Workflow Management Software

Features and Benefits

Business Process Management Software Expertise

Experienced consultants from Claromentis Consulting services provide business process management software expertise to help companies identify ways in which process automation and workflow software can add value to your business.

During workshop sessions and site visits, Claromentis consultants help organizations to:

• Evaluate areas of improvement for key business processes
• Put in place a sound implementation plan
• Develop strategies for helping staff and external partners to manage the transition from inefficient legacy or paper-based solutions to Claromentis e-forms using process manager.

Notifications to Ensure participation in form based workflows

Automatic e-mail or instant messages can be sent to one or more individuals at key stages in the work flow process, to request information, provide notification of imminent events, or request approvals. In this way process management software ensures users are notified when their participation in a process is required, to maintain efficiency and to obtain the greatest benefits from process automation.

Using pop-up messages and web-mail functionality provided within the Claromentis Portal environment, automatic notifications and alerts can be configured to support business processes - reminding users about scheduled events or delivering authorization requests, for example.

Based on the values entered into key fields in an e-form, Claromentis InfoCapture can trigger business process notifications. For example, if the budgetary amount on a purchase order request e-form is above a certain level, as a key step in the business process and workflow automation a notification may be sent to a senior manager to confirm approval before the request can be authorized. Notification templates can be set up to include key information that has been entered into an e-form by a respondent, and distribute that data to the people that need it for a timely and accurate decision within the process.

The result is that the business collaboration is increased, workflows are efficient and all participants receive the data they need in order to make the correct decisions on any data in any business process.

Workflow Management Software

Even the most complex workflow can be implemented and managed by Process Manager. The workflow can branch according to values in the forms, decisions of notified participants in the workflow, or even by individual custom plug-ins to ensure the process automation obtained precisely reflects your business needs – including access to and decisions based on third party applications and data help completely outside of the Claromentis framework.

Workflow Automation using Form Builder with wide range of field types

A wide range of field types allows you to create dynamic E-forms to hold any information that is required within the business process.

Field types available within dynamic E-forms created by the Claromentis InfoCapture tool are as follows:

• Short, medium, long string - Enables single line text entry
• Short, medium, long text - Enables multiple line text entry
• Checkbox - Displays "checked" or "un-checked" values
• Radio button - Forces the user to select one of multiple values by clicking on the button next to it
• Select field - Forces the user to select only one of multiple values by clicking on a drop-down list
• Multiple select - Allows the user to select multiple values from a drop-down list
• Date - Users can select a date from either drop-down values or a calendar
• Label - Allows the user to add a label to the form
• User list - Select a name from an automatically updated list of system users
• Document - Select a document from within the Claromentis Framework and attach it to an e-form
• Pick list - Displays response options in a separate pop-up window

Each field is configurable so you can define the way it should be displayed, any constraints that should be applied, and the way it should react if changed.

Data verification in Forms to Maintain Data Quality in an automated process

For each field, constraints and default values can be defined to ensure that the information collected is correct and valid for the business process, as well as reducing the time required for completion.

Field constrains

Field constraints restrict numerical fields so that only values within an allowed range are accepted, ensuring compliance with the business process.

Select and multiple select fields

Select and multiple select fields force respondents to select from a list of pre-defined values. As well as saving time, this ensures accuracy and consistency, making it more straightforward to search and report on specific values.

Default values - Eform Processing

Default values can be configured to populate fields automatically. As well as ensuring consistency and accuracy, this saves time as it removes the requirement to re-enter duplicate information or populate standard values.

Plug-ins provide bespoke workflow automation

Written in PHP code, plug-ins further extend your ability to create and manipulate E-form solutions using the Claromentis InfoCapture application.

We offer a bespoke plug-in writing service, ensuring that the end solution fits your business requirements exactly. In addition, a plug-in developer guide is available on the API development Wiki, enabling PHP programmers within your organisation to create and manipulate plug-ins as and when you require them - without input from Claromentis.

