Workflow management systems can transform document flow in businesses by defining sequences of tasks, attaching documents, creating and sharing templates, and sending notifications. An example workflow for managing product returns outlines user tasks, document sharing, decision gateways, and task assignments while ensuring data security and progress monitoring. Key benefits include optimized document flow and enhanced visibility.

2. Workflow
Just like the introduction of the
assembly line once revolutionised
manufacturing, workflow
management systems can redefine
the document flow of your business.

3. Workflow
Define any workflow wanted – a sequence of tasks assigned to an
employee / group of employees
Attach documents from the data repository to your workflow
Create documents using available templates
Share documents with employees on the basis of permissions granted
Configure e-mail notifications to be sent during a particular workflow
Modify running processes when needed
Monitor progress using the built-in notification system
how does it work?

4. Workflow Example:
Business Case
Managing the return of a product
using the Workflow Management System

5.  Each process has its beginning and end
 Each process can be triggered either by a system user or automatically
PRODUCT RETURN – PROCESS FLOW
Business Case

6.  Each workflow includes user tasks; tasks are performed within special forms with
read-only fields and fill-in fields
Business Case
PRODUCT RETURN – PROCESS FLOW

7.  Adding attachments (e.g. from the ECM data repository) to consecutive user tasks –
either automatically or manually
Business Case
PRODUCT RETURN – PROCESS FLOW

8.  Task-related data and attachments can be shared on various stages of the workflow
(e.g. during a task)
Business Case
PRODUCT RETURN – PROCESS FLOW

9.  A task can result in a decision which influences the rest of the workflow – then
special gateways are used
Business Case
PRODUCT RETURN – PROCESS FLOW

10.  Each task is assigned to a user or a group
Business Case
PRODUCT RETURN – PROCESS FLOW

11.  E-mail notifications can inform about e.g. the status of a workflow in progress
Business Case
PRODUCT RETURN – PROCESS FLOW

12.  The workflow can include system tasks. System tasks allow you to send or receive data
from the ECM system or other external software
Business Case
PRODUCT RETURN – PROCESS FLOW

13. Workflow
 Fast & failsafe processing of business documents
 Optimising the document flow (getting rid of some
unnecessary stages of a workflow, performing some
activities simultaneously)
 Data security thanks to access control measures
 Full visibility – monitoring progress, eliminating
bottlenecks
key benefits

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info@Infinite-b2b.com