Electronic document workflow
Boost productivity and cut costs with an electronic document workflow.
Streamline your business with the V-Desk system. Remove paper from the office and benefit from the ability to work from anywhere. V-Desk allows you to both efficiently manage documents and comprehensively automate all your company’s business processes. The V-Desk system is available via a web browser, can be in the cloud or installed on the client’s server.
Increase employees’ efficiency and your company’s profitability by implementing an electronic document workflow.
Find out which companies use the V-Desk system:
How does the V-Desk electronic workflow work?
What is an electronic document management?
Electronic document management (also interchangeably referred to as e-document workflow or circulation) is the process of transmitting of documents through various stages of work in digital form. As part of this process, documents are processed, transmitted, stored, verified and signed electronically, and passed on to the next stages or users automatically.
Electronic document processing aims to replace traditional paper-based and manual processes, which are more time-consuming, costly and complex. By processing documents electronically, you can speed up business processes, increase work efficiency and reduce the risk of document loss or unauthorized access to confidential information.
Program of e-documents management enables processing through document management systems (DMS) or workflow systems that allow work progress to be tracked, tasks to be assigned to specific individuals and document flow to be automated between different stages of work. It also allows the use of tools such as document templates, deadline reminders and automatically generated reports.
“The implemented V-Desk platform has considerably contributed to streamline the administration tasks as well as management of the flow of information and tasks according to our company’s procedure. It also serves as a tool for control and supervision for the management”.
Director of Economics and Commercial Affairs
Grzegorz Hołyński
Most popular documents managed in workflow systems
Primesoft’s expert comments
“Workflow-class electronic document management system is a solution that significantly improves a company’s functioning
According to recent surveys, an increasing percentage of companies have decided to implement it and carry out business processes in a well-organised manner.
Sticking to traditional solutions is a hindrance, both costly and inconvenient.
Let’s remember that an agile company is more competitive”.
Account Manager in Primesoft Polska
DMS | Workflow | OCR class platforms expert
Szymon Łuczak
What are the benefits of introducing an electronic workflow app?
Saving time and reducing costs
Electronic workflows allow more quickly and efficiently process documents, reducing the costs associated with printing, distribution and storage.
Improved working efficiency
The V-Desk system enables business processes to be accelerated, errors to be reduced and work and communication between employees to be improved.
Better security
Greater control of document access and protection against loss or theft. This reduces the risk of confidential information being compromised. Easier document management.
Effortless document management
The electronic workflow makes it easier to find, view and process documents, making them more manageable for the company.
Supports employees in being more mobile
Documents can be accessed from anywhere and from any device, enabling remote work
Compliance with legal and tax requirements
E-circulation of documents helps to comply with legal requirements for document archiving and to facilitate cooperation with public institutions.
Key features of digital workflow in the V-Desk System
scanning and text recognition – OCR of documents
easy management of workflow processes
seamless integration with all systems
cloud-based online version available
user-friendly and intuitive interface
efficient and responsive
safe electronic document repository
flexible and individually configurable modules
Ask for an advice on electronic document workflows
How can a system of electronic document workflow be properly implemented?
1
LAUNCH OF THE PROJECT
Kick-off of work under the supervision of a dedicated Project Manager
2
IMPLEMENTATION WORKSHOPS
Analysis of business processes and current needs in cooperation with the customer
3
PRE-IMPLEMENTATION ANALYSIS
Drafting and Client endorsement of the technical specification document for electronic document workflow
4
solution proposal
Client customized solutions are provided within the system
5
tests
Delivery of the system to the customer for testing and feedback
6
USER TRAINING
We provide training for all system administrators and users
7
production
Launch of the electronic workflow system after testing at the agreed date
8
DEPLOYMENT SUPPORT
The Project Manager and Primesoft programmers provide special oversight of the system’s operation during the first weeks after the launch
“The electronic document workflow system covered the following document types: cost invoices, orders, correspondence incoming and outgoing, offers, sales invoices and contract agreements.”
