Electronic document workflow

Electronic document workflow (EDW) is a way of managing the flow of documents in an organization, in which the entire path of a document, from its receipt or creation to archiving, takes place in an IT system. The document does not circulate in paper form or in e-mail attachments but is addressed to subsequent people according to established rules, and the system records who and when got acquainted with it, what decision they made and what they changed.

The essence of EDW is the flow, i.e. the fact that the document reaches the right people in a specific order and at a specific time. The very way of storing files is secondary here.

How does the document flow work?

Although the details depend on the type of document, the document path in the EOD system usually involves several stages:

Registration – a document enters the system, e.g. as a scan, file or completed form, and receives a number and basic data, such as date, sender or type.
Description and classification – the data needed for further service is completed, e.g. amount, contractor or department. Some of them can be read by the system automatically, m.in thanks to OCR.
Acceptance – the document goes through the next people according to the rules, e.g. depending on the amount or type of case. Each decision is recorded.
Execution – on the basis of the approved document, actions are taken, e.g. posting an invoice or signing a contract, also electronically.
Archiving – the document goes to the archive, where it is stored for the required time and available to people with the appropriate permissions.

At each stage, you can see who is currently dealing with the document. The system reminds you of deadlines, and access to information is limited according to permissions.

What documents are included in electronic circulation?

EDW is used wherever a document has to go through several people or departments. This most often applies to cost invoices, contracts, employee requests such as holidays or business trips, as well as procurement, HR and incoming or outgoing correspondence. A common feature is that a document requires a decision, and the company wants to make sure that it does not get stuck in someone else’s mailbox.

EDW vs. DMS and EDMS

DMS (Document Management System) It is a system for storing documents, managing their versions, and searching for them. It focuses on content and archiving, while EDW focuses on the document’s workflow. In practice, both functions are often integrated into a single solution.

EDMS (Electronic Document Management System) is a term used primarily in public administration, where document workflows are governed by regulations on clerical procedures. In private companies, the term “EDW” is typically used.