Every business owner, regardless of the size and nature of their activity, aims for efficient and smooth operations. Effective business management is possible thanks to the implementation of IT solutions within a company. One excellent and often recommended option is the Electronic Document Workflow. What exactly is EDW? What benefits does it bring, and how can it be implemented? How can the no-code platform Qalcwise help in building a document workflow system?
What is Electronic Document Workflow?
Electronic Document Workflow (EDW, Document Management System) is a multi-module platform, usually built on low-code or no-code technology (Qalcwise leans toward the latter). Its main function is to replace printed, traditional documents (e.g., invoices, work schedules, leave requests, attendance lists) with electronic equivalents – most often in the form of Excel or PDF files.
A document workflow system offers a wide range of capabilities – unlike traditional paper-based workflows. More and more companies interested in optimizing their operations are abandoning paper-filled offices and switching to EDW.
How does Electronic Document Workflow work?
The operation of an electronic document workflow system is simple and intuitive. The focus is on efficient exchange of contracts, invoices, requests, and other important documents – not only between employees but also with external partners (Learn more about our EDW application modules).
To work with documents remotely, they must first be entered into the system. This is easier in the case of internal documents. Documents that enter the company from outside (mainly electronic invoices, invoice duplicates, orders, purchase requests) and are available in paper form must first be scanned and then uploaded into the system.
However, later data (e.g., related to travel expense settlement) does not need to be entered manually each time into the EDW system – the process is automated.
How Electronic Document Workflow works – real-life examples
Electronic Document Workflow improves communication between teams and shortens the time needed to make important decisions.
Example 1 – vacation request
An employee who submits a vacation request electronically does not need to move between departments or wait long for a response. Once the manager approves the request, the document is forwarded to HR, and the employee quickly receives feedback in their system account or via email.
Example 2 – invoice approval process
The process is slightly different for purchase invoices. First, the invoice is entered into the system (if it is a paper document, it must be scanned). The cost document is then automatically sent to the decision-maker for approval.
After invoice approval, an automated payment transfer is executed to the supplier or contractor.
How does HR use EDW?
This can be explained using the example of an employment contract amendment.
At the beginning, the manager and the employee agree on the terms of the amendment. Then the HR department prepares the draft electronic document. The completed file is sent to a director who approves or modifies the agreed terms.
The final step is the employee receiving the attachment and signing it. Such a contract, signed by both parties, is then scanned and stored in a folder or the employee’s individual account.
The ability to use electronic signatures allows companies to completely eliminate paper contracts and traditional documentation.
What else can Electronic Document Workflow help with?
Electronic Document Workflow offers many possibilities. The most common functionalities relevant to almost every company (even those employing just a few people) include:
- payroll processing (HR and payroll systems)
- invoice, correspondence, order, and leave request workflows (electronic leave requests)
- employee data management
- generating contracts based on templates
- business travel and expense settlement
- document approval processes
- project, payment, and contract management
- document archiving
- time tracking and attendance registration
- request management