Quickflows, The Support System of The Jobs Hierarchy in Workflow (Part 1)

INTRODUCTION

Business Processes is the back bone in your organization where files and documents is flow between them. While The Sharpdesk tool that allows you to easily manage documents, does not provide a way to send documents to a workflow.

Documents can only be sent via e-mail, fax or print, and this can generate many redundant copies of the documents are scattered in an e-mail inbox, where users can not find the position where the document that requires approval, is at a time when the process business is running.
Without any way to track if the document is approved on time, or who is responsible for the change, the flow of documents can quickly become chaos.

Quickflow is bridging this gap by integrating closely with Sharpdesk to provide the missing link: an intelligent workflow set route your documents from one employee to the next officer for approval. Quickflows support the use of two methods: "Sharpdesk to workflow" and "Scan for work flow" (see illustration below).

INCREASE THE VALUE OF YOUR SHARPDESK INVESTMENT

The Workflow system Quickflow, closely integrated with Sharpdesk, so that end-users can easily start a workflow by drag and drop file into a Quickflow button without leaving the  Sharpdesk interface.

You also can organize your posts and request approval without leaving Sharpdesk interface, as shown in the picture beside this: 






















By attaching themselves to sharpdesk, it is no longer needed special training about Quickflows if employees have been accustomed to using sharpdesk.

After a workflow starts, the document distributed throughout the selected workflow, sent to various persons responsible for approval. Users are automatically notified by e-mail when the time came for them to approve, and automatic reminders are sent when the user is too late to submit their action.

One of the most challenging aspect of deployment in an enterprise environment workflow is to get people to use new software. In fact, most workflow system makes it so troublesome for end-users to send documents to a workflow because they would rather just send it as an e-mail.
For example, most workflow systems require other users to individually open a new browser and a series of tedious steps to browse and attach files to start a workflow.
The idea of simple QuickFlows, end-users only need to drag and drop their documents into the workflow without leaving SHARPDESK view, there will be little training needed, so the rejection of the End-User to a minimum.

Strong relationship between SHARPDESK and QuickFlows actually make it easier for your organization to gradually step into the next phase and adopt electronic workflow. Consider the comparison of the steps necessary to deliver workflow between QuickFlows and other workflow systems.










It also will allow end users to quickly adopt the software with little effort required for training. The following screenshot shows how this can be done in SHARPDESK environment.

























The figure below shows what happens when you drag a file (which was presented to three agencies work flow) to icons QuickFlows in SHARPDESK.

With the example on left side, you can see all the information related to the filing of such submission date, filing number, who was raised by and where delivery in the current workflow, all without leaving SHARPDESK.

This is illustrated through this next screenshot.



Visibility is an important document - with a working system in place, ultimately End-Users can easily and very quickly get access to trace the flow of documents in SHARPDESK itself!






This is a variety of benefits in the workplace, namely:
1.Peningkatan transparency document workflow - all the people involved in business processes will know exactly where the filing of certain documents in the workflow.
2. Quick and efficient access to information from SHARPDESK workflow.
3. Ease of use - no need to login to the portal - just drag and drop the file to QuickFlows icon again to check its status.

"Instill ACCOUNTABILITY IN YOUR OFFICE, START FROM SHARPDESK (FREE *)"


With traditional email flow, end-users would download the file, make changes, and then resend it out via e-mail to the next person in the process. Currently this document through several levels of users, will create transparency for everyone, anyone who is making changes to the document.
Sending documents and files via e-mail also creates problems in the traditional versions of different documents in e-mail. When someone needs to explore a particular version of the document, this task even more difficult because no one knows who the manager who changed what parts of the document, and which documents the latest version.

With QuickFlows this problem solved elegantly by never delete or replace the original version of the document. As a document moves from one user to another user in the workflow, changes are made to go through the login process, and the new document is stored as a separate document version. A user can easily access either the old version to see the following table in record delivery workflow.
This feature can provide the following benefits to your organization: 1. Managing change in your company's documents
2. Easy to check the updated data in the document
3. Increased transparency changes - all participants in the workflow can see all versions of a document

Place the shaped explanation TIFF or PDF files in a workflow
After the document included the workflow, users can easily add the necessary explanations on the document along the workflow. QuickFlows allows the annotation is stored as a layer in the file / TIFF PDF, or permanently "burned" into the file.


Every explanation that is stored on the file does not affect the original file, and saved as a different version of the document.

The ability to locate information for a travel document explanations along the workflow, especially when documents at SHARPDESK (usually TIFF or PDF files), can be scanned from Copier / MFP SHARP. Part of the scanned documents are not clear, or not visible, editable throughout the workflow by admin staff, who then could provide clearer information about the scanned document before it was brought to the user-level executive to be processed.
Note:
*) Sharpdesk installed free of charge to users of the copier (MFP) Sharp who has the ability to scan.

Links:
Using the Quickflows Sharepoint Connector Bubbles
Installing the Quickflows Sharepoint Connector

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