Electronic workflow - rules

Electronic document workflow is one of the most important processes managed by the secretariat. Learn how to manage electronic workflow efficiently and effectively..

1. Electronic workflow - advantages.
2. Electronic document workflow - steps
   1. Circulation of documents created in the company.
   2. Correspondence circulation
3. The role of the assistant in electronic document circulation
   1. Creation of documents
   2. Verification of the correctness of documents
   3. Transmission of documents to the persons responsible for the execution of tasks.
   4. Creating, editing and ensuring the correctness of entries in the Electronic Correspondence Book.
   5. Preparation of responses to external correspondence
   6. Sending correspondence
4. What to pay attention to when choosing an electronic document workflow solution?

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Electronic workflow - advantages.

Digital workflow enables:

1. storing electronic versions of documents in a remote database.
2. Granting access to the electronic version of a document entered into the company's database.
3. Creation of readable entries with the possibility of editing and preserved history of changes.
4. Access to documents from outside the company's headquarters.
5. Quick and easy access to a document by multiple users simultaneously.

Depending on the privileges given to the user, he/she can: view, edit, archive, or delete documents. A remote database shared by system users allows specific users to access an always up-to-date version of a document with a retained history of changes.

Electronic document workflow - steps

In document circulation we can distinguish several stages.

Circulation of documents created in the company.

1. creation of a document
2. verification of the correctness of the document
3. passing the document for processing
4. approval of the document
5. archiving the document.

Correspondence circulation

1. receipt of correspondence
2. creation of an entry in the Correspondence Book.
3. decertification of correspondence
4. initiation of appropriate processes of action in relation to the held correspondence
5. response to correspondence, if the correspondence requires it
6. archiving of correspondence.

The role of the assistant in electronic document circulation

Management of the company's internal workflow and management of external and internal correspondence are the responsibilities of the secretary/assistant. Throughout the process, the assistant performs various tasks depending on the scope of competence and division of responsibilities in the institution.

Creation of documents

The creation of documents - depending on the specifics of the company - is the responsibility of the office/secretariat. Assistants, even if they do not create documentation on their own, are often part of a team that is responsible for preparing a particular document. They collaborate with various departments of the company.

Verification of the correctness of documents

Documents created outside the company's secretariat are subject to verification by the assistant. All documents generated by the company should comply with the generally accepted documentation template. In addition, all data and records provided in the document also need to be checked.

Transmission of documents to the persons responsible for the execution of tasks.

The digital document workflow in the company facilitates the transfer of documents to those responsible for the implementation of individual processes.

Creating, editing and ensuring the correctness of entries in the Electronic Correspondence Book.

The electronic correspondence log has advantages over a paper log. Choosing an electronic correspondence book online provides:

• always legible entries
• the ability to edit an entry
• history of modifications
• attaching attachments to entries
• direct assignment of letters
• storage of data protected from unauthorized access
• access to the former from any device with Internet access.

Preparation of responses to external correspondence

The Assistant is responsible for preparing responses to correspondence received, if such a response is required.

Sending correspondence

Mailing of both internal and external correspondence is the responsibility of the secretariat. It is advisable to determine how to prepare correspondence for mailing, such as the design of labels printed on envelopes.

What to pay attention to when choosing an electronic document workflow solution?

1. security of company data.
2. Possibilities of assigning/restricting rights to entries/documents.
3. The ability to attach attachments to entries.
4. Visibility of the history of changes to documents.

Electronic document workflow can significantly speed up the work in your company - streamline it.

Efficient secretariat is the basis of a smoothly operating company and institution!