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Document workflow management: Make documents flow faster
Discover how document workflow management software boosts efficiency, consistency, and security.
Managing documents without a document workflow management system can feel like a free-for-all.
Chaotic approval processes, scattered document filing systems, and repetitive manual tasks aren’t just detrimental to employee productivity – they can significantly compromise the quality and efficiency of your business operations.
Scale this to enterprise-level and you have a recipe for disaster. In fact, 62% of global workers report that they waste time recreating content that already exists, because they can’t locate it, and 94% of workers say that they regularly find mistakes in “finalized” content. (Based on a Templafy survey of 2,000+ employees in the US, UK, Germany, and Australia.)
It’s document anarchy. And you already know there’s a solution for that.
Implementing a document management workflow tool like Templafy allows organizations to streamline approvals, automate repetitive tasks, standardize templates, and ensure robust version control. This reduces errors, enhances productivity, and enables employees to focus on what really matters.
Read on to learn how optimizing your document workflow can transform efficiency and productivity, company-wide.
In this article
What is document workflow management software?
Document workflow management software is a valuable tool that allows organizations to manage the entire document lifecycle, from creation and approval to storage and distribution. This software streamlines and automates document tasks and processes – improving efficiency, accuracy, and compliance.
Document workflow statistics
The following statistics are based on a Templafy survey of 2,000+ employees from around the globe.
What do document workflow management tools do?
Creation and collection
Document workflow management tools streamline the creation and collection of documents by centralizing and standardizing the document creation process. This centralization reduces errors, saves time, and guarantees that documents adhere to company standards, while making them easily retrievable.
Approval and distribution
Document workflow management tools handle the approval and distribution of documents by routing them to the appropriate approvers and managing access permissions. Automated workflows reduce delays, ensure compliance with regulations, and safeguard sensitive information, enhancing overall operational efficiency.
case study
“Employees now know that they are always using the latest version of templates and everything is completely integrated into the Office package. This has been a huge advantage.”
Kristian Lysgaard
Director of Corporate Communications, Pandora
The benefits of document workflow management software
- Boosted efficiency: Speeds up processes by removing manual tasks, reducing approval delays, and enabling real-time tracking. This allows employees to focus on more valuable tasks.
- Enhanced security and compliance: Improves security, compliance, and auditability by enforcing consistent protocols and automatic tracking – reducing the risk of data breaches and ensuring regulatory adherence.
- Error reduction: Minimizes human errors and security risks by streamlining document handling processes, resulting in more accurate and reliable outcomes.
- Improved collaboration: Provides better control and consistency of company materials, enhancing collaboration among team members and maintaining brand integrity.
- Improved client relations: Streamlines processes to free up time for client management, allowing teams to concentrate on delivering high-quality work and improving client satisfaction.
- Increased employee satisfaction: Reduces repetitive tasks through automation, employee satisfaction and engagement are boosted, enabling them to focus on more meaningful and fulfilling work.
Transform your document workflow with Templafy
Templafy is an enterprise-grade document management platform that streamlines the creation, storage, and distribution of business documents. By integrating with popular office applications and providing a centralized repository for templates and assets, Templafy ensures brand consistency and compliance across all company documents.
Here’s a deeper dive into Templafy’s key features.
Centralized document template management
Templafy’s document template management system centralizes the creation, storage, and distribution of dynamic templates. This ensures all employees use the most current and compliant templates, reducing errors and simplifying the document creation process.
Explore Templafy’s Template Management.
Seamless integration with daily apps
Templafy integrates effortlessly with tools you already use, like Microsoft Office 365, Google Workspace, and various CRM systems. This means your team can generate documents using AI and automation without ever leaving their familiar environments. Accessing company-approved templates and assets directly within these apps ensures your workflows are smooth and efficient.
Explore Templafy’s Integrations.
Cloud-based content management
With Templafy’s cloud-based platform, employees can access a centralized document repository that’s always up-to-date, no matter where they are. Role-based access control allows administrators to grant specific access to teams or individuals, ensuring the right people have the right information.
Explore Templafy’s Platform.
Reliable GenAI
Templafy’s AI Assistant integrates safely within daily apps like Microsoft Word and PowerPoint, automating document creation by generating text, correcting errors, and ensuring brand consistency. This not only speeds up creation time but also maintains accuracy and compliance, with centralized management of AI use to protect data security.Explore Templafy’s AI Assistant.
Boost productivity with advanced editing features
Templafy offers over 50 editing features designed to streamline document creation and ensure everything stays on-brand and error-free. By integrating directly with PowerPoint, users can make quick edits, link data from Excel, and automatically check for formatting and grammar issues, boosting overall productivity.
Explore Templafy’s Productivity Tools.
Enterprise-grade security
Templafy provides robust security features, including role-based access control, encryption, and version control, ensuring the protection of sensitive information and maintaining regulatory compliance. With SOC III and ISO 27001 certifications, Templafy rigorously upholds your data, privacy, and compliance requirements.
Explore Templafy’s Security.
case study
“The biggest change overall since implementing Templafy is an increased feeling of control over the documents and presentations used throughout Ramboll. It has become very easy for employees to use the most up-to-date slides and presentation layouts. We’ve received lots of positive feedback from users that Templafy saves them a lot of time, and the branding team can be more certain that content coming from Ramboll is in line with our brand guidelines”
Senior Consultant
Corporate Branding, Ramboll
Conclusion
Document workflow management software can revolutionize how your organization handles the entire document lifecycle. By implementing solutions like Templafy, you can streamline approvals, automate repetitive tasks, standardize templates, and ensure robust version control.
This not only enhances productivity and improves compliance but also ensures consistency across all your documents. Ultimately, it allows your teams to focus on the tasks that truly matter, leading to higher employee satisfaction and better business outcomes.
Ready to explore how Templafy’s platform can transform your document workflows and boost your organization’s efficiency?
Join the automation revolution. Book a demo.
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