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Introduction to Workflow

Chapter 1: What is Fax Workflow?

Advantage Insights:

  • Understand the differences between automated and manual workflows
  • Learn how digital transformation can provide value and competitive advantage
  • Introduce the Workflow Platform for RightFax

Understanding the Importance of Defined Workflows

Your organization’s business processes are driven by documents and information. But those documents can arrive in many different formats and require a wide variety of actions, decisions and interactions with multiple back-end business systems.

Document delivery is critical to your business processes, but with emerging technologies leading to extensive integrations and programming during both initial deployment and later modifications, internal workflows may not be efficiently routing and prioritizing critical documents.

Structured Processes

Structured processes are typically a series of tasks that, when performed, result in an efficiently organized outcome. The coordinated tasks in a structured process can synchronize information between people and systems by improving organizational responsiveness, efficiency, and profitability.

To be successful, a structured process should be able to easily adapt to various changes and demands that may arise from the need to further improve collaboration and internal communication.

Why is Digital Fax Important?

Not all faxing systems are the same. Organizations that rely on fax need to ensure that their document delivery workflows are processed in a timely manner. That is why overall system architecture is important when considering fax server options.

Enterprise-grade fax server solutions can maintain an extremely high degree of system reliability with numerous built-in fail-safes that ultimately protect faxes from being lost, delayed or accidentally deleted. With a digital fax solution, your organization can:

  • Integrate fax documents with the business applications that are most important to your business, making it easier to exchange information more quickly
  • Turn static, paper documents into dynamic, smart content as part of an electronic workflow
  • Shorten business cycles by delivering quotes, invoices, and purchase orders automatically and instantly
  • Eliminate the cost of fax machines, paper, toner, analog phone lines, and the frustrations that go along with them
  • Maintain compliance with regulations around the world to keep protected information private

Transforming paper-based processes into automated document delivery workflows provides benefits across the entire organization by increasing the efficiency and productivity of anyone who touches a faxed document.

Automated vs. Manual

As organizations adopt strategies to build collaborative workflows, a key component is how those workflows are processed. Whether manual or automated, workflows can be streamlined for efficiency, but even the best manual workflow can struggle to compete with automated tasks. Here’s a comparison of a manual workflow vs. an automated workflow for a simple task that is familiar for many organizations: sending a fax.

Manual vs. Automated Workflows

In a local pharmacy, a variety of documents are sent and received via fax, including lab results, prescription refills, and requests for medical records. Although the pharmacy utilizes a digital system to support their document delivery efforts, the staff are required to manually call other practices to confirm delivery receipt of the faxes. Additionally, pharmacy staff are manually printing inbound faxes, and later scanning them in, renaming them, then moving them to another location for long term access.

In this example, these repetitive, manual tasks can result in the loss of at least 2-4 hours of employee productivity each day with the additional challenge of lost information and human error. With an automated workflow, this pharmacy can make significant changes to their document delivery procedures.

First, staff can avoid labor intensive re-scanning and file naming by the front desk, while reducing the extra costs of labor, paper and toner (a heavy burden for a small pharmacy). Faxes and documents can be made available electronically with a common-sense naming convention and sent to a folder where staff could access them using indexes based on the file name.  With quicker response times and a reduction in human error, the pharmacy can now focus on putting patient-care first while retaining the security advantages of fax transmission.

As you can see, with an automated workflow solution, your organization can not only reduce expenses, but also create a more secure inbound and outbound electronic faxing that gets your documents where and when you need them.

Digital Transformation

Digital transformation is the use of emerging technologies (cloud, mobility, data analytics, and social business) to create value and competitive advantage through new offerings, new business models, and new relationships. In addition to gaining critical operational efficiencies, a principal outcome of digital transformation is improved customer experience.

By digitally transforming document-centric workflows, especially those related to interactions with customers as well as other stakeholders (e.g., employees, investors, partners, and suppliers), organizations can cultivate a digital mindset across their document-intensive workflows to improve business performance and drive goals forward.

The adoption of digital technology can have a notable improvement on critical business operations, allowing organizations to enhance customer experience while drastically reducing costs. Automating document-intensive workflows can enable new connections, streamline secure communications, and contribute to overall digital transformation initiatives. By implementing digital transformation workflow solutions across your entire organization, you can:

  • Accelerate the exchange of information within your organization, allowing staff to focus their energy on providing value to customers
  • Shorten business cycles by leveraging integrations to automate the exchange of information
  • Increase visibility and make better business decisions with clearer insights into transactions and performance trends

Although the transformation of document-intensive workflows is not limited to the transition of paper-based workflows to digital (and, in fact, simply converting paper-based workflows to digital is not necessarily transformative), the fact remains that paper-based workflows are costly, inefficient, error prone, and not secure.

What is the Workflow Platform?

The Workflow Platform for RightFax is a game-changing platform for automating such document-intensive business transactions and processes. It maximizes the value of paper, fax and email documents by automatically routing and processing them as electronic documents and integrating them with a wide variety of back-end systems.

Unlike most workflow solutions, the Workflow Platform for RightFax leverages a company’s existing business processes, database applications and a wide range of back-end systems to meet each organization’s specific needs. This means the Workflow Platform for RightFax can evolve with your business while enabling tighter integration, faster user adoption and significantly lower implementation costs.

The Workflow Platform for RightFax provides a combination of features, functionality and price unmatched by any other solution on the market. It can introduce easy automation to business processes that still receive mostly paper and fax documents, and it can improve automation for transitional business processes that must support both paper and electronic information.

Customers in healthcare, financial services and other document-intensive businesses have used the Workflow Platform for RightFax to process tens of millions of documents and faxes into complex workflows that require synchronization with multiple third-party systems.

Conclusion

Automating document-intensive workflows can have a notable improvement on critical business operations, allowing organizations to enhance customer experience while drastically reducing costs. With the Workflow Platform for RightFax, your organization can maximize the value of paper, fax and email documents by automatically routing and processing them as electronic documents and integrating them with a wide variety of back-end systems.

In our next chapter, we’ll continue our dive into the Workflow Platform for RightFax and show how your organization can either develop custom integrations that improve the flow of business-critical documents or configure a feature or extension to existing software.

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