Allow collaboration between your employee in both sequential and parallel order. The collaboration will lead to audit log and appraisals hence lead to a more active and responsible participation from the team. Beside the internal collaboration Worksmart will allow the participation of your vendors or similar outside participant with an OTP sent to their mobile number or Email.
Each and every action taken by the approvers or collaborators are logged with the time. The audit history will list these participant’s notes along with the action taken and time. A badge appraisal option is also available against each action by the collaborators.
When someone takes an action in work smart, he/she will be adding a comment as well along with the action taken and time will be recorded. The audit log will be the pool of information for every participant to get know about the history of each approval process. This will easily win over the concept of scattered and unordered emails with which we traditionally executed our approvals.
The documents uploaded with the approval request could be downloaded by the approvers and they can replace it with new version. The old versions will be kept under the latest version with relevant information.
If it seems to be only executed at a later stage you will have the option to put the particular approval on hold to a later date. This will automatically come alive on that particular date and take its own course. Though if needed these items can be re invoked from any point of time even before the date to which this was put on hold.
Approvals are executed in a predefined sequential order where in the participants and their privileges like active participant or passive participant as well as the auto escalation and allotted time to take actions are predefined mostly at the time of workflow design and partially alterable at the time request creation.
The reviews are a juncture in an approval management where somebody asks for clarification with one or more persons in the system. This can be done parallel which make the sequential process a parallel one for that period. Even a confidential review is also possible wherein the submitted review can only be read by the participant who has requested for that review. There is another review which allow a hierarchal review from any point of workflow order.
The digital signature and electronic document repository will help your organization to move towards the concept of paperless office. The worksmart system has the master document register as well as the approval themselves builds up a document repository where the document upload as part of the approval managing system can be allowed to get tagged and then later can searched retrieved and reused.
SMS and Email alerts will keep all reminded about the actions need to be taken in worksmart system. Whenever an approval has come into the To-do list of a participant he/she will get these alerts (SMS or Email or both).
Escalation can be either based on the office hours and off days or can be calculated without considering any of these. It depends on the attributes the approval request has, when it was created.
You do have the option to bring in third party users in to the workflows by sending review to them. These participants could be created by the regular users of the system other than the administrator. This allows those external people to get into the system and participate in the process by providing the OTP shared in to the mobile number or email used while adding them to the system. They will receive an URL by an SMS or Email. They can click on the URL to get into the system and carry on with the process.
After all, the worksmart is a system for approval management where the participant mostly expected to be from management section thus the system will allow the higher management to monitor and audit the actions and activities of the participants. The system will provide the higher management an overview about the performance of the decision makers and the effectiveness of their participation. The cost of delay will be something that the worksmart can easily calculate based on the time taken and appraisals received against each actions or comments of the participant.
The approval management system automatically creates collection of document which make the work smart do its role as a document management system for the organization. Master documents register with details like tags, owner, physical location, destruction date can be maintained with the worksmart system explicitly.
The audit log is a pool of data about the explicit actions and the appraisals received against those. The data is used to create the graphical analysis of these values to get the idea about the performance and bottleneck in your organization.