Posted in Workflows

How Dynamic Forms Streamline your Workflow Process

Paper-based processes throttle the growth of an organization. There are simply too many bottlenecks in designing, filling, and storing paper forms. On top of that, when you consider the costs of correcting errors and dealing with misfiled, damaged or lost forms, it’s easy to see how paper-based processes are expensive and inefficient.

frevvo’s cloud-based software offers fully automated dynamic forms and workflows designed to enhance productivity and drive down process costs. Now, it’s easy to get secure access to your documents and data from your mobile phones, and to share, save and process forms and approvals in a timely manner. frevvo unifies access control, user rights, and administrative settings through all devices ensuring complete security. Continue reading “How Dynamic Forms Streamline your Workflow Process”

Posted in Financial Process Automation, HR Process Automation, Workflows

These 5 Global Trends Will Influence Business Automation in 2018+

Global trends for business automation

Today, business takes place online and on mobile all around the globe, 24/7. Business process automation (BPA) has become hugely important in 2018 as many companies realize that manual processes may not cut it in a world where they must act with unprecedented speed to meet customer needs, improve and innovate continuously to compete and analyze critical information.

Continue reading “These 5 Global Trends Will Influence Business Automation in 2018+”

Posted in Financial Process Automation, HR Process Automation, Workflows

Amazon price! Google Speed! Five things to help you compete.

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Over the last 20 years, manufacturers had to learn to compete at the “Walmart price”. Service providers were largely unaffected. After all, you couldn’t manufacture a cab ride or a hotel room in China. How things have changed. No matter what you do, technology and automation are creeping into every area of your business and there are dozens of startups with the brains and funding to compete.
Continue reading “Amazon price! Google Speed! Five things to help you compete.”

Posted in Approval Process, HowTo, Workflows

Workflows: Approve vs Deny vs Reject

PurchaseApprovalWhile working with customers, I’ve recently noticed that a lot of approval steps in a workflow have three possible outcomes. Consider a Purchase Requisition workflow where an Employee wants to buy something and it goes to his/her Manager for approval. If approved, the next step is Purchasing.
What actions could the Manager take?

  1. He could Approve in which case the workflow moves forward to Purchasing.
  2. He could Reject back to the employee asking for more information in which case it moves backward to the Employee.
  3. Or, he could Deny the request completely (Reject to discard) in which case the workflow should move forward, skip the Purchasing step and terminate.

With frevvo, the Approve case is trivial. It’s the default behavior. Reject back to the Employee is also straightforward. It’s built-in to frevvo and can be configured for any step.
Deny (Reject to discard) is also easy but not so obvious. We’re considering adding this as a built-in feature but you can do this today by taking a few steps.
Step 1. Create an approval section with a Radio button
RequestStatus
The radio has two options: Approve or Deny. Deny is the second (last) option and the Comment property is checked. If the Manager clicks Deny, a text box will show up below the radio asking for details. Note the Name (set to RequestStatus) and Options (values are Approve and Deny) properties of the Radio control. You can also set the control to invisible and create a rule to show/hide it in the appropriate flow step (Manager in this case). For example:

if (form.load) {
var an = _data.getParameter(‘flow.activity.name’);
RequestStatus.visible = (an !== “Employee”);
RequestStatus.enabled = (an === “Manager”);
}

Step 2. Set Preconditions
PreconditionIn the Flow Designer, select the Purchasing step. Set the precondition as shown in the image to:

RequestStatus.value === “Approve”

This will evaluate to true only if the Manager selected Approve in the Radio we created earlier. If it’s false (Manager selected Deny), the Purchasing step will be skipped and the workflow will terminate.
Step 3. Setup Reject
SetupRejectIn the Flow Designer, select the Manager step and then click the Setup Approval/Rejection link in the Properties panel.
In the wizard that shows up, you can check Reject from here, Reject to here, change the label of the Reject button itself and customize the subject/body of the notification email.
Repeat this step for any other step from which you wish to Reject.
That’s it. Now, the Manager can:

  1. Select Approve in the Radio and continue the workflow. It will move to Purchasing.
  2. Select Deny in the Radio, provide a reason and continue the workflow. It will skip Purchasing and terminate.
  3. Click the Reject button and send the workflow backwards to the Employee for more information.
Posted in Approval Process, Forms, Green Schools, k-12, Paperless Schools, Workflows

