Interactive validation workflow  

Manage your document flows and their validation at every stage in their life cycle

Orchestrate your document processes

We can help you implement a high-performance workflow management tool. SmartDigiDocs offers a well-organised workflow and alert system, combined with an electronic signature tool, to structure and accelerate the process without neglecting respect for roles and approval phases.

Our solution lets you define workflow models, manage their execution and monitor the status of the document management process throughout its execution.

Workflow templates

A workflow model (or template) is used to define the orchestration of the various stages of a collaborative process and/or the automatic flow of documents from a system through to archiving and delivery.

Each template defines a workflow made up of one or more documents, the source of these documents, the actions to be carried out and the data required to complete these steps.

In the model, we work with you to define

  • The data structure used
  • The documents or models used
  • The pre-processing carried out on the data or models
  • The roles of the users (manage, edit, validate, approve, sign, etc.) and the schedule to be respected
  • The processes before the final version is ‘frozen’ (for example, removing comments and revision marks, preparing the signature block)
  • Signature tools and sequences
  • Post-processing (archiving, sending e-mails, notifications, uploading data to downstream systems)

Workflow engine

The workflow engine controls the workflow. It adapts the workflow status according to the actions carried out by users or external applications (via APIs).
For example, when all the amendments are ready, the workflow engine changes the workflow status to ‘Validation’ when users have been defined to perform the validation. If not, it will automatically move on to the next stage.

Typical example: Contract management

In this example, we see the typical process for creating a contract that can be managed with our tool.

First, we collect basic data such as companies, people and addresses. We use this data to populate predefined templates.

In the next step, users edit the documents and, once completed, the documents must be approved.

The next step is to have the documents signed by the various parties. The final stage is distribution and archiving.