• Process steps
• Responsibility of persons involved
• Software used

How do you establish a digital workflow?

To successfully exploit the potential of a digital workflow, a structured approach is essential.

You should therefore ask yourself these questions:

• What is the current status in my company?
• Who is responsible for the workflows?
• How are the workflows linked to each other?
• Which software should be used?

Companies can benefit from the introduction of a digital workflow.

This is because it creates transparency about the individual work steps in the company and provides a cross-departmental understanding of processes. This makes it easier to identify automation potential.

Employees create and use documents and templates in almost every industry. Whether it's presentations, contracts, invoices or personnel information - all this information is recorded and managed in various documents.

However, the transition from paper-based documents to digital files on computers has brought new challenges to the digital workflow:

• Difficult access: Employees often cannot find the most up-to-date and brand-compliant templates as they are deeply distributed on local computers.
• Complex updating: Updating and deploying new templates is cumbersome and resource-intensive for IT departments, leading to delays.
  
  Risk of inconsistency and non-compliance: Without access to the latest templates, the risk of diluted branding and legal non-compliance increases, which can have negative consequences.
• Further problems arise when document templates need to be updated: The process of providing document templates is cumbersome and resource-intensive for IT departments. It is still difficult for employees to find and access the latest templates and digital assets.

5 tips for handling documents in the digital workflow

1. Use cloud-based software

primedocs offers a cloud-based SaaS solution for managing documents and templates. Employees can access the latest templates at any time and from any device, which increases flexibility in the digital workflow. This is a decisive factor for productivity in an increasingly digital working environment.

2. Automate your processes

Automation saves time and resources. primedocs enables seamless integration into systems such as DAM, DMS, CRM and ERP, ensuring a smooth digital workflow. This improves cross-system processes by enabling employees to create and manage professional company documents of the highest quality directly in the business application in the shortest possible time. Data already available in specialised applications does not have to be manually transferred to documents, but can be pulled in via interfaces. 

3. Centralize your document management

Centralized template software such as primedocs reduces the risk of inconsistencies and facilitates access to up-to-date templates. This optimizes the digital workflow, as employees no longer have to search for the latest document versions and can be sure that all templates comply with internal brand guidelines.

4. Simplify the update process

primedocs makes updating and providing templates simple and straightforward. The primedocs template software efficiently points out specific places in the document that need to be updated.

5. Focus on user-friendliness

Manually adapting old templates or documents is time-consuming and error-prone. With primedocs, many steps are automated, saving time and effort. Thanks to the seamless integration into Microsoft applications such as Word, PowerPoint, Excel, Outlook, Teams and SharePoint, employees experience a high level of user-friendliness in their familiar environment. This optimizes the digital workflow and ensures more efficient work processes.

A game changer for work efficiency

primedocs significantly reduces the number of templates required by using ready-made text modules. These can be adapted individually for each user or specified centrally. Thanks to the simple drag-and-drop function, the appropriate formulations can be selected quickly.

These text modules are a real game changer for the analysis of work steps in the digital workplace. primedocs makes it possible to evaluate the frequency of use of individual text modules and thus supports process controlling in identifying optimization potential and making processes more efficient.

Which documents can be covered in the digital workflow with primedocs?

When introducing template software in the digital workflow, managers should first consider the document-intensive departments.

There are many routine tasks in these areas that can be easily automated.

The most common documents include:

• Quotations and offers
• Product and company presentations
• Contracts
• Powers of attorney
• Notifications
• Forms
• Reports

This list is not exhaustive and you can find a detailed list under Why primedocs.

The introduction of template software such as primedocs makes sense across all industries, especially if at least 10 users in your company regularly work with Microsoft Office documents.

The primedocs template software is used by over 500 satisfied customers and leading companies from the public sector, finance and insurance, consulting, pharmaceuticals, construction and other industries.

Find out more under primedocs case studies.