Automated Electronic Document Workflow System
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Solution Overview
Problem
Current document workflows in organizations are often manual and inefficient, requiring employees to scan paper documents, manually transfer data, and manually copy information into systems like CRM, lacking end-to-end automation.
Innovation Solution
A computer-implemented method for creating fully automated electronic document workflows, allowing organizations to define workflows with fillable fields, permissions, and automation through a workflow server that enables document creation, distribution, and integration with cloud storage and third-party services.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Extent of automation
If manual document workflows are used (scanning, manual transfer, manual copying), then employees can complete document processing tasks, but the process requires significant manual effort and time
Solution Approach 1:
The system enables self-service automation where the workflow management system automatically performs document routing, data extraction, field population, and notification tasks without requiring manual employee intervention. The system serves itself by automatically tracking document status and progressing workflows based on predefined rules and conditions.
Solution Approach 2:
The system performs preliminary actions by pre-configuring workflow templates with predefined routes, approval hierarchies, and automation rules before documents are processed. This allows the system to automatically execute the correct sequence of actions without manual setup for each document, significantly reducing processing time.
2Productivity
If manual data transfer and copying is performed, then document information can be transferred between systems, but the process is inefficient and prone to errors
Solution Approach 1:
The system replaces manual mechanical data transfer operations with automated electronic data extraction and population mechanisms. Optical character recognition (OCR) and form field detection algorithms automatically extract data from uploaded documents and populate corresponding fields in the workflow system, eliminating manual copying and reducing errors.
Solution Approach 2:
The system creates accurate digital copies of document data by automatically extracting information from uploaded documents and replicating it into structured fields. This automated copying process maintains data accuracy while eliminating the need for manual transcription and reducing information loss.
3Adaptability or versatility
If ad-hoc document workflows are used, then employees can process documents, but the workflow lacks structure and automation capabilities
Solution Approach 1:
The system segments workflows into discrete, configurable templates that can be independently designed and assembled. Each workflow template represents a specific document type or process with its own defined steps, approvers, and rules. This segmentation allows organizations to create customized workflows for different needs while maintaining a manageable system structure through modular design.
Data Source
AI summary
Methods and systems for creating workflows are disclosed. A request to create a workflow can be received. One or more documents for the workflow can be received. Each of the one or more documents can be analyzed to determine one or more fillable fields for the one or more documents. Workflow permission information can be received. The workflow can be provided in accordance with the workflow permission information.