Why document workflow automation is the right alternative for you?

The lifeblood of a contemporary business is documentation. Document generation, distribution, and storage are essential for the operation of millions of businesses, including those that deal with contracts, invoicing, and financial agreements.

A reliable business automation workflow is ideal for keeping the business running strategically and helping in streamlining the processes. The only thing that will keep things moving in the right direction is efficient, and accurate, document workflow management. Correct processes enable seamless updates and transfer of information between systems, with easy file maintenance, version tracking, and storage to ensure efficient access to the right files any time they are required.

Intelligent Document Processing can be an incredibly valuable tool to include in business document workflows by automatically extracting and using data from any document, like invoices, receipts, bills, etc.

To save time, and costs, and minimize the risk of error, an increasing number of businesses are embracing document workflow software. But what exactly is document workflow automation, and how can it benefit you?

Document workflow automation: what is it?

Workflow automation and document workflow management are ideal for the speed of creating, updating, maintaining, processing, and finding correct versions. You won’t have to be concerned about whether or not correct versions are in use, the risk of human error, or inefficiencies — particularly when sending documents to external suppliers, clients or new hires for example. The need to worry about all of this is decreased by using the appropriate program.

Document workflow automation generates all the different types of documents that your employees use daily, including Google Docs and Google Sheets files. Instead of writing a document from scratch every time they need one, users can just choose a template, add any extra information, and save a completed document that meets your requirements in a fraction of the time it would require to start it manually. And, within an automated system, these documents can be set on autopilot for automatic updates, approvals and sending without requiring manual intervention.

Advantages of document workflow automation

There are many advantages to automating your document management system workflows, including streamlining workflows and processes, and streamlining document creation and routing.

In only a few drags and drops, you can include the power of artificial intelligence into your Zenphi workflow without using any other services.

Know more about the top 6 advantages of document automation below. In modern workplaces, these advantages simply cannot be overlooked.

1. Minimize errors

Legal and business documents sometimes contain tens or even hundreds of pages. The risk of error is constant if staff members are required to recreate and edit these papers by copying and pasting text from prior files.

If unnoticed, the consequences of these human errors could be significant, not to mention your business’ reputational harm. Employees can rest assured that all the information contained in a template is approved and ready to use if you automate your document workflow management, though.

2. Retains organizational knowledge

An enormous amount of knowledge about how things are done is stored in the minds of seasoned personnel in a knowledge-intensive industry. But what if those employees depart or retire from the company? The good news is that utilizing an automated document management system workflow allows you to save a significant amount of that knowledge in ready-to-use templates that new employees can access with a single click and repetitive documents (like contracts for example) can be set on autopilot so employees don’t actually have to manually update the templates themselves.

3. Ensures compliance

Today, the majority of company documents must at least abide by some type of regulation, whether it is adherence to legal requirements or guidelines for the collection of personal data.

There is always a chance, though, that if staff members write papers manually, they won’t store them properly or won’t gather information in the right way, which could have major consequences. With document workflow automation, you can set up correct documentation once, and be sure that all of your templates will adhere to legal requirements.

4. Enables employees to carry out more high-value tasks

The fact that document workflow automation relieves your employees from having to spend hours each day manually preparing papers might be one of its greatest advantages. Because of this, they will have more time to invest in high-value tasks, process more consumer data, and eventually expand your company.

5. Cost Savings

Enterprises can save money by automating document workflow management. By avoiding the need for paper documents, businesses can save money on printing and storage.

How can a document management system simplify your company’s document workflow?

Selecting the appropriate software comes next if you decide it’s time to choose the document workflow automation.

Yet, given the variety of alternatives for business process management workflow, this may be challenging.

You can automate the majority of your document management system workflow and streamline your company requirements with the appropriate software.

Unsure about your next move? Zenphi’s friendly customer success team can help you get your first workflow running smoothly in no time, and show you how to take advantage of IDP and AI to take your automation to the next level.