[Infographic] K-12 Process Automation

infographic_wireframe_frevvo_jan2016_3In previous posts, we’ve described how some of our K-12 school customers are using frevvo to automate routine processes and improve efficiency and services to students and staff. EUSD (Escondido Union School District) has been so successful at this – they’ve automated 8 approval workflows including Absence Records, Mileage Reimbursement, and Budget Transfers in the first three months – that they were even able to decommission SharePoint/InfoPath thanks to frevvo.
The fact is, schools are drowning in paper. Student work, parent & staff communications, travel reimbursements and many other processes are paper-based and require, emailing, printing and scanning.
Yet, for many schools, going paperless means 1:1 education, e-textbooks and expensive $500 gadgets for each student. It’s a fantastic goal undoubtedly but there’s also plenty of much lower-hanging fruit that’s ripe for automation and saving paper, time and money.
Check out this new infographic on the value/benefits of automating day-to-day K-12 workflows.
Every parent is familiar with consent forms for athletics, directory listing, emergency contact etc. (Miami-Dade County, Los Angeles USD). Typically, these require a parent/guardian to sign the form and they’re sent home on paper or printed out at home.
Internal approval workflows like travel reimbursement, field trip approval etc. (e.g. see New Haven USD, Cabrillo USD) are also commonplace. Typically, these are routed to a supervisor for approval i.e. to sign the form. The paper-based process is simply inefficient.
It’s 2016! There’s simply no excuse for outdated, manual systems that cause delays, result in unhappy students and staff and wasted time and money.
frevvo already has pre-built forms and workflows that can be customized in next to no time and deployed online. They can all be signed online, routed to the proper person electronically, used on mobile devices, delivered in multiple languages, generate PDFs, work with Google Apps for Education and a whole host of advanced capabilities. With affordable, cloud-based workflow products for K-12 process automation, there’s no need to deal with printing PDFs for signatures, correcting Excel-based time sheets, or tracking down approvals in email.
Learn more by visiting our website. Explore some of the examples, read customer success stories and contact us for more details.

Posted in Approval Process, Financial Process Automation, Workflows

[Infographic] Accounting & Financial Process Automation

Print
In a previous article we talked about how senior finance executives at companies are optimistic about the U.S. economy (56%) and about their own company’s performance (69%). But, they’re concerned about inefficiencies and willing to invest in technology to improve performance.
The fact is that even routine, day-to-day processes such as vendor invoices, purchase orders, and expense reports take an exorbitant amount of time if done manually. Employees and managers are waiting longer than necessary for reimbursement claims to go through, or to order a key piece of equipment. There’s also a much higher rate of inaccuracy in the manual process.
Check out this new infographic on the value/benefits of automating your day-to-day accounting workflows.
It’s 2016! There’s simply no excuse for outdated, manual systems that cause delays in cash-flow, infrastructure investments and responsiveness.
With affordable, cloud-based workflow products for financial process automation, there’s no need to deal with printing PDF sales orders for signatures, correcting Excel-based expense reports, or tracking down approvals in email.
Learn more by visiting our website. Explore some of the examples, read customer success stories and contact us for more details.

Posted in Approval Process, HowTo, Workflows

Design Patterns for Document Approval Processes – Part 2

In Part 1 of this series, we discussed an approval process that collects comments/a signature from an external, anonymous person. This second pattern is another common approval process where an employee forwards a request to his/her manager. The manager can approve/reject the request or ask the employee for more information. A common variation is where a supervisor or VP has to further approve in some situations e.g. the amount is greater than $1,000.
Internal Document Approval Process
Some examples might be:

  • Employee submits a Purchase Requisition (purchase request).
  • Vacation/Leave approval.
  • Student course/schedule changes approved by advisor.
  • Contract approval by supervisor.
  • Expense report.

With frevvo 5.3, automating this process is straightforward.

  1. Drag and drop the internal employee form(s) into the workflow and use the Form Designer to layout/arrange controls. Typically, you’d add the manager and VP sections to this same form and hide them in the first step. Currently, this requires a simple business rule but we’ll soon be removing the need to write a rule.
  2. Use a linked step for the manager and configure it to route [dynamically] to the employee’s manager using a built-in template.
  3. If required, use a linked activity for the VP and configure it to route to the VP. Set a pre-condition on this activity so it only runs if the condition is true.
  4. The final step could be to route to an HR or Purchasing role, to integrate with a database or with a back end system.

Purchase Requisition Approval Workflow
That’s it. How does it work? The employee accesses the workflow (preferably via a frevvo space) and fills in the form, signs it and clicks Continue.
Employee Purchase Requisition Form
frevvo will send that employee’s manager a notification, which the designer can customize. The manager clicks on the notification [on any device], can view the purchase request and approve it or send it back for corrections. If approved, the workflow will be routed to the VP for further approval if the set condition is true otherwise it will continue to the next step for fulfillment.
Purchase Request Manager Approval
Want to learn more quickly:? Check out one of our short videos and contact us if you have questions.