A typical organization deals with dozens of kinds of documents. These are everyday things like invoices, new hire paperwork, student records, 401(K) change request forms, contracts, purchase orders, absence records and so on.
Truth be told, you’re still likely to find large filing cabinets and folders filled with documents in many offices. People still print out their documents, stick them in a folder and put it in the corner filing cabinet. Of course, paper documents are hard to find, maintain, modify, send around etc. – the usual problems. They’re also vulnerable to disasters e.g. a fire could destroy years of information.
Continue reading “How to Integrate Forms & Workflow With Your Document Management System”
Organization is key to any business. It is important to be able to easily access your information such as reports. When working with approval processes keeping copies of these in an organized fashion is large part in business success and ultimately business agility. It is very easy to lose a copy whether it is a hard copy or an online form.
When using frevvo for your approval processes we make it easy for you to keep track and access all of your submissions. Submissions UI (User Interface) has a wonderful feature of being able to view all of your submissions. You’re able to view the submission with the filters that best suit your need. For example the options include, but are not limited to, date, names, date range, and more. You can even view pending workflows to keep track of where they are in the process of completion.
The user friendly experience gets friendlier! As seen below, there is an easy to use check box to not only save you time, but make it easier for you to filter out what you do and do not need for a specific search.
You can view an easy user friendly step by step instructional process on everything discussed here on our docs page.
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“I fought the law and the law won”
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.
See more about this incredible workflow here
Watch a LIVE(June 25th, 11:00am) webinar here
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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).
- Vacation/Leave approval.
- Student course/schedule changes approved by advisor.
- Contract approval by supervisor.
- Expense report.
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.
Want to learn more quickly:? Check out one of our short videos and contact us if you have questions.
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.
Learn more quickly: check out one of our short videos and contact us if you have questions.