Workflow management
saves time and money
With nscale, your processes always stay in flow and
seamless team collaboration is a given.
Step by step for smooth-running processes
Poorly coordinated tasks, flawed handover interfaces, and inadequate processes. For many companies, all these things lead to unnecessary costs, wasted hours and dissatisfied teams. Utilising professional workflow management with your digital files helps create smooth workflows that produce fewer errors and a light workload for your organisation.
Structured, centrally managed information, coupled with well-designed processes, enhances efficiency and productivity across nearly all areas of the company. You save money and relieve the pressure on your staff.
A practical example of workflow management with nscale
The value of good workflow management is most evident in the processing of incoming invoices. Many companies still manage invoices manually, with paper-based processes leading to delays, errors, missed payment deadlines and the risk of lost documents.
nscale transforms paper-based processes into digital invoices in four simple steps:
Invoice receipt
After receiving an invoice by post, fax or e-mail, the processing workflow is initiated.
Automatic detection of key information
Automatically recognises key information from the digital or scanned invoice and assigns the document to the correct electronic supplier or order file. An automated notification is then sent to the relevant company personnel.
Initiation of approval process
Invoice verification is a crucial step in our workflow that ensures all invoices are carefully checked. Once checked, the approval process is initiated, and the document is automatically forwarded to the responsible employee.
This process remains transparent and traceable until the final approval, so that all parties involved can track the approval progress at any time.
Transfer to ERP system
Once the invoice verification has been completed, the invoice is transferred to the company’s ERP system. This step is crucial to ensure that all relevant data is entered correctly. Seamless integration sets up the payment run and prepares the invoice for automatic payment.
This ensures that payments are made efficiently and on time, which contributes to smooth cashflow planning and management.
With nscale, workflows can be designed flexibly and quickly
Ad-hoc workflows
With nscale, you can easily create ad-hoc workflows where you design your own approval workflows and make them available to individual departments or the entire organisation. This allows specialist administrators to provide various approvals – e.g. for logs, invoices, work instructions, etc. – so that the right users have access rights. A key advantage is that all files, information and data are saved to work with in nscale, rather than disparate solutions.
This means that every authorised user has access to the most up-to-date information, since no files are left sitting in local folders or the user’s inbox. An additional advantage is that all related information – e.g. appointments, invoices, orders, contact persons – is linked to the document in a structured file and can be viewed directly at the click of a mouse.
Automated processes
In addition to the simple workflow, which can be used by any employee, you can use the nscale Process Designer for rule-based processes and Business Process Management (BPM). This allows you to create document-based and document-independent, individual workflows. The nscale workflow takes care of automating all kinds of business processes. All business-critical processes, including the management of incoming mail and invoicing scenarios, benefit from standardised process control. The nscale Process Designer offers a high degree of flexibility for the design of workflows when mapping dynamic requirements. nscale workflows can be used in any client, regardless of the end device.
Process modelling
The nscale Process Automation Platform (PAP) offers central, visual and standardised process modelling. This optimally supports the design and optimisation of workflows for employees from technical and non-technical departments alike. The basis for the platform, including the workflow engine and modeller, is the “Business Process Model and Notation” (BPMN) standard. The high configuration standards and availability of a large number of standard workflows in nscale PAP, combined with a low-code approach, ensure simple and efficient process implementation. Workflow users are guided intuitively and can complete process steps quickly and reliably with simply designed layouts and clear user guidance.
The nscale Modeler combines technology and visualisation to make it easy to design processes using drag and drop. Decision rules are described and modelled using Decision Model and Notation (DMN), enabling nscale PAP to accurately capture decision-making workflows and provide traceability for all users involved. Thanks to this sophisticated solution, employees with and without IT skills can collaborate easily and design business-critical workflows together without much effort.
How process automation enables smooth workflow management
Companies are facing a growing amount of information and workflows, spread across numerous departments. Several applications and systems are often integrated into one process, which leads to inefficiencies and interruptions. This complexity makes manual process management difficult. Automating processes is one solution, where many steps are performed without human intervention via process automation software.
nscale supports you in the implementation of
optimal workflow management
Arguably, the most convincing case for using a workflow management tool is the enormous amount of time saved by digitising processes. This means fewer manual tasks for teams to handle, reduced errors, potential cost savings by meeting payment deadlines and much more.
Structured files and workflow management together offer a complete solution, ensuring continuous access to essential documents and information throughout a process.
In addition, notification and reminder functions ensure that workflows run smoothly and that users are kept up-to-date. This means your workflows keep moving all the time.
- Central provision of information
- Rewarding promptly paid invoices with cost discounts
- Index and full text search for suppliers and purchase orders
- Enhanced information provision
- Audit-proof archiving
Your benefits at a glance
- Greater efficiency thanks to structured working processes and reduced lead times
- Cost savings and error reduction thanks to the elimination of manual processing steps
- Adherence to applicable statutory provisions and compliance regulations
- Reduced time-consuming routine tasks for staff
- Clarity on processing status and storage locations thanks to centralisation
- Enhanced information provision
Get in touch.
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Ceyoniq Technology GmbH is a group company of Kyocera Document Solutions.
Ceyoniq Technology GmbH
Boulevard 9 | 33613 Bielefeld
Together we develop strong ideas and implement tailor-made and individual solutions for companies and public administrations – contact us, we look forward to hearing from you!
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