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Appending documents with automated scan workflows

Chief Product Officer (CPO)
For companies who are at the very early stages of digital transformation, converting traditionally paper-based tasks such as employee performance appraisals to a digital format can be a great first step.
In this two-part blog series, we look at how automated scan workflows enable users to append and prepend pages to an existing digital document, enabling an organization to have one, complete digital master document instead of multiple individual files, and a more efficient file system.

In part one, we look at appending appraisal forms to the end of the master document, keeping a chronological record of every employee’s appraisal history.

Setting the scene
Let’s use the example of a company who performs bi-annual employee appraisals, storing them in a secure networked file system.

When each appraisal has been completed, each signed appraisal form must be scanned, named and added to the employee’s folder. Over time, an employee’s folder has many separate appraisal files and it becomes burdensome for the manager or HR to find and reference a particular appraisal. The preferred solution is for each new appraisal to be appended to an existing file so that a complete history can be viewed in one file and managers or HR can find information faster and easily.

Appending pages via automated scan workflows
With automated scan workflows the line manager can easily append the latest appraisal to the existing document. An automated scan workflow is created for appraisals to achieve this, simplifying the task and guiding the user through the process. The workflow is designed to prompt for user input, in this case, to navigate through the networked file system and select an existing appraisal document. The manager can only access the folders in the file system for the set of employees’ he manages, ensuring confidentially is maintained. The workflow’s delivery is defined to append the new scan to the selected existing document.

Appending pages in practice
Peter, is a line manager for the organization and has completed appraisals for his team. At a multifunctional device (MFD), he authenticates himself using his ID badge. From the various scan workflows Peter has access to, he selects the appraisal workflow. He is prompted to navigate the networked file system folders that are presented to him, locating and selecting the existing PDF containing an employee’s previous appraisal. Peter inserts the document and proceeds with the workflow. The document(s) are captured, processed and the digital page(s) is appended to the existing appraisal document. The workflow also notifies HR with an email that an appraisal is completed in case payroll or other processes need to be started.

The line manager and HR now have one document to review when looking at the employee’s appraisal history in chronological order. Additionally, when searching for information, the search results are more focused; finding information is quicker when fewer files need to be opened.

Here is the process broken down into four quick and simple steps.
  1. Peter authenticates at the MFD and selects the appraisal workflow from the menu displayed on the control panel.

  2. He is prompted to find the existing document from the list  of folders presented.

  3. Once the master appraisal documen is selected, Peter scans the new appraisal.

  4. The scan is appended to an existing document. HR is notified via email for follow up actions.

We would love to hear how automated the scan process have helped your organization on your digital transformation journey. Please leave your comments below.
Wouter Koelewijn
Wouter is responsible for existing and new product direction ensuring that product delivery is smooth while keeping Y Soft at the forefront of new innovations. He is directly responsible for the product management teams.  When not on a plane he loves playing with new technology including drones and Kickstarter projects.
View all posts by Wouter Koelewijn

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