The document management system enables the electronic implementation and use of any document-intensive process, regardless of its specificity, complexity or the company’s activity. The processes are adapted to the roles of the employees that receive, carry out and submit the tasks electronically. Work is performed faster, with less coordination and with significantly fewer errors. Data are automatically obtained from different applications, which shortens the length of searching, preparing documents and processing requests.
Documents can be viewed, verified, forwarded to other employees, rejected, commented, etc.
All the documents and data on transactions, clients and partners are collected in one place. The documents are interconnected and routed transparently, which makes searching through them quick and easy. They are viewed on different levels by persons with access rights.
To more clearly present the options of the implementation of processes in a document management system, a few of the most common examples are listed below.
The central procurement process is one of the key processes within a company, as it enables control over the use of resources and contributes to cost reduction. It is important that we know who needs to procure goods or services, who is involved in choosing a supplier, how electronic voting takes place, what the status of a certain contract is, who confirmed an order, if the quantities of the goods ordered and the goods received do not match, if the sum of an invoice received is within the contractual sum,…
The banking transaction approval process enables a faster implementation of the procedures of approving bank deposits, claims and transactions. We have constant access to the mandatory, current and missing documentation, to who is currently processing the documentation and what the status of the transaction is, on the basis of which documents, data and opinions the transaction was authorized and who authorized it on whose behalf, how long the approval process took, etc.
The leasing transaction approval process increases the possibility of carrying out a higher number of transactions with the same number of employees. For the needs of optimizing the work method, we wish to know how long it takes for a decision to be approved, which person in the department holds on to the documentation the longest and why, how long it takes to collect, review and approve the documentation for a leasing folder, how fast payment was approved, etc.
The authorization assignment process introduces greater transparency and consistency in implementing procedures during the assigning and depriving of authorization, control over the authorization of employees and easier tracking of activities. When assigning a new post, questions often arise as to what kind of authorization does the employee need, how fast the authorizations can be assigned or deprived to avoid potential abuse and who has to be informed of it.
The invoice approval process is the most frequently implemented process in the document management system, next to incoming mail. Approvers at different levels review, approve, reject, link to other documents, comment, forward to others, etc. We always know who holds the invoice for approval, on the basis of which data and comments of approvers the invoice has been approved, who approved an invoice on behalf of whom (substitution), and whether the invoice has already been paid.
The incoming mail process is a simple process. Immediately after being scanned and entered, the received mail is available in the document management system to end recipients or intermediaries in the process, whose task is to direct the mail to the relevant persons within the company. All documents are collected in one place, routed transparently and accessible to authorized persons at any time.