Part and parcel of running a business is generating, managing, and storing an ever-growing pile of paperwork – from contracts and invoices to reports and forms. As your company continues to grow, the amount of content you need to keep tabs will also rapidly increase.
Integrating an automated document workflow into your processes is one of the most effective ways to stay on top of things and keep your files organized. In this article, we will walk you through the essentials of document workflow automation.
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How to Automate Document Workflows
Many businesses, especially those with well-established manual processes, are apprehensive about automating their workflow. They think it’s a long, complicated, and expensive process. But the reality is that it’s not as intimidating as a lot of people think.
Here’s a quick run-through of how to implement automated document workflows for your company.
1. Devise a plan
Just like with any other project, you first need to create a plan. This will help you implement things more smoothly. During this stage, identify what needs to be done. It’s also ideal to list down what you need and who among your staff works on which aspect.
For a successful automation process, you need to have a clear and cohesive workflow plan.
2. Select your tools
Behind the success of an automated document workflow is a set of reliable and effective tools. It is critical that you select the best ones to add to your arsenal. When choosing a platform or software, make sure that you explore all its features. Find out whether they can add value to your workflow and help enhance your efficiency.
Other factors you must consider are the costs, ease of use,, and your business needs.
3. Get to work
The last and most important thing left to do is to deploy your new automated document workflow. It’s highly critical that you conduct a test run first before the actual deployment so you’ll have an idea about the potential hiccups or challenges. This way, you’ll be able to come up with solutions before the problem even happens.
It’s also highly recommended that you seek the assistance of someone who has experience with document automation.
How Fill Can Help With Document Workflow Automation
As briefly mentioned earlier, having the right tools can take your automated document workflow to the next level. One that’s particularly useful is a document-signing application like Fill. With Fill, you can embrace a digital workflow that’s easy to use and efficient.
Aside from having the ability to sign documents electronically, you can also request signatures with Fill. This is particularly helpful if there are contracts that need to be signed as soon as possible. There’s no need to print or mail anything. You can upload the document to Fill and your signer will receive a link to access it.
Moreover, Fill uses robust security features and military-grade encryption to ensure the confidentiality of your paperwork. Only authorized parties can access to them. Most importantly, our electronic signature platform complies with federal and international regulations like HIPAA, GLBA, and GDPR.
Here are other features you can enjoy when you sign up with Fill:
- Third-party integrations
- Signer identity verification
- Customizable templates
- Online form creator
- Custom branding
- Document automation
Moving forward, let’s find out the benefits if you start automating your document workflows.
Benefits of Automated Document Workflows
No matter the size of your organization or the industry you belong to, automating your document workflow can benefit your business. It can help you by:
Increasing overall efficiency
Say goodbye to tedious processes that can take up hours of your workday. With automated document workflows, you can create, manage, and store paperwork in a fraction of the time and effort it usually takes. You can accomplish most of your tasks promptly, reducing the risk of burnout.
Document workflow automation improves accuracy and consistency throughout your organization. As there’s hardly any human intervention in tasks like data recording and document encoding, you are less likely to make mistakes. Moreover, smart applications can help you generate accurate reports and analyze the resulting data.
Implementing automation in your document management system isn’t just about creating customizable templates and devising shortcuts. It’s also introducing platforms and applications that make collaboration smoother and easier. For instance, you can use a software that allows several users to work on a document simultaneously.
Enhancing data security
One of the most important aspects of document management is ensuring that your data is safe and protected against malicious threats. This is something that manual processes usually fall short in. However, when you use a reliable platform to automate your document workflow, you can rest assured that your files are handled securely.
Improving customer experience
An efficient workflow significantly improves customer satisfaction. Automating your tasks means that you can get the job done and deliver to your customers promptly and more effectively. This fosters trust and loyalty, which then equals better profitability.
If you are looking for a way to boost your overall performance, consider automating your processes.
To see Fill in action, sign up for a free account today.