Plug-ins are custom software written for your own requirements, to make a process perform some action when particular field values occur, or defined conditions are true.

Example uses are to access proprietary data stores for reading or writing relevant information when fields are of a certain value or some pre-defined condition is true. This allows the business process to act as a hub, collecting and modifying data from across the company.

Reporting and Audit

History Tracking

Tracking which users have completed which sections of an e-form - and when - is crucial to fulfilling today's demanding audit standards, to ensure that processes comply with legislation and that users are following the procedures correctly. The Claromentis InfoCapture application records this information so that people with the relevant permissions can access it for audit purposes.

Reporting: Filtering Tools

Using a sophisticated reporting tool within the Claromentis InfoCapture application, you can filter and report on any business process, according to your specific requirements. We understand that each business process is different, so the reporting tool has been created to offer complete flexibility to report on the values within the form that are important to you.

Process Management Software Applications.

InfoCapture Workflow Management Software

The Claromentis InfoCapture tool provides e-form process functionality to automate information capture and provide efficient process magement within organizations.

E-forms are electronic forms that respondents can complete and submit online. Using the Claromentis InfoCapture tool, organizations can create their own custom-designed E-forms to capture required information and distribute this data as appropriate - either to relevant individuals within the organization or to external third parties.

Using the simple web-based interface, administrators can create e-forms to support unique processes within their organization. Almost every aspect of the e-forms is customizable - from the layout and the data fields, to the formatting used to make the form look cosmetically pleasing – right through to the workflows required to fully implement the form based process.

E-forms can be edited at any time, by any designated administrator, ensuring that they are easy to keep up-to-date, and conform to the latest business requirements.

Notifications can be defined individually to cover every event within the workflow of each project. Default template configurations can be easily customized, allowing you to tailor notifications to suit your requirements and send them to the people who need them. Triggers can be configured manually or automatically to send notifications at critical stages in your business processes.

Notification templates can be set up in plain text format or HTML - enabling you to add graphics and dynamic layouts to your email notifications. In addition, you can opt for data entered into any field within the form to be inserted automatically into the email notification.

InfoCapture supports both complex workflows and Service Level Agreements with fully customizable timers.

For more information about form builder please click here.

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Document Management Software

The document manager application is included with the process manager Project so that projects and forms can reference version controlled documents in the document management system, or have documents attached to the forms.

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Surveys

The Survey application is included within the process manager product as for particular requirements the Survey tool of Claromentis is more appropriate, as it is an application designed specifically for surveys and questionnaires.

Example Applications That Can Be Provided As Quick Start Projects

Help Desk

An ITIL compliant solution that fully supports service level agreements.

Enables you to maintain service level agreements in accordance with ITIL helpdesk standards. Customizable notifications and colour-coded status reports enable efficient enquiry management. We can provide an example Help Desk to start the project, or we can configure one to precisely meet your needs. The administration panel provides the full functionality for trained users to create new project or make modifications to existing ones.

Change management

Change requests are submitted by employees and routed to authorized personnel for approval, enabling managers to control the change process. A change management project can be set up for relatively simple processes to complex workflows for significant change management boards in larger enterprises.

Corporate travel

Employee travel requirements are automatically submitted to an external travel agency. Once the agency has provided costs to the employee's line manager for approval, it must wait to receive automatic notification of his or her approval before going ahead and making the travel arrangements - enabling the manager to keep control of travel expenditure.

New hire process

A comprehensive solution that manages the entire employee induction process. This can incorporate the allocation of facilities such as telephones and network resources, set up of briefing meetings, and the provision of relevant company information as well as access to policies and procedures - ensuring the new employee is welcomed efficiently and becomes an effective contributor as fast as possible.

Purchase order approvals

Line managers automatically receive their teams' purchase order requests for approval subject to the amount and the line manager's spending authority. Once approved, the Accounts department is automatically notified and optionally the total is deducted from the team's budget to avoid over-expenditure.