Electronic document workflow and approval system to simplify conventional, complicated document approval process

Did you have this situation in the office when you sent a document for approval and waited weeks for approval?

It is a fact that a manager can not review every approval request from the department for which he or she is responsible. Instead, each organization has its workflow hierarchy to process approval requests that are initiated each day. The traditional paper-based system delays approval processes and increases overhead, while process automation provides quick, easy and cost-effective approvals. Companies around the world use automated approval systems at every stage of any business process to enforce accountability, expedite approval procedures, and reduce manual errors.

When automated approval systems are used, requests for end-user approval will automatically be forwarded to the next level of the management hierarchy. If someone does not approve the request, no other level of approval is issued. For example, a departmental employee creates and sends a purchase requisition to his manager, upon approval, the manager sends advice to create a purchase order at the purchasing department when the purchase requisition is converted into an order purchase (PO) or rejected.

Automated approval systems are available in all advanced enterprise resource planning software, although they are called with different names (eg, electronic approval system, digital signature, automatic approval, etc.). .). Most of them only replace the traditional paper approval system, while a few add value to an organization's automated approval processes.

Why is it important for your organization to automate the workflow trust hierarchy?

Manual approval procedures are time-consuming, and with process automation, organizations can save time and focus on growing. Without printing, knocking on the boss's door, and screaming at your assistant, you can follow each step of approval requests with a simple click of a button. Automation of approval processes primarily benefits an organization in four ways.

1) Improved inter-departmental communication:  The hierarchy of an organization and its hierarchy of approval may not be the same, in addition to this "silo mentality" that blocks communication between different departments. Automated approval system allows you to send approval requests to the next workflow level without even knowing it in person.

2) Enforce Accountability: With the automatic approval system, an organization can enforce all requests for approval resulting from its creation, comments, editing, approval, and rejection.

3) Eliminate manual errors: Automated approval systems eliminate manual errors such as misplaced documents, missed approval times, and delays in the next step.

4) Establish a clear hierarchy of workflows: The automated approval system ensures that each process has its specific approval hierarchy, which is based on the nature of the processes, and the delegation of authorities.

Electronic approval system (EAS) of Cappiyo ERP Software Vs. Other automated workflow approval systems

Like other commercial applications from the industry-leading Cappiyo ERP, the Electronic Approval System has a number of features that are not available in most applications, including the industry-leading Level 1 ERP software. Some of them are noted down,

1) Flexible approval levels: ePROMIS EAS allows organizations to add unlimited approval levels to each process. An approval loop manager can even delegate certain permissions to his assistant to ease his workload.

2) Skip Approval:  If an Approval Loop Manager is unavailable, its secretary or delegate may skip approving requests to avoid delays.

3) Manager Approval: Senior Management may cancel approval procedures with this option. This extraordinary option to speed up approval processes can be used for very critical requests.

4) Checklist: A checklist is connected to each request screen to help the initiator confirm all required documents are attached before sending for approval.

5) To-do-list, email notification: The system alerts users on pending approval requests for their action, the time they log into the system. Approval requests can be sent as emails, where the user can access the approval screen following a link to take the required actions.

6) Priority - Approval Deadline: While creating approval processes, the Offeror can set its priority and approval times.

7) Push function: When approving a request, the system "pushes" the initiator to take the following actions by notifying him by e-mail and to-do-list.

8) Approval Status Check: The system allows the initiator to check the status of their request. It can request immediate action if an approval layer delays the process.

 

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