Agile workflow management with Doxis4 by the SER Group

You probably already know that faster workflows, end-to-end availability of information, minimized error rates, and cost savings are advantages of effective workflow management for your business. So the question is: How? At the SER Group, we have the answer: Doxis4! Doxis4 is an innovative enterprise content management solution that not only supports both normative and adaptive workflows but is also more than flexible enough to handle a combination of the two.

Workflows and enterprise content management

The Doxis4 enterprise content management (ECM) system makes it a cinch to manage structured, weakly structured and unstructured information and ensure its guaranteed availability across the entire company. In addition to classic document management system (DMS) and electronic archiving functions, an ECM system offers comprehensive ways to manage your business processes — regardless of whether the tasks are handled on a departmental, company-wide or even cross-company basis. All information is available to you and your employees in the right business context. The result: faster response times along with greater transparency and traceability within your processes.

Workflow management with Doxis4 — your benefits:

 

  • Digitize and optimize all business processes
  • Automate structured processes
  • Model ad hoc, knowledge- and case-based workflows
  • Configure ad hoc and standardized workflows in any combination
  • Cut task processing and lead times
  • Simplify compliance — e.g. legal retention periods
  • Maintain full transparency and traceability regarding the status of business processes
  • Use a single unified platform for normative and adaptive processes and collaboration
  • Access context-related information anytime for sound decision-making
  • Archive all documents, files and workflows in line with audit requirements
  • Safeguard replicable and adaptable process knowledge
  • Create your own reports (number of running processes, lead and processing times, etc.)

Video

ECM meets BPM & workflows: the perfect symbiosis on a single platform

Looking to closely integrate data and documents into your workflows, yet retain the flexibility you need to respond to change — and all with just one solution? You'll find the answers in our video! Watch our video to find out how Doxis4 unifies information and work steps on a single platform.


Doxis4 unifies normative & adaptive workflows on a single platform

Doxis4 by SER unites ECM and BPM (business process management) on one unified technological platform and supports standardized, ad hoc, knowledge-based and case-based workflows: from simple to-do lists to fully automated processes and even individual case processing. With Doxis4, workflows are simple to plan, model, manage, monitor and measure. Companies have the freedom to choose how much or little standardization is needed and can deviate from standard workflows at any time. Both options share the same underlying technology and can be flexibly combined to form one process.

Information required for business case processing (e.g. photos, emails, correspondence, etc.) is always available in the right context. The result: Companies and their employees stay agile in dynamic markets where proximity to the customer is an increasingly important factor.

Workflow management with Doxis4 offers maximum flexibility and traceability and supports a broad range of workflow scenarios:

Approval and release process

With Doxis4, all kinds of processes — from invoice processing and capture to reconciliation with suppliers and posting data, verification and release as well as subsequent audit-proof archiving — can not only be digitized and fully automated from end to end, but also securely managed every step of the way. All other relevant documents (previous offers, etc.) remain available at all times.

HR and applicant management

Document-heavy HR processes like applicant management and recruitment can be managed electronically with Doxis4. Doxis4 helps HR departments by using electronic workflows to automate routine tasks (job ad creation, application document capture and forwarding to the right employee and department, etc.). If an applicant is taken on as an employee, a new personnel eFile can be created at the touch of a button. Doxis4 automatically reminds you about appointments and deadlines — contract extensions, for instance.

Inbound mail processing

Doxis4 digitizes inbound mail to optimize all inbound documents company-wide. Electronic workflows capture, extract and classify the content before forwarding mail to the right people in the right departments. From all aspects of inbound document processing through to audit-proof archiving, Doxis4 provides extensive support to companies working on their digital transformation.

Invoice processing

Doxis4 seamlessly processes inbound invoices with and without a purchase order reference, as well as partial and collective invoices, across all media and regardless of complexity. All inbound channels are covered — from mail, fax, and email to international electronic formats. With Doxis4, companies expedite high-quality, audit-proof invoice processing.

Legal workflows

Doxis4 can also handle the individual case processing needs of legal departments with electronic workflows for everything from briefing reviews and contract resubmissions to releases and more. During each processing step, Doxis4 can automatically make the relevant documents available to lawyers, in-house legal teams and legal counsels across multiple departments and even companies.

Workflows for insurance providers

Electronic workflows with Doxis4 support case-centric processing, such as claims settlements. Digital end-to-end work steps shorten throughput times and improve the quality of claims processing and administrative processes. Not only that, but workflow-driven case processing enhances transparency, improves employees' ability to provide information, and boosts customer service quality.

Workflows & business processes: What's the difference?

The terms "workflow" and "business process" are often used interchangeably. A business process refers to the design and analysis of work processes. Business processes often closely tie in with the company's strategy and targets, and cover both core and supporting processes. By contrast, the term "workflow" describes the technical execution of business processes from an operational standpoint. Workflows consist of a number of specific work steps and tasks, involve staff and technical resources, and support business processes using applications and systems.

To give an example, electronic inbound mail processing in companies is a business process (What needs to be done?). All of the activities that form this process — such as the digitization of inbound mail and the classification and automatic forwarding of inbound documents to the right person in the right department — are the associated workflows (How is it to be done?). With an ECM system, modeling these electronic workflows is simple.

What is a workflow?

A workflow refers to the operative and technical execution of routine or similar work processes. Workflows consist of temporally or logically contiguous activities and a target definition. Workflows based on an IT system (e.g. enterprise content management solutions) are known as electronic workflows, which are essential tools when it comes to optimizing business processes. They can expedite throughput times, minimize processing costs and make business processes more efficient all round. Electronic inbound invoice workflows help companies in several ways, for example by making it much easier to meet early payment discount deadlines. Modern enterprise content management solutions offer integrated process engines that support a range of electronic workflow models to enable standardized variants to be combined with ad hoc scenarios depending on the situation.

Normative vs. adaptive workflows

Normative workflows:

The strong predictability of routine tasks and recurring work processes makes them easy to automate using electronic workflows. These are known as standardized, structured or normative workflows. For example, as part of inbound invoice processing, digitized invoices can be processed using workflows: starting with extraction, classification and validation, and including verification, automatic posting and even the subsequent audit-proof archiving of both the invoice itself and the entire transaction.

Adaptive workflows:

Adaptive workflows are knowledge and case based, making them impossible to automate. They are dynamic, unpredictable and unstructured. During processing, the employee decides on the next step based on the situation. If the company works with an enterprise content management system, the employee has access to all the information they need to process the service case — in the form of electronic files within the workflow. Not only can the employee use the information to make sound decisions and determine the next work steps and further work process to ensure a successful outcome, but they can do this ad hoc and make adjustments at any time.

Learn more about workflows in practice

Examples of standardized, agile & hybrid processes with Doxis4

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Discover Doxis4

Contact us! We are happy to answer your questions about how your business can benefit from the optimal management and execution of processes and workflows with Doxis4.

Would you like to experience Doxis4 firsthand? We would be pleased to give you a live demonstration.

We look forward to hearing from you!