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Business process management is strategically important to every organization because it's all about remaining organized and yet flexible to make the right decisions.

Various employees perform various tasks in different departments, but the day may come when some of your staff will have to jump into an ongoing task and he or she needs to know what to do.

Automation of company's business processes allows getting competitive advantages thanks to typification and acceleration of processes. 

When you have a defined document management workflow, when the info is tracked and stored, your staff is productive and responsive. ​

 

 

Workflows, Integration with MS Outlook

  • Jump to the workflows right from the document’s contextual menu.

  • Automated generation of all tasks for all participants of the process.

  • Possibility to review tasks for a concrete card on the card form.

  • Localisation of tasks; every participant of the process has access only to own List of tasks and can’t see other users’ tasks.

  • Notifying about a task with the help of mail sending.

  • Possibility to start working on a task right from a message due to the integration with MS Outlook.

 

 

Document Coordination And Approval Process

The process of document coordination is automated in Olindra system.

Methods of coordination:

  • sequential;

  • parallel.

Means of coordination:

  • with the help of electronic digital signature;

  • with the help of standard set of assets.

When the signatures of all participants of the coordination process are collected, document gets "Coordinated" status. The same procedure takes place in case of approval process.

 

 The form of fulfilling a task using a standard set of coordination means has the following structure:

 

All steps of a workflow, including its fulfillment, are accompanied by distribution of the corresponding e-mails.

 

Processing Incoming Mail

Processing of incoming mail is done automatically in Olindra system. This workflow has the following scenario:

  • Registration of a document in the system;

  • Execution;

  • Execution control.

During execution of each item of this scenario, tasks  are created for the users, who consequently get roles  in the workflow:

  • Reviewer;

  • Responsible executor;

  • Executors;

  • Controller.

The form of initialization of the workflow related to the incoming mail processing has the following structure:

 

After filling in this form and the initialisation of the process:

  1. A task for reviewer is created;

  2. Reviewer makes own resolution and defines the other participants of the process:

    • Responsible executor;

    • Controller.

  3. Tasks are created;

  4. Responsible executor either fulfills the tasks by himself, or appoints other executors; 

  5. After the task is fulfilled, controller checks it and withdraws it from checkup. 

  6. Workflow gets a new status - Completed.

 

There are other workflows implemented in Olindra system:

  • processing purchase orders;

  • processing applications.

The procedures of these workflows are similar to those we have described before.

 

Replacement of Users in Workflows

When an employee is absent (business trip, holidays leave, etc.), a record is created in the corresponding directory, informing users who and for what period is replaced.

When a task for the replaced employee is created, it is redirected to the one who replaces the employee (signatory authority is given to the substitute).