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CONTMAN Workflow · Document workflow

The document finds
the right person.

A workflow takes a document through approvals, branches, automatic steps and signatures. It starts by itself when the document reaches the archive, and everyone has their tasks in one inbox.

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CONTMAN Workflow: the task inbox with overdue tasks, tasks due soon and a cost invoice approval

Designing a workflow

You lay out the path,
no programmer needed.

A workflow is the agreed path for documents of one category, an invoice approval for example: who decides, in what order and by when. You lay out the steps as a list or a diagram, and decisions and conditions set the way forward, including a way back to earlier steps.

  • Branches by a value from the document, such as the amount
  • A task for a named person or a team queue
  • Changing a definition leaves running processes alone
CONTMAN Workflow: the process editor in the application, the Diagram view of the "Weryfikacja KYC" definition: the document check step and three ends - approved, rejected or returned for correction

Decisions

A decision on the content
you actually see.

Each process is tied to one version of the file, so nobody approves content other than what they were shown. Every decision records the person, the time, the comment and the file version in a process history that cannot be changed.

  • Approve, reject, return for correction, or decisions of your own
  • The task shows the data to decide on and the earlier steps
  • A task form shaped for each step
CONTMAN Workflow: a cost invoice approval task with the amount to decide on and the choice to approve, reject or return for correction

Deadlines and tasks

Deadlines counted
in working days.

Every step has a deadline in days, working days included, counted by your company's work calendar with its approved holidays. An overdue task is flagged, and the Tasks inbox gathers your own tasks and those from your team's queues.

  • The number of open tasks always in the menu
  • The task inbox works on a phone screen too
  • Every process's course in one oversight view
CONTMAN Workflow: the "Moje zadania" (my tasks) card of the dashboard, with an overdue task and a task due soon

Automatic steps

Part of the work
does itself.

An automatic step creates no task; it acts: it sends e-mail notifications, creates a document from a template, updates the document's description or exchanges data with your company's systems. Someone without an account in the archive, a business partner for instance, fills in the step's form through a link in an e-mail.

  • A document from a Word template filled with the process data
  • The company seal applied with no one involved
  • A link for an outside person, with an expiry
CONTMAN Workflow: the process list with the current step and the start mode "Automatyczny"

Questions and answers

Who designs the workflow?
Your company lays out the path, with no programmer: steps as a list or a diagram, the way forward set by decisions and conditions, including a way back to earlier steps. Changing the definition does not touch processes in progress.
How are deadlines counted?
Every step has a deadline in days, working days included, counted by your company's work calendar with its approved holidays. An overdue task is flagged.
Can someone outside the company take part in a workflow?
Yes. Someone without an account in the archive, a business partner for instance, fills in the step's form through a link in an e-mail, and the link has an expiry date.
How do I know exactly what was approved?
Each process is tied to one version of the file. Every decision records the person, the time, the comment and the file version in a process history that cannot be changed.

Demo

See the workflow
in action.

We will show you the approval workflow of an invoice and a contract: from the arrival of the document, through decisions and due dates, to the signature.

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