{"id":960,"date":"2018-07-26T10:28:28","date_gmt":"2018-07-26T09:28:28","guid":{"rendered":"https:\/\/www.r2docuo.com\/en\/blog\/?p=893"},"modified":"2021-07-27T13:38:19","modified_gmt":"2021-07-27T13:38:19","slug":"automating-office-processes","status":"publish","type":"post","link":"https:\/\/www.r2docuo.com\/en\/automating-office-processes","title":{"rendered":"Automating office processes is possible"},"content":{"rendered":"

Most repetitive actions<\/strong> in a company’s office processes can be automated<\/strong> reducing costs and possible human errors.<\/p>\n

<\/p>\n

\"\"<\/p>\n

The best way to automate these habitual actions in the office processes is through a document manager software with workflow<\/strong>, then we will see with examples what actions can be automated and the best way to do it, using the document management and workflow software Docuo<\/a>.<\/p>\n

Generate similar documents<\/h3>\n

In office processes there are many documents<\/strong> that are generated using a “template”<\/strong> or a copy of a similar document.<\/p>\n

For example, contracts, offers or letters of payment are documents in which the general text is maintained<\/strong> when writing them and only certain specific data such as customer data, payment amount, etc. change.<\/strong><\/p>\n

Docuo allows you to have document templates<\/strong> associated with the categories so that when a button is pressed, the document is generated<\/strong> according to the defined template and the fields established in the document. You can check how to configure these templates here<\/a><\/p>\n

In the details window of the categories with templates, if the main document has no file, the “Generate from template” button appears<\/p>\n

\"\"<\/a><\/p>\n

When pressing the button the document<\/strong> is generated with the values that have been entered in the fields of the document and it is ready to send<\/strong>.<\/p>\n

\"\"<\/a><\/p>\n

It is even possible to automatically generate<\/strong> the contract without advancing the status<\/strong> without pressing the “Generate from template” button. You can see how to configure this action by clicking here<\/a><\/p>\n

Send mail<\/h3>\n

As with documents, in office processes, some emails can be automated<\/strong> by creating a mail “Type”<\/strong> using substitution labels which is sent to the appropriate agents of the process at all times<\/strong>. You can see how to create automatic emails from here<\/a><\/p>\n

\"\"<\/a><\/p>\n

The mails can be generated when different actions are carried out, when creating a document, when publishing it, when changing status …. and they are automatically sent to the people involved in the process.<\/p>\n

Following the previous example, you can create an automatic email<\/strong> that is sent to the client when you advance to the “Tenant received” status, including adding links<\/strong> so that you can download<\/strong> the contract or that you can advance the status<\/strong> to confirm receipt or request changes.<\/p>\n

\"\"<\/a><\/p>\n

Organize documents<\/h3>\n

Within the same type of document, offers, contracts, invoices, letters, it is necessary<\/strong> to be able to organize<\/strong> the documents by different criteria, for example signed contracts, overdue invoices, rejected offers, etc …<\/p>\n

These “Criteria” would be the states of the categories, each category will have its corresponding states.<\/p>\n

\"\"<\/a><\/p>\n

Using a document manager you can have this organization perform automatically based on a date<\/strong> or the time the document is in a certain state.<\/p>\n

The automation conditions are established in the configuration options of the transition. for more information press here<\/a><\/p>\n

\"\"<\/a><\/p>\n

For example we can make offers that stay 30 days in the status “Tenant received” automatically advance to the status “Rejected”<\/p>\n

In this way we will always have the offers with possibilities in the “Tenant received” status and the obsolete ones are advanced along to the “Rejected” status<\/p>\n

\"\"<\/a><\/p>\n

Notify you of actions on a document on a certain date<\/h3>\n

In the office processes, some documents have to be reviewed<\/strong> every so often or archived<\/strong> when a certain date<\/strong> arrives, usually so that the date in which the document has to be reviewed or archived is not usually added to the calendar.<\/p>\n

Using a document manager you can set up automatic notifications<\/strong> depending on a certain date<\/strong> so that you receive an email or a notification to your mobile phone x days<\/b> before that date or even create notices so that an email arrives every day until the action is taken.<\/p>\n

These notifications are created in the “mail” step of the category wizard. for more information press here<\/a><\/p>\n

\"\"<\/a><\/p>\n

The email is generated automatically without the need to create reminders or appointments in the calendar.<\/p>\n

In this way you make sure you meet the deadlines stipulated for each type of document.<\/strong><\/p>\n

These are some of the things that Docuo<\/a> can do for you to automate office processes, but there are many more! The best option is to try it and discover what features are best suited to your needs.<\/p>\n

As always if you have questions or queries from the customer service department we are here to help you.<\/p>\n

See you in the cloud.<\/p>\n

Conchi Li\u00e9bana<\/p>\n","protected":false},"excerpt":{"rendered":"

Most repetitive actions in a company’s office processes can be automated reducing costs and possible human errors.<\/p>\n","protected":false},"author":7,"featured_media":912,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[15],"tags":[],"class_list":["post-960","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-ecm-software-posts"],"acf":[],"yoast_head":"\nAutomating office processes is possible - R2 Docuo<\/title>\n<meta name=\"description\" content=\"The best way to automate the manual actions in the office processes is through a document manager software with workflow like Docuo.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.r2docuo.com\/en\/automating-office-processes\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Automating office processes is possible\" \/>\n<meta property=\"og:description\" content=\"The best way to automate the manual actions in the office processes is through a document manager software with workflow like Docuo.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.r2docuo.com\/en\/automating-office-processes\" \/>\n<meta property=\"og:site_name\" content=\"R2 Docuo\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/R2DocuoEN\/\" \/>\n<meta property=\"article:published_time\" content=\"2018-07-26T09:28:28+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2021-07-27T13:38:19+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.r2docuo.com\/en\/wp-content\/uploads\/sites\/2\/2018\/07\/Automatizar.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"1000\" \/>\n\t<meta property=\"og:image:height\" content=\"667\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Conchi Li\u00e9bana\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@R2Docuo_EN\" \/>\n<meta name=\"twitter:site\" content=\"@R2Docuo_EN\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Conchi Li\u00e9bana\" \/>\n\t<meta name=\"twitter:label2\" content=\"Estimated reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"4 minutes\" \/>\n<!-- \/ Yoast SEO Premium plugin. -->","yoast_head_json":{"title":"Automating office processes is possible - 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