TemplaCMS Workflow & Document Management are two elements that integrate dynamically across the system to automate decision processing and offering creation, storage, access and distribution of documents.
Workflow is fully integrated across all relevant TemplaCMS modules and enables the configuration and automation of decision and approval processes that are normally paper or e-mail based. Workflow generates action and authorisation requests automatically and enables electronic sign-off, with the relevant staff alerted to confirm actions have happened.
At each stage in Workflow, one or more individuals may be responsible for a decision request. Once the request is complete, Workflow ensures that individuals responsible for the next request in the sign-off chain are notified and receive the data they need to complete their stage of the process. The sender of the request is always kept in the loop as to its progress through the chain.
Document Management allows users to link their existing documents, filed in the company’s network folder structure, to the major records and transactions within TemplaCMS. For example, clients could have pre-sales documents, sites could have RAMS and health & safety documents, and employees could have application forms, scanned right to work documents, etc. In addition, emails can be filed away automatically by using drag ‘n’ drop from an Outlook folder and placing it over a target record or transaction, whereupon the user is prompted with file away instructions.
As well as viewing existing documents, users can also generate letters and emails through the use of Word templates, either individually or part of a volume mail-merge facility. This is particularly useful for sending new employees their welcome letters or new enrolees their workplace pension starter packs. After distribution, the system automatically files the documents against the records and into the central document store.