Emailing Excel and PDF documents for approvals is incredibly expensive.
The manual approach is fraught with problems:
How do you ensure that you have the latest version? Shared folder? Intranet?
How do you actually get the approvals? Via e-mail? Schedule a meeting? What happens if someone is on vacation or fails to respond in a timely manner? What if there’s an error? More e-mail?
What if a signature is required? Attachments? Does this mean printing, signing and scanning?
How do you keep track of and formally record who has approved the document? Save multiple e-mails? Meeting notes?
What will happen months from now when you need to find the signed and approved document?
An automated approval workflow from frevvo can quickly save you a lot of money. In most cases, you will start seeing ROI with frevvo in less than 3 months (even faster at higher volumes). Check out this ROI calculator for a Purchase Requisition or click on the image to see how frevvo can save you $$$.
As a bonus, you’ll have happier employees who can focus on customers and new business opportunities rather than chasing down paper. Interested? Contact us now to learn more.
We have many features and benefits in our product. We always like to use customer examples to show you how it works. This time we are using ourselves as the example. We use this feature in our Client Services order workflow to continuously develop business agility.
In a Client Services workflow, designed with frevvo, the first step is filled in by a company employee who then clicks send when the Service Order is completed. Conveniently, the customer receives a customized email with a link to the service order. This link will direct the customer to the step in the flow needed to be completed by them. This step is completed when the customer approves and signs it, but what if they don’t approve!? No worries, frevvo has your back. “Remember, we are all about the user friendly experience?”
The reject option.
The customer now has the option to click the Reject button (which can be customized to say anything you want) and provides a reason for the rejection. Rather than trying to solve the mystery of “Why was I rejected,” you will find out why in an email sent in response to the rejection of the step. Rejection never felt so good. Ultimately, this flow will be routed back to the frevvo employee for revision.
Easy Reject is a feature that allows steps in a flow to be sent back to a previous step by clicking the Reject button. The Reject feature is easily configured through the Live Forms Quick Approve wizard. The designer simply selects “reject to” or “reject from” for each step in the workflow, including steps performed by anonymous users, and all the configured steps will display a Reject button. It’s that easy.
The ability for an anonymous user to reject a workflow task is an important feature of frevvo workflows. Contact us today and see if it will fit your business needs. You can view full step by step instructions to implement this feature in a Purchase Order Workflow here!
The Road to Hybrid Cloud. The cloud computing model continues to create a larger and larger footprint in the IT landscape as enterprises pursue the model’s benefits including but not limited to: 1) shared resources 2) facilitated access to information and resources from anywhere on any device 3) on demand provisioning and reallocation of computational resources. The greatest benefits are typically achieved using public cloud services however most organizations are unwilling to put ALL their data (particularly sensitive information) into public cloud solutions. In order to still reap the benefits of the cloud computing model, organizations will implement some solutions on internal private cloud platforms.
What is Hybrid Cloud and How Does It Work. A hybrid cloud refers to an environment that runs both public and private cloud services AND provides a way to to share data between them. Typically the data shared with public cloud services is limited and secured/encrypted to reduce exposure. Exposing a server within your firewall to a public cloud service is not what we mean by hybrid. A hybrid cloud connects 2 or more internal and external cloud platforms in such a way that they can exchange information.
What Are the Advantages. A hybrid cloud allows organizations to leverage the efficiency gains of the cloud computing model without having to expose all their data to public cloud services by providing mechanisms to securely share data. Once mechanisms have been defined for exchanging data between internal and external cloud platforms, CIOs can incrementally control what data is exposed to public cloud solutions. The ability to integrate internal data with external/public cloud services is hugely beneficial (if not required) to leverage public cloud services in a compelling and useful fashion.
The Benefits of frevvo. When you sign up for an account on app.frevvo.com, you’re using frevvo in the public cloud. If you deploy frevvo within your organization, you are setting up frevvo as a multi-tenant, private cloud solution. Either way, there are many examples of frevvo participating in hybrid cloud architectures. A frevvo account running in the public cloud could be configured to securely access LDAP information running within a private cloud. Enterprises running frevvo within their private cloud infrastructure can write data to google spreadsheets (public cloud). Another example is utilizing frevvo’s database connector to allow frevvo from either a public or private cloud to integrate with any back-end relational database.
