As a standard, ecoDMS has an ad hoc workflow function which allows the mapping of specific processes in a manual, status and user-based workflow. Depending on status, user action and permission, the archived file can be processed by the person or group responsible according to the parameters stored in the system. All classification attributes can be configured in the settings dialogue box of ecoDMS to suit the needs of your company and can be changed or enhanced at any time. The ad hoc workflow is then executed via the classification dialogue box.

This example explains more about the ad hoc workflow:

Preparation: First of all, setup ecoDMS according to your requirements (document types, folder structures, etc.). Take care to use a flat and simple structure (see ecoDMS manual). In addition to the standard attributes, you should create a user-defined attribute “ToDo” for our example workflow. To do this, create a new combo box and assign the matching values, e.g. “For payment”, “For Review”, “Cancel”, etc. Moreover, we recommend you assign a role (user group) to each “work group” (department) in the company. This allows you, for example, to assign a common role (user group) to staff from the accounting department. The same applies to management, technical department, sales and all other departments and groups in a company.

Situation: An incoming invoice over the purchase of new PC hardware is forwarded from the mail room to management for review. Then management forwards the document to the bookkeeping department for payment. Finally, the technical department can view the document and receives a note that the process is completed.

Ad hoc workflow:
Step 1: The document is scanned by the mail room, retrieved with ecoICE and classified as follows:
  • Folder: Suppliers
  • Document type: Incoming invoice
  • Status: In work
  • ToDo: Review
  • View and classify: Management
    • After archiving the document is only visible for management and released for further classification.
Step 2: After review, the document is forwarded to the bookkeeping department. Management needs to change the classification as follows:
  • Status: In work
  • ToDo: For payment
  • View and classify: Bookkeeping
  • View only: Management,
    • After saving, the document is only visible and classifiable by the bookkeeping department. Management retains the permission to view the documents and the classification.
Step 3: The bookkeeping department carries out the bank transfer and ends the process by additionally releasing the document for the technical department. The classification is modified as follows:
  • Status: Done
  • ToDo: ---
  • View and classify: Bookkeeping
  • View only: Management, Technical department
    • After saving, the document continues to be visible and classifiable for the bookkeeping department. Management and technical department have the right to view the document and the classification.
In addition to the “ad hoc workflow” it is possible to integrate an automated “workflow component”. If you are interested in this service, appecon can make a tailored offer to suit your needs.