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Automating Document Processes: Steps to Follow and Use Cases

Learn the key steps for automating document processes and discover use cases to optimize efficiency and productivity in your company or institution.
Picture of Manuel Aguirre

Manuel Aguirre

Automating Document Processes: Boost Your Document and Record Management

Are you wondering how to improve efficiency in your company? Discover how automating document processes can revolutionize your document management and transform your business processes. Learn how to implement it and explore real-life use cases of its application.

In today’s business environment, characterized by increasing digitalization, the efficient management of documents, records, and communications has become a fundamental pillar for organizational success. In this context, automating document processes stands out as an essential and powerful tool. Beyond simply organizing files, this strategy revolutionizes how companies handle their information. By automating routine and repetitive tasks, not only is document management optimized, but processes are also streamlined, errors are minimized, and productivity is significantly boosted. Automation is not just a trend but an imperative necessity in a constantly evolving business world striving for efficiency and competitiveness.

Automating document processes is a business strategy that employs technological tools to efficiently and systematically manage workflows related to the creation, editing, storage, and distribution of documents. This approach goes beyond merely digitizing files, as it involves implementing intelligent systems that can perform tasks automatically without requiring constant human intervention.

Benefits of Automating Document Processes

Automating document processes offers a wide range of benefits, from cost reduction to improved team collaboration. Let’s delve into the additional advantages it provides:

  • Efficiency and Productivity: By automating routine tasks, employees can focus on more strategic activities, significantly boosting overall efficiency and productivity.
  • Innovation and Agility: Automation frees up resources and simplifies processes, fostering an environment conducive to innovation and agility. This allows organizations to quickly adapt to market changes or evolving customer demands.
  • Adaptability: Document process automation systems like Athento are typically scalable and adaptable to the changing needs of an organization, allowing for gradual implementation and continuous evolution.
  • Improved Customer Experience: By streamlining internal processes, automation enhances the speed and quality of responses to customer inquiries, leading to a more satisfying customer experience.
  • Data Analysis: Automation generates valuable data on performance and workflows, providing insights to identify areas for improvement and continuous optimization.
  • Reduction of Physical Space: Digitalizing documents and eliminating the need for physical storage reduces the space required for archiving documents, potentially lowering associated storage costs.
  • Business Resilience: Maintaining operational continuity during crises or disruptions is crucial for business survival. Automating document processes can significantly contribute to this resilience.
  • Improved Transparency: With a clear and transparent record of all actions taken concerning documents, automation promotes transparency and accountability within the organization.
  • Optimization of Remote Work: Automation allows for easy access and management of documents and workflows from any location, facilitating the transition to remote work and enhancing remote collaboration.

These additional benefits demonstrate how automating document processes can positively impact various aspects of an organization, from operational efficiency to customer experience and adaptability to business challenges.

Automating Document Processes: Steps to Follow to Automate Document Processes

Below, we outline the recommended steps to automate document processes:

Identifying Document Processes to Automate

The first step to automate document processes is to conduct a thorough analysis of existing document-related processes within the organization. Identify those that are repetitive, manual, and suitable for automation. This type of inspection typically involves using content analysis techniques to identify patterns in document workflows.

Organizations can also rely on ECM software providers like Athento, where we have an expert team to review procedures and processes and make recommendations for optimizing workflows. If you’re ready to get started, you can download our ECM Project Implementation Checklist, which provides a step-by-step guide to analyzing critical project operations and laying the foundation for the strategy ahead.

Prioritizing Automating Document Processes

Once the processes to automate have been identified, it’s important to prioritize them based on their impact on operational efficiency and the potential benefits of automation. It’s advisable to start with processes that are less complex but involve high volumes of work.

This approach ensures that efficient document and record management adds value to the business from the outset and allows the project team to gain valuable experience for subsequent implementation phases.

Selecting an Automation Tool

After prioritizing the processes, it’s essential to choose an appropriate automation tool. This may involve evaluating document management software, workflow platforms, or BPM (Business Process Management) solutions.

Athento offers a comprehensive platform for document management and process automation that can be tailored to the specific needs of each organization. Its flexibility and customization capabilities allow for the creation of automated workflows that align with the unique requirements of each document process.

ciclo de vida de la solicitud de credito

Designing the Automated Workflow

Once the tool has been chosen, designing the automated workflow is the next step. This involves mapping out each step of the process in detail, identifying start and end conditions, and establishing rules and automated actions.

With Athento, workflows can be designed visually without the need for programming and can be tested in real-time! You can create both simple and complex workflows that apply SLAs and automation rules, route and assign tasks manually or automatically, and integrate with other applications.

