The rating of Workflow in Russian EDMS: Continuity of improvement of process management

The Russian market of EDMS changes after changes in approaches and business needs. In focus not simply configured movement of documents and interfaces, convenient for perception, but first of all - process performance. The quality of their automation is reflected, including, workflow-engines. Workflow allows to accelerate routine processes and the repeating tasks, increasing as a result performance and solving both operational, and strategic tasks of management. It is possible to analyze relevant opportunities of the Russian electronic document management systems regarding process automation according to the results of survey of suppliers conducted by TAdviser.

During the research of TAdviser 13 developers of electronic document management systems about the opportunities offered by them workflow-engines (the modules which are responsible for routing of documents) within were polled: initiations of processes, start of processes, movement on routes and development of routes. Systems were estimated by 35 parameters, taking into account the level of implementation of functionality and upon its use by customers.

As showed the analysis of collected data, among the main functional advantages modules of automatic creation of cards or tasks (including, support of integration into the third-party software for automatic exchange), generation engines of files on the basis of templates, the convenient graphics editor of routes with a clear notation, automatic start of routes on an event and also existence of API and other integration opportunities for start of routes from the third-party systems are selected.

On survey results it is difficult to select the unambiguous leader in workflow, but it is possible group of leaders – TOP-3 players of the market of EDMS among the Russian developers who showed the most wide functionality and possibilities of routing: Docsvision, LanDocs and 1C: Document Flow. Two more solutions - Directum and Naumen DMS - are close to leaders in opportunities of workflow-engines.

Docsvision

Workflow of the Docsvision platform traditionally shows ample integration opportunities. The platform includes the ready gateway of integration with mail which allows to monitor a mailbox and on the basis of the found letters to create cards in a system, filling their fields with data from letters (a subject, the sender, an investment, etc.). The toolbar for MS Outlook allows to create from the letter a card in Docsvision (a part of fields will be filled with data from the letter). Integration with Microsoft Office Service and the MyOffice system is implemented. The module of stream input addresses the file folder and when finding data (the scan of the document and XML with data of recognition) automatically loads them into Docsvision. The integration gateway with 1C allows to create cards and to fill them with data from a 1C system. Through open API Docsvision it is possible to implement similar integration and with other systems. The compatibility with schemes of processes of BPMN is implemented.

In Docsvision there is a separate subsystem "The designer of approvals" in whom the simplified interface of viewing a route of approval where the user can introduce amendments in a route is used, delete stages, add other users. The designer of approvals of Docsvision allows to construct a route and to specify specific contractors or roles (the lawyer, the accountant, etc.) and also to set the rule of calculation of the approving persons depending on different conditions (for example, depending on the amount of the agreement).

LanDocs

The Workflow-engine on the LanDocs 3 platform has a number of the opportunities facilitating preparation of the card, including use of templates, copying and an insert of already configured elements. Convenient designer routes. Processes are modelled using the commonly accepted reference designations of BPMN which description is not specific to the platform. The system administrator does not need specialized skills for setup of processes, and the description of API and the instruction for setup of web services will allow to implement integration independently. There are ready-made solutions for integration: with the accounting systems (1C, SAP), with office applications (MyOffice, Office365), the electronic signature of Crypto Pro and other systems.

In LanDocs it is possible to configure process of any complexity, including: the enclosed cards, the indefinite number of participants, conditional and unconditional branchings, start of the scripts and calculations made on start of work and on the course of its accomplishment (for example, it is possible to construct and start a route in which it is in advance impossible to define the list of participants in work – it is calculated in a work progress depending on the changing business conditions). Any functions available to accomplishment in a system can be caused from the route chart (for example, exchange with 1C, document registration, export of data, etc.). Also setting of the document on a route can be caused from any place in a system and on any process step (for example, after receipt of the document on MEDO or at digitization of the paper copy which came to the organization).

Routing of LanDocs is integrated into business processes of the organization not only in a traditional format of automation of office-work, it is built in business procedures, providing control functions even where the documentary ensuring management (DEM) is not required.

1C: Document Flow

1C: Document Flow, developing the routing, successfully automates such processes as filling of attributes of the integrated systems, generation of files on the basis of templates and also automatic start of routes in a system and start of a route from other systems at the expense of API.

Stages of processes can go to 1C: Document Flow in parallel, consistently, in the mixed mode and under the terms. For parallel stages of a route with in advance indefinite number of participants in 1C: Document Flow "autosubstitution" is used, i.e. a system automatically calculates and defines participants. For any process it is possible to configure automatic repetition that is convenient at accomplishment of regular working procedures (preparation of accounting records, charge of a quarter award, providing the weekly report to the head, etc.). It is possible to create templates of separate processes and to add them to a template of complex process.

One of advantages is that 9 ready processes are already provided in 1C: Document Flow: approval, statement, registration, consideration, execution, acquaintance, invitation, compound processes, complex process.

As a result of a research experts of TAdviser came to a conclusion that approaches to implementation at the vendors representing TOP-3 differ, however results of use of their workflow meet the most difficult requirements of the customers representing a public sector, energy industry, the industry, banks and insurance that is confirmed by real experience of large-scale implementations and responses.

For leaders from TOP-3 (Docsvision, LanDocs and 1C: Document Flow), there is workflow-engines as a part of two Russian EDMS – Directum and Naumen.

Directum

Workflow of the Directum platform allows to organize as strictly regulated processes, and free interaction of employees within joint works. Information between participants is transferred according to the set rules, a part of process steps at the same time can automatically be processed. For start of routes different scenarios, including at the request of external systems which are integrated through web services and COM objects are used. The workflow mechanism implemented in a system allows to automate processes, including, not connected with documents.

In the editor of schemes of Directum own notation which is partially reminding BPMN is used, and the version control of routes is maintained manually.

Naumen DMS

Workflow of the Naumen DMS platform allows to automate not only processes of the movement of documents, but also multi-stage business processes (for example, connection of the new subscriber at provider of communication). Approach to process automation is based on a notation of BPMN 2.0. Standard routes which can be used as the enclosed routes in other processes are implemented. Naumen DMS is integrated with the third-party software through web services and allows to start automatically routes on an event in a system.

If necessary to make changes before start of a route the user can edit only structure responsible for tasks and terms on stages, during the course of performance a route it is also possible to correct the description.

The pivot table of functionality of workflow-engines, with the most significant comments of EDMS developers is given below.

Click to open the complete version of the table

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