In this post we look at three PDF based processes, breaking them into tasks, so that we can show how to use software to automate them in the last post of the series.
In a previous post we looked at the basics of automating business processes featuring PDF documents.
Process 1 – Form Processing and Storage
Consider that a PDF form is completed and submitted by email to the appropriate organisation or department for further processing.
The data from the form can be extracted and imported into a contract document and terms and conditions pages merged. The document is then emailed for approval.
Once approved and digitally signed the document is stored and returned to the client.
• The PDF form is received by email and starts the process
• Data is extracted and merged with a new document
• Add required pages
• Add document footer
• Sign with digital signature
• Email document
• Archive document
Where human interaction is required the system ensures that the document is delivered to the appropriate individual and once they have completed their part of the process, allows the document to continue on its way.
Process 2 – Document Processing and Security
In large organisations the need to maintain corporate standards, optimize documents and ensure security is paramount.
In this process a member of staff creates a document/report which is required to be sent to a number of individuals internally but is confidential and needs to be secure.
Workflow automation in this case may involve the original file e.g. a Word document being dropped into a network folder which can start a workflow which automates the tasks.
• Convert the file to PDF
• Add CONFIDENTIAL watermark
• Optimize the PDF file size
• Add security settings to the PDF
• Email and store a copy of the PDF
Process 3 – Document Collaboration
In this process a PDF is sent around a department from the manager to gather comments on a new product or service.
The PDF can be distributed by email or stored on a central location on a server.
Once the comments have been added, the commented documents can be returned and comments collated for the manager to be able to review the feedback.
• Distribute PDF documents
• Users add comments
• Return commented documents
• Collate comments
The final post in this series will show how we achieve these workflow examples in practical terms.