Workflow Automation

Workflow is simply the process of completing a series of tasks. A workflow can be very simple and include one person, or it could be a complex and dynamic series of processes among many people, groups or departments.

In most cases forms are created to be part of a workflow. For example, a job application form or purchase order are both forms that represent workflows. These forms are given to someone to complete and are then routed to recipients for review, approval or other actions.

In an environment where forms are paper, the tasks of routing and delivering the form are done manually. When a specific procedure is not documented or followed, often a required step or task is not completed or the form is sent to the wrong person. Errors such as these are time consuming and can be costly.

Automating Workflows

Workflow Automation is an area of process improvement in which businesses benefit from higher efficiency, better time management, and a higher level of organization. Automation eliminates errors in routing, completion, and delivery. The system creates an environment where processes can be completed in a fraction of the time it would take traditionally.

FastFlow is a true Workflow Automation system. The system provides the ability to manage documents, routes, tasks, electronic signature requirements, collaboration, and users. Additionally, the system integrates with existing business systems such as, databases, archiving systems, and portals.

Workflow Vocabulary To help manage workflows it is important to understand a common vocabulary: Workflow: The movement of documents and/or tasks through a work process; how tasks are structured, who performs them, what their relative order is, how they are synchronized, how information flows to support the tasks and how tasks are being tracked. Task: The activities that may or may not be required to be completed at each stage of a workflow process. Tasks include signatures, approvals, and form/field completion. Route: The work process order. The route is defined by destinations and their order. It includes not only users but also a final disposition. Final Disposition: The endpoint for a workflow item. This includes Users, data systems, archiving and other possibilities.

The diagram above shows a simple 3-step workflow. In the first step, the form is selected and sent to the person who will complete the form. That person then completes the form. Next, the form is automatically routed to the final person, the reviewer, who reviews and then approves or rejects the form. When the workflow is completed, the data can be written to a database, the form can be archived, printed, or sent to other recipients; there are many possibilities.