When you are working on a project do you ever forget to send it to the next person waiting in line? What about those expense reports that never seem to make it to accounting at the end of the week? Those problems can all be easily fixed, that's the beauty of workflow. This presentation will tell you all that you've been missing if you don't have workflow, and may shed light to new ways of using it.

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There's no doubt that augmenting, or in some cases,
replacing, physical filing cabinets with an enterprise
document management system can deliver a ton of
benefit from an efficiency standpoint. But in order
to wring the most out of document management,
organizations should take the next step and automate
document-centric business processes with the goal
towards fully maximizing ROI.
Organizations have certainly made major strides
implementing document management, but a recent
report by the Association for Information and Image
Management (AIIM) shows that there is plenty of room
for improvement. The report, “ECM at a Crossroads,”
found that 40% of enterprises still lack confidence in their
digital files, specifically struggling with the accessibility,
accuracy, and trustworthiness. Of the 538 respondents
to the AIIM survey, only 18% have implemented a
companywide ECM, although 36% said they were
working towards some type of centralized solution.
18%implemented a
companywide ECM
32%working towards a
centralized solution

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With companies still struggling with the basics such
as breaking down information silos and centralizing
documents in document management software, it's no
surprise that more advanced capabilities in the area
of workflow and automation have been relegated to
the back burner. Yet this is an area where experts say
organizations can expect to see the most bang for
their buck when it comes to a document management
deployment.
Consider a May 2013 survey by Forrester Research,
which revealed that 44% of document management
professionals were unable to quantify the ROI for their
document management projects. Yet of those that could
measure ROI, most attributed benefits to document
management solutions that automated processes and
created dynamic workflows, eliminating the bottleneck of
paperwork.

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Workflow’s Productivity Boost
Today, most document management tools have or are
starting to offer automation and workflow capabilities.
Therefore, organizations need to have a keen
understanding of how those capabilities can enhance the
value proposition of document management software,
ensuring they're not simply trading up underutilized
physical file cabinets for their digital counterparts.
The concept of workflow in document management
is pretty straightforward: It is designed to replace
the manual steps involved in managing and routing
documents with an automated process, ensuring
consistency, boosting productivity, and eliminating
bottlenecks. A document management workflow could be
anything from automating how documents are entered
into a document management system — for example,
through scanning or via uploads — as well as for routing
content through various departments and hierarchy of
management for business tasks involving some sort of
approval, review, or editing.

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Typical tasks that could be automated via a document
management workflow include approving and editing
press releases, policy document updates, contract
approvals, HR paperwork, and e-signatures. The idea is
that the workflow can automate predictable, repeatable
processes, ensuring documents are routed to the proper
individuals, that agreed-on thresholds for approval are
met, and documents are escalated up the proper chain
of command without requiring human intervention.
When done right, this kind of automation reduces errors,
bolsters productivity, and vastly reduces the burden of
administrative paperwork.

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Given the importance of workflow to the overall
document management use case, organizations should
make it a key criteria when evaluating document
management systems. Look for platforms that make
it easy to set up rules for routing documents and
for modeling core business processes, such as
Computhink’s Contentverse. Drag-and-drop functionality
and easy-to-navigate portal architectures will encourage
users to take advantage of sophisticated workflow
functionality more so than document management
systems that require programming or complex modeling
of common business processes.

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Smaller and less sophisticated organizations will also
benefit from document management platforms that have
out-of-the-box workflow and automation functionality
specific to document management as opposed to relying
on platforms that leverage auxiliary business process
management (BPM) tools as part of broader, cross-
system workflow.
While it's important for organizations to master document
management basics, workflow and automation are
critical components of document management success.
Understanding core business processes and choosing
a platform where workflow is a natural extension, not a
complex add-on, can go a long way in securing a pivotal
role for document management in the enterprise.

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