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Section Two: Document Management Basics
Workflow
Workflow modules can increase the benefits of a document management system by automating the routing of documents to various people, eliminating bottlenecks and streamlining business processes. This added functionality is crucial for large offices, for organizations with central and branch offices and for organizations that plan to expand their system.
Workflow should automatically notify specific users of certain document-management-related system events, based on rules created by the system administrator. Workflow should generate return receipts and timed responses. If a recipient does not act within a specific time frame, the program should send either a reminder message or a second message to an alternate recipient.
An essential component in any procedural workflow system is document automation. The workflow module should be able to automatically move, copy or delete documents within the repository based on a predetermined set of rules.
The success of any workflow system is not its ability to follow the strict routing and reporting features of a fully-automated system, but its ability to handle exceptions to the rules as they arise. An effective workflow system provides the system administrator complete access to on-the-fly routing of documents and information through the system’s folder structure and system security Workflow systems should offer administrators drag-and-drop simplicity, an intuitive graphical interface and an easily-understood folder structure. Workflow applications should be ODBC-compliant to facilitate integration and customized application. As a final component, workflow must provide for comprehensive security reporting through an audit trail function.