“The system V-Desk introduction enabled to organize and unify the flow of information and significantly more efficiently process documentation in our company.”
Head of IT Poland
Sebastian Kowalski
Integrations
V-Desk electronic workflow integrates with any domain system using one of the methods: Web service, databases, text files, xml files.
The two-way data exchange eliminates tedious manual work. All you need to do is enter data once, and thanks to the integration, it is automatically exported or imported from the V-Desk system.
The V-Desk system is ready for integration with any ERP, financial and accounting, controlling, human resources, warehouse and other systems.
FAQ
What is an electronic document workflow?
Electronic document workflow (also interchangeably referred to as e-document workflow) is the process of documents proceeding through various stages of work in digital form. As part of this process, documents are processed, transmitted, stored, verified and signed electronically, and passed on to further stages or users in an automated manner.
E-document processing aims to replace traditional paper-based and physical document processes, which are more time-consuming, costly and complex. Therefore, through electronic document workflow, business processes can be accelerated, work efficiency can be increased and the risk of loss and unauthorized access to confidential information can be reduced.
Document management systems (DMS), or workflow systems, allow work progress to be tracked, tasks to be assigned to specific people and document flow to be automated at various stages of work. It also allows the use of tools such as document templates, deadline reminders or automatic report generation. It can include the digitization of accounting, warehouse or HR workflows. Frequently, it is also used in other departments. It is important that your program is also available in English or German, depending on the language or another language, especially if you have foreign branches.
How much does an electronic workflow system cost?
A quote for installation is always individually tailored for each client. First, it is necessary to determine precisely the company’s needs in terms of workflow processes and workflow. The cost also is determined by the need to integrate V-Desk with other IT systems in the company. Feel free to contact us today if you would like a price quote.
Is the V-Desk electronic workflow available in English?
It is available in English and can be easily installed by the user. The English language version is available off-the-shelf and can be optioned by the user himself.
Is the v-Desk electronic workflow available in German?
The V-Desk system has built-in mechanisms that allow it to be translated into virtually any language. In addition to English and German, the panel is also available in several other popular languages such as Russian, Ukrainian, Romanian and Lithuanian.
Are other language versions of the V-Desk also available?
The V-Desk system has built-in mechanisms that allow it to be translated into virtually any language. In addition to English and German, the panel is also available in several other popular languages such as Russian, Ukrainian, Romanian and Lithuanian.
How to implement an electronic document workflow in a company?
Although the very process of implementing an EOD system in a company may seem complicated and time consuming, in fact it has certain principles. To begin with, objectives, expectations and needs must be precisely defined. Then, choose the right software to meet them entirely. Integrate the company’s electronic workflow with other systems, train your employees and then develop documentation and procedures. Test and run the system in production.
Is it possible for the V-Desk to act as an electronic workflow in the administration?
Absolutely. Our V-Desk system can be used without any problems in state budget units of local self-government and e.g. municipal or town councils or provincial and town hall offices. It is ideal for the whole of the general public administration.
What does an e-circulation of warehouse documents look like?
Different commercial companies (from different sectors) may have different electronic warehouse workflows. Most frequently, process optimisation concerns the digitalisation of invoices. In many companies, it is also necessary to extend the digitization process to such documents as e.g. requests, internal and external orders and confirmation of delivery (WZ/PZ), PW/ZW or invoice corrections and warehouse transfers. As a result, the warehouse document workflow process usually starts or ends with the warehouse employees and goes through various levels of approval.
In which sectors is electronic document management software most commonly used?
Efficient electronic document management programmes, also known as DMS systems in English, can be used in virtually any company. Much depends, not even so much on the branch as on the size of the company and the number of documents to be processed. The industries which most frequently use these systems in their work include trade companies, manufacturing companies, accounting offices, law firms and companies specializing in personnel and payroll matters. Therefore, the system can be used in practically any business that processes many documents.
Interested in the solutions?
The consultations with an expert in digital transformation are for free.
Please fill in the form or write and e-mail on biuro@primesoft.pl