Introduction
Effective document management strengthens your organization’s competitiveness, ensuring compliance with a system for the creation, analysis, approval, and recording of the necessary documentation for company processes.
In the quest to optimize organizational document management, Qflow‘s functionalities offer a range of tools that will take your processes to the next level, minimizing the workload for your users and centralizing your resources through BPM software capabilities.
Discover how to implement an effective document management system below.
All documents in one place
The daily operations of an organization typically involve an array of documents in various formats, including physical documentation such as paperwork provided by clients or generated by the company itself, as well as digital files (word processor documents, PDFs, or those available on collaborative editing platforms) and emails.
With a constant flow of documents entering and leaving the organization, their proper categorization, recording, analysis, and approval tend to pose a management challenge that consumes time and resources for the involved parties. Ensuring a clear path for the processes to which the documentation is subjected simplifies its handling by different actors, especially if it requires reading and approval by more than one user.
Areas involved in document management
Explore some areas of your organization that will benefit from the implementation of a document management system through BPM software:
Quality
A robust Quality Management System is inevitably based on proper documentation. It is through documents that the organization ensures transparency and consistency in complying with its QMS, establishing adequate preparation for audit periods.
To ensure consistency in your organization’s processes and procedures, the implementation of a document management system with BPM software is essential.
Correspondence management
In a context of digital hyperconnectivity, email has largely supplanted the distribution of paper-based documentation through messaging services. Although this transition has been notable, it is crucial to recognize that, in many cases, physical correspondence is still handled, which adds complexity to the flow of information in a company.
In addition, the constant exchange of emails within an organization presents a growing challenge in terms of correspondence management. Although email messaging services offer tools to segment and prioritize emails, these measures are not always sufficient to address the specific needs of an organization.
In this scenario, the implementation of a BPM software such as Qflow presents itself as a comprehensive solution. This type of software simplifies the registration and classification of documentation received through physical and electronic media, guaranteeing equitable access to the material for those users who require it. In addition, it becomes an essential tool to prevent the loss of important correspondence and ensure compliance with response times when required.
Legal
Document management is a common practice in law firms. Whether in the form of reports, contracts, or pleadings, documents are often, if not always, the final product of their services. Having a document management system that is integrated with the business processes that must be carried out in each case is a key factor in providing excellent services.
The pandemic has caused many law firm professionals to work remotely or hybridly. For this, it is essential to have a 100% digital system, implementing a fast, economical, and secure digitization process.
HR
Personnel management within an organization generates its own volume of documentation. Hiring and termination of employees, personnel files, contracts, and social security procedures are just some of the processes that require the creation and approval of new documents, often involving more than one user.
At the same time, the recruitment of new employees involves the analysis of hundreds of resumes, portfolios, and work histories by the Human Resources team; tasks that are substantially simplified by implementing a workflow designed for management through BPM software.
Commercial
Commercial proposals are one of the key activities of the sales department in any organization. Having a BPM software facilitates business management: From the request for a quote, the preparation of a proposal by a sales assistant, the review by a Sales Manager, and the tracking and obtaining of final customer approval, the tool speeds up the quotation of products and/or services, facilitates internal collaboration, and guarantees transparent tracking. In addition, the possible integration with other systems allows the exchange of information and facilitates other associated processes, such as billing, improving overall efficiency and ensuring an optimized operational flow.
Qflow’s solution
Discover the tools that Qflow offers for successful document management:
Document approval template
In its gallery of pre-designed templates, Qflow offers a “Document Approval” template, ready to be used, fully customizable to adapt to the document management system needs of your organization.
The workflow includes document creation, review, and approval, as well as the configuration of a distribution list to notify a series of users once the document is published.
Notifications and automatic alerts
Configuring notifications and automatic alerts for time-sensitive actions will assist in the review and approval of your documents according to stipulated times, avoiding delays that may result in losses for your organization.
Integrations
Qflow can integrate with other commonly used tools in your organization without the need for programming, simplifying the storage of documentation and its distribution to various actors involved in the processes.
Conclusion
Ensure the proper creation, review, and approval of your company’s documents by implementing a document management system through BPM software.
Discover the possibilities that Qflow offers for optimize your document management, access a free trial, and enhance your processes.
