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Process automation: how to save time and resources with Document Management

Learn how to save time and resources with Document Management through process automation: we tell you the best practices.
Automatización de procesos: cómo ahorrar tiempo y recursos con la Gestión Documental / Process automation: how to save time and resources with Document Management
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Manuel Aguirre

In today’s fast-paced business world, the ability to adapt and optimize operations is critical. Process automation is emerging as a key driver to achieve these goals, transforming the way companies manage their daily tasks. Document management, supported by advanced platforms such as Athento, emerges as a key solution for saving time and resources. Throughout this article, we will explore practical use cases, highlight best practices and see how implementing Athento can be a catalyst for your company’s digital transformation.

What does process automation involve?

Process automation involves the replacement of repetitive manual tasks by technological systems. In the context of Document Management, task automation takes many forms and impacts different phases of the document life cycle. Below we review the phases most likely to be automated.

Use cases

In practice, the effective implementation of document automation requires a careful evaluation of existing processes and the selection of appropriate tools.

Document management systems can efficiently classify, index and store documents, while automated workflows ensure a smooth flow of information from capture to archiving.

Athento enables agile processes for receiving, requesting, querying, approving and sharing documentation with internal and external users.

Some of the most common use cases where processes are automated are:

  • Receiving and capturing documentation from internal and external users: Whether they are invoices from suppliers, contracts signed internally or documentation sent by customers, the capture, organization and routing of incoming documents is still hard work for many companies. Implementing solutions that centralize and streamline the receipt of customer and supplier documentation is one of the process automation options that most quickly yields a positive ROI by significantly reducing the workload.

  • Supplier Invoice Management: It is possible to speed up the invoice management and payment process if this process is done digitally. Through functionalities such as lifecycles, workflows and automatic task creation, it is possible to reduce the time needed for invoice approval while increasing control. The connection between the document manager and the ERP tool is of vital importance in this case, so that the process can be automated end-to-end.

  • Document Approval: This type of activities are the task of each company according to their processes to configure workflows that allow quick and efficient approval of documents, eliminating the need for manual processes. It is to be clarified not to neglect the necessary flexibility to adjust such workflows according to organizational changes.

  • Contract Management: This is an extremely sensitive and delicate process for companies, ensuring the life cycle of their contracts from the time they are initiated until they are settled and being able to have traceability of the status of these allow different decisions to be made. Automate the entire life cycle of contracts, from creation to renewal, reducing the risk of human error.

But how does Athento contribute to this type of solution?

  • Customizable Workflows: Athento allows the creation of highly customizable workflows, adapted to the specific needs of your company, ensuring accurate automation.
  • Document Recognition: Athento’s ability to automatically recognize and classify documents significantly speeds up processing, reducing time spent on manual tasks.
  • Notifications and Reminders: Athento makes it easy to set up automatic notifications and reminders, ensuring that processes run their course without delays.
  • Integration with Other Platforms: Athento’s seamless integration with other enterprise tools ensures a smooth transition and centralized management of information, avoiding duplication of effort.
  • Security and Traceability: Athento provides advanced security and traceability features, crucial when automating processes involving sensitive information, ensuring regulatory compliance.

How to Save Time and Resources with Document Management

The effective implementation of document management, with tools such as Athento, offers tangible benefits in terms of saving time and resources:

  • Elimination of Repetitive Tasks: Automation reduces the need to perform repetitive tasks manually, allowing staff to focus on more strategic activities.
  • Rapid Access to Information: Athento facilitates instant search and retrieval of documents, eliminating the waste of time associated with manual search.
  • Workflow Optimization: Document management optimizes workflows by eliminating bottlenecks, speeding up processes and improving operational efficiency.
  • Reduction of Human Errors: By automating processes, the probability of human error is minimized, ensuring greater accuracy in the execution of tasks.
  • Collaboration Improvement: Facilitates collaboration by providing simultaneous access to documents, enabling effective collaboration and improved decision making.

Process Automation Best Practices

  • Regular Analysis: Conduct regular analysis of automated processes to identify opportunities for continuous upgrade.

  • Staff Training: Ensure that staff is trained to understand and work with automated processes, maximizing their effectiveness.

  • Flexibility and Adaptability: Maintain the flexibility to adjust workflows according to changes in internal processes, ensuring adaptability to changing needs.

In short, automating processes through document management with Athento not only optimizes operational efficiency, but also contributes significantly to saving time and resources, positioning your company at the forefront of digital transformation.

Process automation through Document Management is not only a modern trend, but a necessity for companies looking to stay competitive in a constantly evolving business world. By investing in these solutions, organizations can not only save time and resources, but also improve the quality of their operations and strengthen their market position.

If you need help automating and transforming your processes, contact our team and tell us your doubts and questions.