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What is Workflow? Meaning and things to know before using Workflow

What is Workflow? Expanding the definition of Workflow


Solving the "workflow" question that many people hear often lately. What is it actually? Is it different from the workflow system? What are the advantages of using it? Understand the workflow (Document Approval Process) Turn document submission-approval into an automated system to increase work efficiency

  • Makes sharing information between people smoother. And it's easier to find unnecessary workflows as well.

What is the difference between "Workflow" and "Workflow System"? A workflow system is a system that automates the process of submitting requests and approvals in a workflow. even the conditions Or approvers will vary depending on the content of the request, but the workflow can automatically and quickly make decisions. Nowadays, systems for improving workflows are increasingly being used within the organization until it has become commonplace. Therefore, the workflow tends to evolve into the same workflow as the system. What are the advantages of using the Workflow system and how does the Workflow system help? What are the advantages of using a workflow system? Let's take a look at the benefits and advantages that can be gained when using a simple workflow system. Using the Workflow system, what are the advantages? 1. Work more efficiently ・ When converting paper forms to digital forms Errors and time spent are greatly reduced ・ When all operations are gathered in one place. Make it easy to check Help reduce duplication of administrative tasks. 2. Approval quickly. All steps can be completed in a short time ・ Reduce the time spent filing application forms by hand and mailing. can be submitted and approved No hassle with printing forms. and do not have to wait long See approval progress easily and clearly. Help reduce the residual of paperwork 3. Helping Work From Home more convenient ・ Once the in-house paperless process is initiated, you can apply. or make approval from the comfort of your home or from outside the office ・ The use of the workflow system allows to view the list of accounts. Application history and other information from outside the workplace easily

Workflow systems have the advantage of being “Paperless” as well.

With a workflow system, the cost of printing and storing forms is reduced. It also allows for faster decision making when seeing all progress. can store and manage documents or all account entries in the system completely So you don't have to worry about lost documents. No worries about security How can Workflow system functions improve business efficiency? 1. Makes it easier to determine where to improve By automating

the workflow, redundant workflows are found. Including work that is not necessary more easily;


  • There is also an advantage that when using a workflow system, you will be able to continually improve your performance with regular monitoring.

  • Unlimited places whether working remotely or working from home, you can gain more freedom when you switch to digital work.

  • By using business applications and template functions Make it easy for everyone to use the system.

  • Without the need for IT knowledge.


3. When digitizing data Help to bring information to use in sales activities. Convenient business analysis - Can take digital data of past trades or the information submitted to the request to be analyzed and summarized for useful purposes.

- Easier sharing of information between departments The consequent benefit is that it reduces redundant tasks such as administrative data entry tasks.



Points to consider before choosing a workflow system 1. Terms of approval in your organization can it be used in a workflow system?

consider whether the approval conditions exist Can this workflow be done with the system? Can approval paths be split or changed according to options, for example, by amount or product type?


2. Is it “convenient” from the user's point of view?

A workflow system should be chosen taking into account various matters from the user's point of view, for example, is it a system that can be easily operated by anyone who is an administrator? The time when an employee submits an application or makes an approval Can it operate smoothly, etc. Plus, if you get a chance to try it out before getting started. It will help you visualize the use of the system more easily.


3. Not just for short term use. But can it be used in the long term?

If there is a migration of people or changes in the organization, will the workflow system that I choose to use can be responsive? Should take into account the changes that may occur in the future. And prepare countermeasures.


4. How much is the cost of using the workflow system worth it?

If working with the basic plan still can't organize the workflow as desired. This may cause additional expenses beyond the budget. For this reason, you should carefully compare the cost of each service before making your choice. Don't decide based solely on the expenses you see at first. There are two types of workflow systems: Cloud model and On-premise model. 1) Cloud (Cloud) Cloud model uses a cloud environment provided by the workflow provider. It can be used without server installation. Service packages and options can be customized, enabling fast and low cost on 2) Premise activation. (In-house type) On-premise is a workflow system in which a dedicated server is installed. and operated by internal devices It may take some time to install, but it has some features that are easy to customize. in the past few years Many organizations are starting to use cloud-based workflows because of the ease of installation. But companies that focus on safety Or want to connect to the system that is in use, they often choose to use the workflow system in an on-premise format.

In this article we have explained what it means. Getting started and the advantages of workflow. Hope this article will help answer the question “What is Workflow?” for everyone. Getting Started with the workflow system If it is started without making sure that “Who is the user?” and “How will it be used?” may not improve business operations. But it may increase your workload instead. So to make your workflow use meaningful. Let's start by examining the current workflow and looking for areas that need improvement before getting started.

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