory compliance of processes is ensured. A document workflow system makes it possible to prepare documentation, ensure it is constantly updated and supports the decision-making process by providing accurate reporting and a clear taxonomy of documents, data, information and processes.

EXAMPLES OF DOCUMENT WORKFLOWS

Thanks to the document workflowit is possible to manage the creation, organisation, approval and sharing steps of any type of documen: contracts, quality system documents, reports, privacy notices, etc.

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 todraft and send communications in a timely manner thanks to predefined templates and monitored processes.

ARXIVAR WORKFLOW DESIGNER

ARXivar’s graphical workflow modeller is fully web-based and allows document workflow management to be designed and made operational in a short time in drag-and-drop mode through a very simple interface that does not require programming skills. This extremely versatile tool adapts to the needs of any organisation and its processes.

EXAMPLES OF THE USE OF WORKFLOWS