Looking for a task management solution?
Learn about our Helpfordesk Workflow solution.

Highlights of the Helpfordesk DMS workflow system

A workflow module is a system that controls day-to-day activities through the execution of predefined, bound business processes.

In practice, this means that all your employees will always know exactly what to do, with what deadlines, which documents to use, and the system will meet deadlines and monitor activities.

In addition, it creates arbitrary reports on employee performance. In addition, a workflow system can automate individual activities and decisions, saving your company time and money.

A workflow module is a system that controls day-to-day activities through the execution of predefined, bound business processes. In practice, this means that all your employees will always know exactly what to do, with what deadlines, which documents to use, and the system will meet deadlines and monitor activities. In addition, it creates arbitrary reports on employee performance. In addition, a workflow system can automate individual activities and decisions, saving your company time and money.

Automate predefined standard workflows,

Create workflow templates with responsibilities, deadlines, and the task to be performed.

Users can get an idea of the current status of workflows, tasks to be performed, and deadlines according to their privileges.

Effective and documented management of every step of the approval process (who approved or rejected a document)

Trackable document version changes (who, when, and what changed the document)

Automate predefined standard workflows,

Create workflow templates with responsibilities, deadlines, and the task to be performed.

Users can get an idea of the current status of workflows, tasks to be performed, and deadlines according to their privileges.

Effective and documented management of every step of the approval process (who approved or rejected a document)

Trackable document version changes (who, when, and what changed the document)

Helps with the following tasks!

Our workflow support system solution is designed for large and medium-sized companies where production or other activities are based on well-defined processes and these processes are documented accurately and on time < is critical to your business.

Our system supports the definition, implementation, and monitoring of strict and permissive follow-up workflow processes.

With the introduction of our Helpfordesk solution, key processes become fully automated, with forward delivery ensured through a multidimensional mechanism (deadline management, task notification, escalation management).

Process planning and management

Enterprise processes are mapped along a multi-level (main process, process, sub- or sub-process, task, sub-task) structure.

Both are supported throughout the process definition

serial execution,

parallel execution,

and mixed execution;

branch and collection points,

embedded processes, and

create feedback loops.

Once the process definition is complete, we have a way to test the process before actually starting. Process definitions can be modified with the appropriate permissions. (These changes are automatically logged.) Process versioning ensures that the process is always started with the last saved process definition.

Processes can be started automatically when the appropriate startup parameters are met, or even manually (typically) when starting ad-hoc processes.

Manage Responsibilities

You must assign individual responsibility for each level of defined processes. A specific user can be responsible, or it can be a user group that includes multiple users. After starting the workflow, the person in charge will be notified in the to-do list or by e-mail that the task has arrived.

Deadline management

Deadline management supported by Helpfordesk supports the definition of both process-level and task-level deadlines.

Escalation Management

In parallel with the Helpfordesk definition, there is a need to develop escalation mechanisms due to time lags. These mechanisms can be automated, based on the organizational hierarchy, or individually parameterized. After escalation, the process can only be resumed after you have entered the predefined data.

Task Assignment – Resource Optimization, Priority Management

You can assign a task to a single user or even a group of users. In the case of a group assignment, the task is automatically placed under the responsibility of the least burdened employee. For tasks requiring special professional competence, the selection of the responsible person is supported by a preliminary competence test. You can assign priority levels to tasks to optimize the efficiency of your workflows.

Task notifications

Each user can receive instant or delayed email notifications about tasks assigned to them individually. (Notifications sent by the system are suitable for display on a mail client, smartphone, or tablet!)

Notify me when a new task arrives

Send an alert when a task expires

Send due date notification (to both responsible and supervisor)

Manage substitutions

In our absence, we can specify which employee to replace us individually and / or centrally through the built-in substitution management. The replacement colleague automatically inherits all the rights and responsibilities of the replacement. The details of the tasks performed (belonging to the replaced) during the replacement period shall clearly indicate that the replacement has been performed.

Reports, queries, monitoring

Our system allows continuous, real-time monitoring of all processes initiated at the company. Authorized senior staff can use various reports to query the status of the processes and tasks associated with them and their subordinates.

Average completion times – at process, task, subtask level

Average latency – process, task, subtask level

Average time lag – process, task, subtask level

All tasks for the duration per user

Total delays per user for a given time period

Status Reports – Users, User Groups

All reports in the system can be exported directly as well as printed.

Working with process modeling systems

As part of individual projects, we integrate our Helpfordesk solution with external process modeling (Helpfordesk API2) or process definition systems (Helpfordesk API) to meet the needs of our customers, implementing an integrated enterprise process management architecture. < / p>

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