Workflow automation tools reduce errors, boost productivity, and save money by making certain processes flow with very little human intervention. Quite simply, workflow automation is the use of technology to automate repeatable, daily tasks, thereby allowing companies to streamline processes.
Automate Repetitive Tasks
Automations allow tasks to move forward with little or no human intervention. Workflow automations add efficiencies by setting up business rules to ensure that repetitive tasks are automatically handled the same way each time a start rule is triggered. A simple illustration of this is an auto-reply message. Vendors can set up an automatic thank-you email that is triggered by an order placed on their website.
Workflows, Preconfigured Work Queues, Rules
Automations for loan processing are not all that different; they simply have more steps and are much more complex. Imagine a flowchart that represents a typical loan. You know that once the Loan Set-Up Team completes and saves the set-up documents, the paperwork should move to the Disclosure and Processing Teams. VirPack users are able to set up rules that will automatically move that loan forward. Once the Set-Up Team saves the loan documents, the Disclosure and Processing Teams are automatically alerted to the new loan. Once they have completed their tasks, the system will alert the next person or team; this process continues until the loan is closed or otherwise actioned. At anytime, the system can alert users to issues such as missing or unidentified documents.
A rule-based workflow is kicked off immediately following a pre-determined action such a receipt of a new order, the completion of a document, or the delivery of an email.
Here are a few examples of activities that are easy to automate:
- Tasking a team or individual with next steps
- Preconfigured work queues that automatically push related documents or data through the cycle
- Checklists that alert users to missing data or documents within large files or folders
- Data comparison and validation
Not so long ago, all business processes were commonly repetitive, manual, and paper-based. When businesses digitize, they create a single, unified database. This makes documents, forms, workflow records, and other assets available to anyone in the organization – at any time.
Today, organizations are generally leaner and much more efficient because digitization has enabled automated notification triggers, approvals, document routing and the like.
Setting up automations liberate staff from tedium, letting them to devote their time and talents to more important tasks. Teams spend more time doing their actual jobs and productivity increases as does job satisfaction.
Automated workflows allow businesses to reduce errors by replacing manual processes that are prone to error with a more efficient way of managing repetitive tasks. When computers take on data entry and ‘mind numbing’ tasks, the risk of error is greatly reduced. Computers don’t experience eye fatigue or boredom – issues that cause people to make mistakes.
All of this actually saves the company money! Digitizing documents cuts down on paper, ink and storage space. It streamlines access to documents and the compilation of data. It greatly reduces the challenge and expense of lost documents. It allows more work to get done without adding additional staff.
Expedite & Streamline
Workflow automation enables the expediting and streamlining of document-based business processes, improving efficiency and relieving people of tedious tasks.
Automation makes life a little easier for management, too. Dashboards increase transparency in the workplace and include key indicators that identify small problems before they grow into serious issues. The right workflow automation solution can enable seamless integration with existing infrastructures and legacy systems.