Workflow Management

Automation - monitoring - improvement.

Workflow and document management platform

Through Smart Processes, a flexible platform for integrated management of documents, processes, and workflows it is possible to go toward the creation of e digital twin of the organization which can be monitored, analyzed, automated, improved.  The platform is equipped with a rich tool set for process and workflow design, functional organizational chart, geographical organizational chart, permissions, scanning, cases portal, search engine, email templates, third party authentication, no code integration feature with existing software in the organization.

Key Software features

Smart Processes comes with a rich toolset and features for guarantying an integrated management of documents and workflows, at the same time guarantying a seamless integration with existing software in the company using industry standard interface such as web services and web apis.

Customizable user interface

Smart Processes represent a very flexible, cost effective and robust platform for workflow and document management.

It integrates in one platform the management of:

Software features

Digital Transformation

A rich toolset is provided to facilitate the digital transformation of the organizations:

Built-in scanning application for PC

A built-in scanning app for PC allows to scan documents directly into Smart Processes without storing them locally on the computer. This feature enhances the overall security of the system. In some scenario this feature is crucial for achieving compliance to security standards

A built-in scanning app for Android Smart Phones

A built-in scanning app for Android smart phones allows to scan documents directly into Smart Processes. This feature facilitates the interaction with the mobile workforce. In a manufacturing environment or in transportation bringing documents directly in the system helps improve the performance and reduces the costs.

Automatic Document Classification

An automatic document classification engine suggests the type of document thus creating a base template to extract content from the image.

Text Extraction from the document image using OCR

An OCR engine extracts the data from the document image, based on the choosen template.  Extracted data are posted directly to Smart Processes data controls.

Process Diagrams

Intuitive process map design though graphical process diagrams

Form Designer

Form Designer creates data entry forms which serve as a data storage for the cases of the process. Forms are also the place where the users interact with the Smart Process Management Engine through clicking buttons for the case progress, importing data from other sources send messages etc.

Transparency and Compliance

The Process Information feature produces a detailed description of the process configuration with:

This functionality provides full transparence on what the software is doing, who does what on what event.  With this capability Smart Processes excels on providing transparency and guarantying compliance that the software is performing according to standard operating procedures, making it a must for the audit units at organizations.

Workflow Modeler

Workflow modeler provides an intuitive graphical user interface to model the statuses of the process, the steps connecting statuses, the roles that are allowed to execute each step. Additionally, it allows modeling of business rules which create branching in the workflow , based on logical conditions built on data of the specific case of the process.

Roles and Sites

Users in Smart Processes are organized in roles and sites. Roles have a hierarchical organization similar to an organizational chart. Additionally, it is possible to create a hierarchical sites structure for the organization to manage the geographical branches of the organization. A role can be single site, like a CEO and multisite such as a branch manager. When creating users if they are assigned a functional role which is multisite such as branch manager, it is required to define as well the site where they will work on. Permissions use this functional and geographical organization. 

Integrated web mail client

The integrated web mail client connects with email service through IMAP and allows full access to the mailbox from within Smart Processes.  Additionally, it is possible to link email messages to processes cases in a many-to-many relationship, allowing to browse from the process case to the email messages and vice versa.  It is possible as well a one-click case creation from an email message, using the priorly configured mapping to fill in case data from email content. 

Attachment extraction, automatic document classification, text extraction through OCR and data posting at case variables is as well possible. 

Email Templates

Email Templates are a feature that allows the creation of preconfigured email templates containing static text as well as referencing process variables, which are rendered on runtime and filled with the data of the process case instance, when the email message is sent.

Events

Smart Processes architecture is based on events and actions. The administrator creates events and associated actions that are executed on event activation. Events can be created for data field value changes, cases association, case assignment, status change, step execution etc. Actions can be anything from setting a variable value, coping variables values from connected cases, multicasting a variable value to a number of child cases, sending a personalized email, modifying the status of a case, assigning a case to a user etc.

Job Scheduler

Automate actions through Smart Processes Job Scheduler.  Job scheduler allows automating workflow and document management actions, repeating actions automatically based on a predefinded schedule.