Is document workflow automation worth all the hype?

The short answer is, yes—and for good reason!

Consider all the manual labor that typically goes into managing contracts, approvals, and general document-related paperwork. With automation, your documents can practically manage themselves (with a little guidance, of course).

So, what is document workflow automation?

Simply put, it’s the process of using software to improve document-related tasks like approvals, signatures, routing, and storage. This means no more handling documents manually, leading to fewer errors and more time saved by automating repetitive processes.

This article will cover the ins and outs of an automated document workflow, including key benefits and how it works. Let’s get into it.

How does document workflow automation work?

Email chains and physical paperwork are a thing of the past with document workflow automation. It follows predefined rules and logic to manage document lifecycles more efficiently.

Here’s how it works:

  1. Document creation – First, a user generates a new document, either from scratch or with a ready-made template that auto-fills relevant information.
  2. Automated routing – Automatically, the document is sent to stakeholders based on the workflow rules created. For example, a contract might need to go to a legal team for review and approval before being sent to the client.
  3. Approval process – The stakeholders review the document, then digitally approve the document. With audit trail functionality, users can track the progress of the document. Plus, document editing features allow you to make changes to the document if anything needs to be updated before approval.
  4. Electronic signatures – Once approved, the document can be sent for an eSignature, which means there’s no need for printing and scanning as with traditional signing.
  5. Secure storage and access – A secure document management system automatically archives the document after signing. This allows for easy access while remaining compliant with regulations.
  6. Tracking and analytics – Automated workflows allow users to monitor the document’s progress in real time. This visibility also allows you to track completion rates and review your business’s workflow efficiency.

Let’s break that down into a basic example of what this process might look like:

  1. Using a template, a sales rep creates a proposal.
  2. That document is automatically sent to the rep’s manager for approval.
  3. The manager approves it, and it’s then sent to the client for an eSignature.
  4. The client signs the document electronically, and it’s stored securely in a document management system, like PandaDoc.

Seems pretty seamless, right? Say goodbye to printing, scanning, and chasing down signatures with PandaDoc document workflow automation software.

Why you should opt in: 6 key benefits of document workflow automation

Now that you know how it works, let’s jump into why you should want to implement document workflow automation.

1. Saves time and increases productivity

Automation means no more manual data entry and document tracking, so your team is spending less time on paperwork and more time on higher-value tasks.

When it comes to approvals, reminders, and document routing, everything is automatic. This frees your teams to focus on other strategic initiatives instead of administrative work.

2. Reduces human error

Handling documents manually is more likely to result in human mistakes, like missed approvals, wrong data, or even lost files.

Document workflow management software is more accurate, which means more consistency across workflows. Additionally, the ability to send alerts and reminders at every stage reduces the risk of workers missing deadlines. It’s a win-win-win system.

3. Improves compliance and security

Industries that require strict compliance with regulations need a solution that ensures security.

Automation makes sure documents follow the correct approval protocols, store audit trails, and stay secure with encryption features and access controls.

You can more easily keep records for audits and lock down sensitive information so that it’s only accessible to the employees you authorize.

4. Speeds up approvals and signatures

Faster document approvals means more efficient operations. Automated workflows keep the processes going with instant approvals and eSignatures.

Integrating an electronic signature solution like PandaDoc will allow you to finalize contracts and agreements within minutes instead of days. This prevents bottlenecks and speeds up turnaround times.

For instance, Ion Solar sped up their proposal revisions by 20% when they switched from Docusign to PandaDoc for their document management.

Here’s what Brandon Mullen, IT Director at Ion Solar, has to say about their success:

“Migrating to PandaDoc gave us an edge in our operational efficiency. Don’t let the lesser-known name fool you; PandaDoc delivered more value than its bigger rivals. It’s a robust, reliable solution that transformed our document management process for the better.”

5. Improves collaboration and visibility

The ability to track the status of documents in real time prevents miscommunication, keeping everyone involved aligned.

Automated document workflows allow multiple parties to access, review, and update documents simultaneously. This means better teamwork and decision-making.

6. Reduces costs

The costs of paper, printing, and storage add up. Automation minimizes those expenses while making your workflows much more efficient.

Plus, you can save on labor costs for manual processing, freeing up resources to use for more important things.

Need more convincing that automation is the way to go?

By automating document workflows with PandaDoc, TPD was able to decrease their client onboarding time by 75%, saving $3,700 in labor costs and 188 hours per month.

“PandaDoc is making this so much more efficient than it once was. The Hiring Packages are a breeze to send to candidates… this would’ve been a time-consuming administrative burden if it weren’t for PandaDoc,” says Kelsey Boyd, Director of Business Systems & Processes at TPD.

Read the full success story here.

How to level up your document workflows with automation

Ready to make the jump? It all starts with the right software.

PandaDoc simplifies document management with our all-in-one management software. You can create, edit, send, track, and sign documents easily.

Here’s what to look for in document workflow automation software:

  • Pre-built templates – These smooth out the document creation process. Check out our pre-made templates here!
  • Electronic signatures – Necessary for quick and secure approvals.
  • Automated routing – Make sure your documents reach the right people at the right time.
  • Real-time tracking – Monitor the progress of your documents for more efficient completion.
  • Integration capabilities – CRM, project management, and cloud storage tools are key for improving document workflows. See how you can create automations between PandaDoc and your CRM, including HubSpot, Pipedrive, Salesforce, Zoho, and more.

Automated document workflows change the game by simplifying your processes and allowing your teams to work smarter. This means less manual effort, more efficiency, and better security.

Request a demo today to see how PandaDoc can improve your document workflows.

Disclaimer

PandaDoc is not a law firm, or a substitute for an attorney or law firm. This page is not intended to and does not provide legal advice. Should you have legal questions on the validity of e-signatures or digital signatures and the enforceability thereof, please consult with an attorney or law firm. Use of PandaDoc services are governed by our Terms of Use and Privacy Policy.