automate business processes to boost efficiency. Workflow means different things to different R E C E I V E N O T I F I C AT I O N S W H E N This approach is best suited for simple people depending on their organizational role. CHANGES OCCUR workflows, facilitating what’s typically a For many workers, workflow is for specific manual process, such as alerting a hiring Notifications are the simplest workflow tool business processes, such as a loan coordinator manager whenever new resumes are added and inform specified recipients via email managing the numerous documents and steps to a collection for a specific job opening or whenever a change occurs to DocuShare associated with a loan application, or a notifying board members when minutes from content. Registered users can quickly set up human resources employee handling the I-9 the last meeting are available. notifications for themselves and other people forms, nondisclosure statements, salary (including non-registered users external to approvals, IT requests, and other forms that DocuShare) for event triggers such as: ROUTE DOCUMENTS FOR REVIEW OR go with hiring an employee. • Adding content to a collection or removing it. A P P R OVA L Xerox ® DocuShare provides three simple, business-friendly tools automate workflows Document routing goes beyond basic email • Editing a document. like this quickly -- notifications, document notification to automate document processes routing, and content rules. • Changing document properties and request that specific action be taken or permissions. after a document is received. It even confirms that everyone asked to review or approve • Locking, unlocking, or checking out content has the appropriate access a document. permissions to do so, which is an important part of ensuring that document security is • Changing an object’s ownership. maintained during collaborative workflow processes.
DocuShare workflows in action
Documents passing review are
x staged for approval in a Pending Approval folder to be viewed by the legal department.
x Users scan or upload documents Documents are automatically Documents added to Rejected Once approved, documents are to a Review folder with a pre-set routed to the project team for folder generate a notification to published and made available to content rule. input and then to the team the project team. the public. manager for approval. Xerox ® DocuShare ® Content Management Platform
User-friendly routing slips also offer USE CONTENT RULES FOR PROCESS significant flexibility, and give registered A U T O M AT I O N users full control over the review and Content rules go beyond basic document approval process, enabling them to: routing capabilities, enabling users to easily • Specify the recipient action required (review, define advanced, document-centric approve, or acknowledge). workflows. Each content rule includes three components: event triggers (similar to those • Indicate whether the document should go to used in notifications), content filters the entire group simultaneously or one (conditions that must be true for the rule person at a time in a specific sequence. action to activate), and the action itself. Unlike review and approval, which requires a • Provide action instructions in the routing person to take action on a document in order email for each recipient. to change its state in the workflow, content • Stipulate who must respond to the request: rules can automatically change document one person, a majority of recipients, or properties or a document state without any all recipients. human intervention. For instance, content rules can mark certain folders as complete or • Specify whether, when, and how to escalate ready for review, and then move the folder the routing if the required number of into a workspace or collection for the next participants do not respond by a specific date. stage in the workflow. Any registered user can quickly create a • Define a single routing step that consists of These capabilities make content rules ideal routing slip, indicating the action that one action, such as sending a document to for loan applications and similar processes recipients should take: approve or users for approval, or several sequential steps where the content’s description, format, or disapprove the document, review and that automate a more elaborate location must be automatically modified. make changes to the document, or document process. Users can create a rule that marks a folder as acknowledge receipt of the document. “loan application complete, loan pending Specifying the routing order is equally The document routing option is well suited underwriting review” as soon as the signed simple, choosing from one of four for a multitude of business processes, from disclosure statements arrive in the collection. options: in order, at the same time– basic document review and approval by a That same rule can also copy the folder into single reply, at the same time–all reply, single person, to multi-step processes the underwriter’s workspace, upon which the and at the same time–majority reply. involving a large team and numerous underwriter receives an email indicating the approval levels, editing cycles, and application is ready for review. Document information gathering phases. A typical routing or notifications alone can’t do this. employee evaluation process is a good However, both notifications and document example of what can be implemented using routing can be initiated under the control of only the routing capabilities of DocuShare: a content rule (or triggered by a change • Each participant in the process receives a made through content rules). routing slip for the evaluation document Xerox ® DocuShare helps knowledge workers along with a cover email outlining the simplify and streamline their personal and handling requirements and due date (all office work experience, and helps enterprises based on settings in the routing slip) optimize and automate key business • During the first stage, peer commentary processes. from a majority of coworkers is solicited
• After step one is complete, the manager is
required to edit the document, after which it is routed to the human resources team for review
• After final approval, the evaluation
document is routed back to the employee’s manager to present to the employee
