PROXESS® Workflow

Route documents digitally through the company in line with your individual processes. All the related documents are summarized in a digital operations folder. You can freely define the distribution scenarios, for which a number of workflow templates are available. Employees in the process chain are informed of upcoming tasks and new documents via e-mail. This eliminates any transfer or idle time and also makes the actual document processing quicker.

At the heart of PROXESS Workflow is the digital folder containing all the transaction documents. Authorized employees can access and view the documents and processing data at any time and edit them directly in the workflow. The required information and documents can quickly and intuitively be located using the integrated full-text search. As every editing stage of the folder and/or document is recorded, all employees are always up to date. Access is possible via Web Client or remotely using a smartphone app, for example.

Many of a company’s transactions follow specific guidelines. Reviewing incoming cost accounting is usually firmly defined, for example. Rules-based workflow is ideal for this, whereby decision-making parameters (department, invoice amount, etc.) define how a folder or document passes through the company. Once a processing stage has been completed, the next employee is automatically notified via e-mail. The MS Visio tool, which is integrated as an add-in, allows such rules-based workflows (including deputization arrangements and escalation levels) to be clearly modeled using graphics. In addition to rules-based workflow, documents can also be flexibly forwarded using an ad-hoc workflow. In this case, employees decide whether to send it to the next person for processing.

An open XML interface allows data from external systems, such as customer master data, for example, to be automatically transferred when a folder is created. This makes it easier to create folders and guarantees consistent master data in all systems.

Completed transactions, such as cost invoices that have been posted and paid, can be automatically transferred to the tamper-proof PROXESS Archive for permanent archiving. At the same time, the entire transaction documentation of a folder is also archived. However, you can still use the PROXESS Workflow interface to search for and view transactions that have already been archived. And, if required, it is even possible to reactivate a transaction that has already been completed and edit it again in Workflow.