How To Design A Workflow?

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Workflows are commonly used in every type of industry whether it be retail, manufacturing or logistics. Most commonly it is used in the IT industry and software development. Our discussion will be focused primarily on electronic document management system.

First let’s discuss about workflows in general and what practices to follow in designing them. A workflow will help you in systemizing your tasks, think of it as a blue print for your task in which you follow the steps designed to complete a job.

So how to design a good workflow, start by visualizing in your mind and then use a paper and pencil to draw it. The reason why we recommend using a led pencil is because you might have to erase and redraw your scheme several times to get the optimal workflow scheme. The design for each flow can be different from one another so the next set would be to define modules for the sketch you created.

workflow
 

After module definitions the next step would be to jot down the outputs and the general data for your workflow. Once you are though with these steps then define annotations for different inputs, process & outputs. Digitize your workflow using different software applications. A good software application is for workflow design is Microsoft Visio. iLead Integrated Solutions has its own application called “eWorkFlow” for this purpose and this application can be integrated with all iLead products including iDOX document management system.

Another important thing that you can do is to look at your previous workflows and design the new scheme keeping in mind the previous pattern. Once everything is done and you have a finalized workflow that you believe is efficient & optimal then execute it and maintain it.

iDOX Document Management application also has a specific workflow defined on which it functions. The elements involved in iDOX Workflow include the workflow designer, database, workflow subscriber, workflow server, email server, CRM system and ERP system. The simplified workflow for iDOX is also shown in the diagram below:

WORK-FLOW
 

Workflows are an essential part of applications, routine tasks and other processes. They define a systemized way for you to complete the task efficiently. For more interesting information of workflows stay tuned to iLead blog.

Conclusion

Designing a workflow is important as it provides you a blueprint for you task. Workflow cuts down redundant tasks thereby making the task more efficient and productive. A simple workflow can be designed by first visualizing and then drawing it on a paper after you define the modules. Document Management Systems like iDOX have workflow design that helps in easy document processing with easy workflow design.

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