In Summary. This cloud computing phenomenon migrates both, public cloud and private cloud services, to solve your business needs. From small business to large enterprises, being able to keep private information secure as well as hosting public information is very beneficial. As noted on the infographic (pictured to the left) using frevvo in the hybrid cloud is a business strategy to lead you to successful business agility. Our cloud based product is mobile ready, with a drag & drop easy design, that allows you to create custom forms and workflows to increase business agility.
“frevvo’s modern online system is easy to use, has all the capabilities we need and is affordably priced. Their outstanding customer support and willingness to work with us made it the right choice for our County.”
– Jackie Solomon Director, Information Technology, Hood County, TX
Success stories are our favorite thing to hear, talk about, and share with the world. Hood County’s electronic blood warrant workflow is a particularly interesting case. In DWI cases, a Blood Warrant is required by law before administering a blood test.Prior to automation with frevvo, this process could take hours to complete:
A paper warrant form is filled out by an officer.
The officer is then sworn in by a magistrate and signs the warrant form.
Finally, it is approved and signed by the magistrate.
These steps were tedious for the staff as it became expensive and time consuming. Hood County’s regular tasks were interfering with business agility. That’s when they called frevvo.
By converting manual processes into mobile-enabled, automated workflows with electronic signatures, the County is dramatically improving efficiency. For example, reducing delay is critical in blood alcohol testing. With an automated workflow, legal warrants can be obtained in a timely manner while eliminating errors such as missing data in an affidavit.
Hood County looked at 15+ solutions and chose frevvo. To obtain a Blood Warrant, forms are now filled out electronically by the officer. The magistrate remotely swears in the officer, reviews the warrant and signs off electronically or rejects. The officer prints out the exact PDF required by law including all signatures. The blood alcohol testing can proceed legally in a timely manner.
We have enjoyed working with Hood County a great deal and are grateful to have created this business relationship with them. Solving business needs through business agility is what we are passionate about. You can be our next success story, sign up today.
You can view the official Hood County Case Study here.
We here at frevvo know there is no beating the law and when you can’t beat ’em, join ’em. Right? frevvo is very excited to announce that we have begun to work with Hood County and the future possibilities it creates sharing this technology. Hood County has recently found the convenience of using frevvo to create workflows and forms of their very own. A webinar is scheduled to take place on Thursday June 25th 2015 at 11:00am. Sign up now.
Paperwork causes time delays that could create further issues in this line of work. Employees may feel the burden with paperwork for routine things such as blood warrants, death inquests, emergency protective orders and more. What if all of this could be much easier? With the touch of a screen at the crime scene? Or back at the station? Even at the judges house at 2:00am? Yes to all of the above!
frevvo government workflows allow you to process paperwork for multiple events through multiple people in just minutes. Fill in all information from any device (computer, tablet, smart phone etc.), the form will be sent to the next party (for example a judge) who can sign for approval with a simple touch of his finger, sending that back to the sender(officer).
frevvo offers an online form builder for document approval process that includes a digital signature. These great futures work with mobile workflows, online forms, and more, which can be converted to pdf. forms. There are many tutorials and a great support team to help you build your workflows/forms for an easier approval process.
Gartner goes on to claim that existing business processes suffer from legacy inertia and “bad complexity.” IT simplification to enable digital business needs to extend to the entire business stack: business processes, business models and the business ecosystem.
We couldn’t agree more. It’s 2015 !! Cloud is here to stay. Mobile is everywhere. Green is on everyone’s mind. The question of “why digital processes” has already been answered. There is simply no reason for inefficient, complex legacy processes anymore. Yet, we see it everyday – companies that still use paper or email Excel spreadsheets around for the most common yet business-critical tasks like taking a Sales Order, approving a Purchase Requisition or processing a Leave Request.
To paraphrase Gartner again: we’ve moved into a third era of enterprise IT, where digitalization is transforming business models and determining who will win. For those who succeed, the prize could not be bigger.
Want help seizing the digital opportunity? Contact us today.
Approval workflows are the lifeblood of your business. Purchase Requisitions, Sales Orders, Leave Approvals, Expense Reports, Employee On-boarding are just some of the routine day-to-day activities that business rely on to function.
