Workflow Management Solutions

When a business outlines steps required to complete a series of tasks, it has established a workflow. Once you have staff members performing these workflows over time, they can be streamlined and optimized based on lessons learned. But even when professionals understand these processes well, they can become repetitive, error-prone, and time consuming. Transforming a series of discrete manual tasks into a process that is automated helps achieve more efficient workflow automation.

Scanning paper checks or invoices might be a relatable example of the first step in a workflow automation. Batch-sending documents to numerous recipients based on key contact information found within those files might be another workflow automation. Dragging-and-dropping a number of electronic document files into an online folder that then refiles those documents in appropriate subfolders could be a useful workflow automation, as well.

Workflow automation software is designed to empower you and your staff to drive greater business efficiency and get more done in less time. For example, workflow automation software might enable you to streamline the way you collect, manage, and share documents.

Adopting a cloud-based document management system can be a first big step toward implementing workflow efficiency and workflow automation – especially when it comes to handling the documents within that DMS. From there, it’s possible to integrate other business applications with the DMS and manage workflow automation to optimize a wide range of business processes.

A document management system (DMS) gives you and other approved users 24/7 access to your files from wherever you are located. If you use a DMS in the cloud, you can access your system from any internet browser. The DMS also makes it easier to securely share documents with your staff, clients, and third-party contractors. Users you approve, like your employees or clients, can also access and upload documents into your DMS.

A document management system and secure client portal have many benefits for business owners, their staff, and their clients.

A DMS can simplify your everyday workflow, giving you more time to focus on truly value-adding activities. One way it does this is by automating routine tasks. Just this alone can save your business hundreds of hours of work. For example, instead of using emails to exchange documents, your DMS should offer secure file sharing capabilities through a private client portal. This removes the manual steps of including attachments, writing an email, and sending it. Plus, the client portal is much more secure than emails.

Many cloud platforms offer added features such as customizable folder templates, eSignature integration, and core workflow software integrations that connect your essential business tech stack with each other.

Reduce manual tasks with powerful integrations with the leading accounting and tax applications you already use and trust like Lacerte, ProSeries, QuickBooks, and more. SmartVault has a desktop app too, so you can access everything through your browser or Windows File Viewer.

Your DMS should let you configure automatic notifications, create templates, and establish a centralized location for your information and important documents to live. Imagine sending a form for signature with one click, receiving a notification once it’s been signed, and having the executed document automatically saved in the correct folder in your DMS. It would save you and your business a lot of time. It also reduces manual, error-prone processes, like when someone accidentally saves a document in the wrong client folder.

A client portal is a secure, private, and authenticated online platform that empowers businesses to better collaborate with clients. Using a secure client portal allows your customers to access their documents whenever they need to and from wherever they are. This frees up time for you that might have otherwise been spent sending (or resending) documents to customers.