Configuring the Selected Tool

The next step to automate document processes is configuring the automation tool according to the established workflow design. This may involve setting up forms, routing rules, automatic notifications, and other functions as needed.

Athento provides a wide range of features and tools for configuration, including over 200 automations and customization of automated workflows. This includes the ability to integrate data and documents from multiple sources, establish business rules, and define user roles and permissions.

Integration with Existing Systems

It is important to ensure that the automation tool integrates properly with the organization’s existing systems, such as other document management systems, CRM (Customer Relationship Management), or ERP (Enterprise Resource Planning).

Athento seamlessly integrates with a variety of enterprise systems and applications, including document management systems, CRM, ERP, and cloud storage platforms. This ensures smooth integration with the organization’s existing systems and efficient transfer of data and documents.

Testing and Validation

Before fully implementing the automated system, it is crucial to conduct comprehensive testing to ensure its proper functioning. This may involve functionality testing, performance testing, and user acceptance testing (UAT).

Training of Staff

Once the automation tool has been tested and validated, it’s essential to train relevant personnel in its usage and operation. This ensures that employees are familiar with the new system and can make the most of its capabilities.

Athento provides training resources and technical support to help users familiarize themselves with the platform and maximize its capabilities. This includes detailed documentation, online tutorials (Athento University), webinars, and personalized training sessions.

Implementation and Monitoring

Finally, the automated system is deployed into production, and its performance is closely monitored. Continuous tracking is essential to identify areas for improvement and optimization.

By following these basic steps to automate document processes, an organization can enhance operational efficiency and optimize document management across the enterprise. Athento can provide valuable support throughout the entire process of automating document processes, from identifying and prioritizing processes to implementation, monitoring, and continuous optimization.

Use Cases of Automating Document Processes

Electronic Invoicing

Automating the generation and delivery of invoices can streamline the billing process, reduce errors, and improve collections management. Automated systems can automatically generate invoices or related documentation from transaction data and send them to customers on a scheduled basis, eliminating the need for manual intervention in the reception, distribution, and management of invoices and their respective handling, accounting, and payment.

Athento offers automation for supplier invoice processing, either through a self-service supplier portal or by monitoring a specific email inbox dedicated to invoicing. Additionally, it facilitates managing payment approval workflows or rejection of accounts, enabling comprehensive tracking of invoice statuses. It also automatically generates bulk documents associated with supplier operations, such as payment vouchers or withholding certificates.

Human Resources Management

In the Human Resources department, automating document processes can simplify administrative tasks such as contract management, employee onboarding, and vacation administration. Automated systems can automatically generate employment contracts, send electronic onboarding forms, reducing administrative workload, and improving the accuracy and timeliness of processes.

Athento can automate the creation and management of human resources-related documents in processes such as recruitment, hiring, onboarding, and any other employee lifecycle management with the company. It electronically manages document types such as employment contracts, onboarding forms, and payroll documents. Additionally, it can integrate with human resources management systems to synchronize employee data and facilitate personnel administration.

Credit Management

In a financial institution, the credit application process can be automated through a system that electronically captures applicant-provided information, automatically verifies data accuracy, and applies predefined rules to determine applicant eligibility. This includes collecting documents such as application forms, financial statements, and income proofs, which can be digitized and processed automatically to expedite the evaluation process. Once the evaluation is complete, the system can automatically generate a credit decision and notify the applicant, all without significant manual intervention. This approach not only streamlines the credit application process but also reduces errors and enhances customer experience.

Athento enables the automation of credit application management processes in financial institutions. This includes the automatic capture of documents such as application forms, financial statements, and identification documents. Athento can automatically classify and organize these documents, assign tasks to credit analysts, and facilitate the approval or rejection of applications. Additionally, it can integrate with customer management systems and financial management systems to further streamline the credit evaluation process.

Contract Management

In legal and business environments, automating document processes can enhance contract management by streamlining the creation, review, signing, and tracking of business agreements. Automated systems can generate customized contract templates, send automatic reminders for renewals, and alert about important clauses, ensuring regulatory compliance and efficient contract lifecycle management.

The Athento platform can automate contract lifecycle management from creation and review to digital signing and tracking. It can automatically generate contract templates, send reminders for renewals, and alert about critical clauses, thus ensuring regulatory compliance and efficient contract management.

Automating document processes is an essential tool for any company or institution seeking to improve operational efficiency.

Ready to simplify your document management? Contact us and discover how automation can transform your organization!