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The benefits of automating your approval process

Last Updated 2022/04/12

Most modern organisations have set processes in place to approve actions in areas such as project management, expenses, annual leave, pricing, and hiring. These decisions need to be assigned to either a person or group with the expertise and authority necessary to carry them out.

Unfortunately, this process is often hampered by a lack of clear direction. Emails, phone calls, spreadsheets and Word documents are circulated, sometimes containing inaccurate, contradictory information. By introducing automation via a centralised system where no data is duplicated, you can increase efficiency and avoid misunderstanding.

Roles and access

Defining the roles attached to the approval process, as well as which staff are to be designated particular tasks, ensures that a consistent framework for approval control is established and maintained, with a minimum of conscious effort. This is achieved by breaking tasks down into stages, and defining exactly when an action needs to be approved, and by who.

By imposing an access management protocol, with varying levels of access depending on roles and skills, including mandatory strong passwords and two-factor authentication, you can prevent your data falling into the wrong hands.

Straightforward and productive

Having a comprehensive overview of a task, and all relevant information associated with it ensures the approval process is as straightforward and productive as possible. By comparing the amount charged for a service, and the cost to provide it, decisions can be made based on commercial viability. Having financial information associated with every task, and automating the any calculations involved, you eliminate the need to search through financial records.

By categorising work by complexity, approval can be granted based on an estimate of the time it will take, as more work is tracked through the system, these estimates increase in accuracy, based on past experience.

Integrating staff absence and annual leave information into your approval process means you can automatically defer a job to an alternative employee if your original choice is unavailable for whatever reason. Leave can be granted or denied based on accurate workload estimates for the near future. All system users can enter the hours and locations they are available for work, significantly cutting administration overheads.

How SwiftCase helps

SwiftCase is a powerful business process management platform, incorporating automated approval process features which let you:

  • Automatically allocate approval to the right staff members at the right time
  • Prevent any misunderstanding or unnecessary work by eliminating duplicate or redundant information
  • Alert relevant users to tasks after a timeframe has passed, prioritising the most urgent work at hand
  • Have an overview of all approval process activity through an intuitive user interface with secure role-based access
  • Comprehensive, searchable log of all approval process events

If you’re interested in a free, no-obligation demo, get in touch with us today.

Adam Sykes