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7 steps to automate a document workflow

Blog: Flokzu

First of all, a document workflow is “an orchestrated and repeatable pattern of business activities enabled by the systematic organization of resources into processes that transform materials, provide services, or process information”.

7 key steps to get music out of your document workflow

Every organization uses document workflows to complete daily tasks. Consequently, automating a document workflows with a BPMS can provide great benefits. But, you may not know where to start…

In short, in this post we summarize 7 key steps to automate a document workflow. You can use them as a checklist to implement and centralize your business processes in Flokzu.

If you follow these steps, you will fully automate your document workflow, eliminating papers, Excel spreadsheets and informal communications (emails, chats, etc.).


1) Choosing the first document workflow to automate

Above all, it’s relevant to start with the right process. The chosen document workflow must balance its complexity (document flow, users involved, etc.) and its importance to the organization.

Ideally, choose a process that is directly related to the organization’s value proposition to motivate the team and see immediate results. But it should also be relatively simple to model, as it will be your first automated workflow and you don’t want to become discouraged or frustrated.


2) Model it quickly

Recognize the main stages of the document workflow and don’t waste too much time on the details. The main thing here is to design a simple diagram using a precise -yet easily understandable- notation.

We recommend using BPMN (BPM Notation): an intuitive international standard. Plus, there is a lot of information available about this notation.

Flokzu uses BPMN and our setup wizard will guide you through the process when needed.  For example, this a process workflow modeled in Flokzu:


3) Identify the document workflow participants

For example, in Flokzu, you can assign User Task to roles, to users, and even dynamically (in execution time):

User Task in a Document Workflow

4) Link related forms

For example, this a process form as part of a document workflow automated in Flokzu. In other words, you can define the form and fields that will be completed by the assignees:

The Form in a Document Workflow


5) Attachments in your document workflow


6) Select the right tool and automate


7) Measuring the document workflow execution

A month after having automated your document workflow (following the above steps), measure the results using at least these KPI’s:

After improving and optimizing the document workflow, implement it once again and repeat the measuring step one month later.


These improvement cycles should be completed quickly. That’s why Flokzu enables each step without requiring additional programming or complex configurations. Any employee of the organization will be able to automate a document workflow without the help of IT or technical knowledge.


Try Flokzu now

You can also schedule a work session here to model a real-life process in your organization together

The post 7 steps to automate a document workflow appeared first on Flokzu | Low-code cloud BPM Suite.

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