Streamlining Approval Workflows with Automated Document Signing

In today's fast-paced business environment, efficiency is key. Manual approval processes can create bottlenecks, delay projects, and frustrate both employees and customers. Automated document signing offers a solution to these challenges by streamlining approval workflows.

The Problem with Manual Approval Processes

Traditional approval processes often involve multiple steps:

1. Creating the document
2. Printing it
3. Physically routing it for signatures
4. Following up with signers
5. Collecting the signed documents
6. Storing and managing paper documents

This process is:

• Time-consuming: Documents can take days or weeks to be fully approved
• Error-prone: Documents can be lost, damaged, or signed incorrectly
• Difficult to track: It's challenging to know where a document is in the approval process
• Costly: Printing, shipping, and storing paper documents adds up

The Benefits of Automated Document Signing

Automated document signing transforms this cumbersome process into a streamlined workflow:

1. Increased Efficiency

With automated document signing, approvals that once took days can be completed in minutes. Documents are routed automatically to the next signer, eliminating delays and reducing the time to completion.

2. Enhanced Visibility

Automated systems provide real-time visibility into the approval process. You can see exactly where each document is in the workflow, who has signed it, and who still needs to sign.

3. Reduced Costs

By eliminating paper, printing, and shipping costs, automated document signing can significantly reduce expenses. It also frees up staff time for more valuable activities.

4. Improved Compliance

Automated systems can enforce compliance requirements, ensuring that all necessary approvals are obtained and properly documented.

5. Better User Experience

Both internal and external stakeholders benefit from a smoother, more intuitive signing process that can be completed from anywhere, on any device.

Implementing Automated Approval Workflows

Step 1: Map Your Current Process

Before implementing an automated solution, map out your current approval processes. Identify:

• Who needs to approve each type of document
• In what order approvals should occur
• What information signers need to make decisions
• Where bottlenecks typically occur

Step 2: Choose the Right Solution

Look for a document signing solution that offers:

• Workflow customization: The ability to create custom approval routes
• Conditional logic: Rules that determine the approval path based on document content
• Integration capabilities: Connections to your existing systems
• Mobile support: The ability to sign from any device
• Reminders and notifications: Automated follow-ups to keep the process moving

Step 3: Start with a Pilot

Begin with a single department or process to test the solution and work out any issues before rolling it out more broadly.

Step 4: Measure and Optimize

Track key metrics such as:

• Time to completion
• Number of errors or exceptions
• User satisfaction
• Cost savings

Use this data to continuously improve your workflows.

Real-World Examples

Case Study: Financial Services

A financial services company implemented automated document signing for loan applications. The results:

• 75% reduction in processing time
• 50% decrease in errors
• 30% increase in customer satisfaction

Case Study: Healthcare

A healthcare provider automated their patient intake forms:

• Reduced administrative work by 20 hours per week
• Improved data accuracy by 40%
• Enhanced patient experience with mobile-friendly forms

Conclusion

Automated document signing is more than just a technological upgrade—it's a strategic business improvement that can transform your approval processes, saving time and money while improving the experience for everyone involved.

Ready to streamline your approval workflows? Contact Doctrust to learn how we can help.