Automation workflow and current activities of companies
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The contemporary workflow means automating all processes associated with creating documents, their coordinating, authorization, acquaintance with them, performing commissions and controlling the document transfer through all specified stages. Besides, the electronic workflow provides handling, centralized safekeeping of documents and a structured access to the electronic archive.

The absence of a unitary system of document management and the orientation on automating only some functions of storing the documents cause problems and direct financial losses of the enterprises:

  • Unproductive time expenditures for searching documents: 60-80% of employees cannot find the information required for their work
  • Losses because of the repeated performing the works – up to 70% of the information is created repeatedly
  • Decision-making in the conditions of information lacks
  • Difficulties of keeping the information in the actual form
  • Expenditures for upkeeping large archive surfaces, unsatisfactory storing conditions, document losses or their wearout
  • Absence of the possibility of immediate access to the documents for remote users
  • Impossibility of systemizing the storage and of trailing the document versions

Main advantages of automating the workflow:

  • Rapid and high-quality processing of incoming, internal and outgoing documentation
  • Acceleration of processes of passing and coordinating the documents within the institution
  • Decreased number of errors occurring in the work with documents
  • Possibility of controlling every single document or a set of documents and of checking the completion of orders etc.
  • Wide capacities for analysis by specified and customizable parameters
  • Possibility of team-work (including remote users)
  • Possibility of cryptographic data protection at sending them off (data protection against changes at sending)
  • Possibility of using the electronic digital signature right today (within the institution) for exactly identifying the document and proving its integrity
  • Considerable decreasing of costs for preparing the outgoing documentation (including the large number of documents which should be mailed out to customers or partners)

The solutions of Soft Xpansion Ukraine provide optimizing and automating all processes involving creating documents, their coordination, approval, consideration, carrying out assignments and control of passing the document through all determined stages. Our solutions are based on the concept of uniform data space and enable creating a unified system of handling any content in a wide variety of formats:

  • Organizing a protected electronic archive of documents
  • Automating the common clerical work (handling of incoming, internal and outgoing documents)
  • Automating the contract activities
  • Automating the process of coordinating documents
  • Optimizing the process of servicing the clients’ demand
  • Automating the workflow involving the processes of selling and purchasing
  • Automating the clerical work associated with the processes of manufacturing
  • Optimizing the processes of making resolutions and giving orders
  • Performance discipline control (automatic reports about fulfilled orders)
  • Optimizing the processes of handling the requests (Service-Desk, applications for products, equipment, materials and goods etc.)
  • Optimizing the mutual relations with deliverers and customers
  • Scanning, digitalizing, recognizing and importing of documents
  • Keeping the archives, managing the engineering, designing and project documentation
  • Electronic digital signature and coding
  • Integration of electronic workflow systems with the other data systems of your enterprise
  • Automating the staff records management etc.

The implementation of the system of electronic workflow will enable:

  • Considerable lowering the expenditures for creating, handling and safekeeping the documentation
  • Accelerating the development of new products or modernization of existing ones
  • Increasing the effectiveness of the employees’ performance
  • Accelerating the processes of coordinating and approving the documents and getting a concrete result – high-quality project documentation
  • Quick searching and convenient access to the necessary information
  • Maximum increasing the earning capacity of the created content (reusing)
  • Improving the documentation quality and reducing the number of errors
  • Providing safety and reliability of data storing
  • Organizing effective documentation management of institution divisions
  • Guaranteeing teamwork within the company with customers, contractors and suppliers
  • Improving the company manageability

The company Soft Xpansion Ukraine offers the systems of electronic workflow on the basis of the platforms Alfresco, Docsvision, EMC Documentum, Microsoft SharePoint.

The company Soft Xpansion Ukraine carries out the complete cycle of implementing and provides technical support of typical solutions of automating the electronic workflow as well as carries out works of developing and adjusting the offered systems to the special requirements of your enterprise or institution.

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