These approval workflows are typically a bunch of forms that are filled out by customers, employees or partners and routed around the organization for comments and signatures. You’re probably doing it every single day.
So, why are you still sending PDF or Excel documents around by email? Why search through email to find that pending approval? Why print, sign and scan if a signature is required?
Digitize these approvals in frevvo’s Secure Cloud today. Your employees can stop chasing down approvals by email. I’m sure they all have smart phones. With frevvo, they can sign anytime, anywhere and from any device. It’s fast, it’s easy and it’s amazingly affordable.
Teachers want to just teach. They are hard-working, dedicated individuals capable of inspiring the kids they teach. Yet, they’re often burdened with unnecessary paperwork even for the most routine tasks like getting approval for taking a personal day off or purchasing supplies. It’s often a PDF form with complicated instructions (here and here for more examples) and the process is time-consuming, frustrating and expensive.
Automate these approvals with frevvo and you’ll save time and money, end up with happier teachers and staff and do all that at an amazingly affordable price. Watch the short (2.5 min) video below to see how.
In Part 1 of this series, we discussed an approval process that collects comments/a signature from an external, anonymous person. This second pattern is another common approval process where an employee forwards a request to his/her manager. The manager can approve/reject the request or ask the employee for more information. A common variation is where a supervisor or VP has to further approve in some situations e.g. the amount is greater than $1,000.
Some examples might be:
Employee submits a Purchase Requisition (purchase request).
Student course/schedule changes approved by advisor.
Contract approval by supervisor.
With frevvo 5.3, automating this process is straightforward.
Drag and drop the internal employee form(s) into the workflow and use the Form Designer to layout/arrange controls. Typically, you’d add the manager and VP sections to this same form and hide them in the first step. Currently, this requires a simple business rule but we’ll soon be removing the need to write a rule.
Use a linked step for the manager and configure it to route [dynamically] to the employee’s manager using a built-in template.
If required, use a linked activity for the VP and configure it to route to the VP. Set a pre-condition on this activity so it only runs if the condition is true.
The final step could be to route to an HR or Purchasing role, to integrate with a database or with a back end system.
That’s it. How does it work? The employee accesses the workflow (preferably via a frevvo space) and fills in the form, signs it and clicks Continue.
frevvo will send that employee’s manager a notification, which the designer can customize. The manager clicks on the notification [on any device], can view the purchase request and approve it or send it back for corrections. If approved, the workflow will be routed to the VP for further approval if the set condition is true otherwise it will continue to the next step for fulfillment.
Document workflows involving an approval process (a signature, comment, review or some combination) are a very common use case for our customers. In this series of articles, I’ll illustrate several design patterns and show you how to automate the workflow.
This first approval process starts with an internal employee requesting something from someone outside your organization. The external person fills in and signs one or more online forms without needing to login/authenticate. The completed documents then come back to the same or another internal employee for further processing.
Some examples might be:
Collect one or more signatures on documents (purchase order, lease …).
Request a quote from a supplier or vendor.
Obtain a reference for a job application.
With frevvo 5.3, automating this process is trivial.
Drag and drop the internal employee form(s) into the workflow and use the Form Designer to layout/arrange controls.
Drop in a separate form (or use a linked activity) for the anonymous external person and add desired controls e.g. a signature. Make sure this step has no role or user assigned to it.
Drop an Email activity in between. Configure the email address. Typically, you’d use a template so the email address of the recipient is entered by the internal employee. You probably want to customize the default email message as well.
Drop in forms (or another linked activity) for the subsequent processing step by an internal employee. Make sure you either assign a role or a user to this step. For example, if you want the workflow to return to the originating person, you can use a template that’s automatically populated with that person’s user id.
That’s it. How does it work? Say, you’re requesting a quote from a vendor. The employee starts the process, enters the vendor’s email address and other information and clicks the Send button.
frevvo will send your customized email to the vendor with a unique URL. The vendor can click the URL and fill in the quote and sign it. Upon completion, he/she clicks the Continue button and the workflow returns to the originating employee. Vendor’s on the road using a smart phone or tablet? No worries – just click the link in your email and it’ll automatically render a mobile version.