Workflow is a vast and complex subject that can sometimes seem difficult to understand, especially when considering the various variations that exist, namely document workflows, form workflows, business workflows, or production workflows.
Workflow and documentary process, definition
One documentary workflow, is a process consisting in circulating documents from one user to another, following a predefined path. However, it should be noted that this does not concern business processing or integration with business applications.
The documentary process focuses on the circulation and routing of documents, which can be changed by any of the participants during the process, if authorized by the tool used. It can be sequential or complex, conditioned by the metadata carried by the document. In addition, it is possible to include group validation steps, returns to the sender, conditional step jumps, and much more in this type of process.
Documentary workflow and EDM
Document workflow tools often offer document handling functionalities that are found in ECM solutions, such as conversion to PDF or enrichment by an office application. These functionalities enrich the documentary process by taking care of part of the document processing, in order to minimize the low added value tasks previously assigned to users.
To illustrate this concept in concrete terms, let's take the example of a quality document creation process. This process can start with a creation request, followed by writing the document using a Word template, then proofreading, correcting, validating, publishing and finally filing the document in the EDM: Electronic Document Management.
This path represents a typical documentary procedure, which makes it possible to facilitate the circulation, enrichment, classification and publication of documents while optimizing the low added value tasks that were previously assigned to users. This type of circuit integrates naturally into office applications and is designed to be centered on the user, in order to best meet his needs.
A documentary workflow can be made more complex to integrate numerous actors, multiple sequences of actions, more validations and publication on several channels. In short, it enhances EDM solutions to facilitate the circulation, enrichment, classification and publication of documents. This type of process blends naturally into office applications and is designed to meet the needs of users.
To maximize benefits, understanding how to take advantage of the workflows associated with EDM is crucial. This involves a careful analysis of business needs and the determination of processes that can be effectively automated.
Ultimately, well-orchestrated electronic document management, combined with smooth workflows, creates an environment where productivity and efficiency thrive. By following best practices and staying at the forefront of EDM technologies, every organization can shape its future intelligently and competitively.
