OpenText Extended Workflow

Automate, integrate, and analyze processes and systems

Collaborative workflow processes are central to business success, moving content and knowledge among workers and through business process stages. Filling out purchase orders, reviewing public-facing marketing documents, and processing loan approvals - these are just a few examples of business activities that involve a number of employees, and rely on multi-step workflows.

Benefits

  • Reduce paper-based processes to minimize costs
  • Streamline processes and increase employee efficiency
  • Optimize corporate performance with end-user friendly reporting
  • Reduce risk by enforcing standard policies and procedures

Although workflows are important for business, optimizing workflow efficiency and ensuring consistency can be difficult. As organizations grow:

  • Paper-based transactions that once worked smoothly begin to hamper productivity.
  • Information once stored in a single, centralized repository spreads across multiple servers, platforms, and storage formats, making it difficult to find the right information and follow workflow procedures.
  • Process inconsistencies increase legal and compliance risks, process tracking becomes difficult, and delayed approvals extend project timelines.

OpenText Extended Workflow helps to unite the people, process, and content that move workflows, providing tools to automate, analyze, and streamline business processes. Extended Workflow integrates everyday business processes with IT systems to significantly improve productivity and efficiency while reducing costs. Offering easy-to-use process definition, monitoring, and analysis tools, OpenText Extended Workflow provides the functionality to help businesses define processes, observe process effectiveness, and address any deficiencies.

Features

  • Implement automated workflows with little or no dependence on IT: Use a graphical workflow editor to design workflow processes, and incorporate relevant users and documents. Once initiated, workflows automatically execute each step, routing tasks to appointed or dynamically-determined participants. Extended Workflow provides automated exception handling and user input verification, reducing time spent on manual process handling and data-checking.
  • Increase information worker productivity: Automatically alert users when workflow tasks are assigned, or when processes become late. Drag and drop steps and assignees, attach documents and other objects, create sub-workflows, define conditional loop backs, set milestones, and specify details such as deliverables and due dates.
  • Reduce audit, regulatory and legal risks with electronic signatures: Apply electronic signatures to workflow steps and forms, enabling managers and other content approvers to electronically sign off on business processes. Add permanent signature pages to PDF documents and forms to accelerate approval and facilitate document tracking, while simultaneously reducing paperwork.
  • Audit user activity and ensure system security: Audit trail functionality provides detailed information about activities performed on documents, ensuring complete transparency. Additionally, administrators can monitor login statistics, enforce session timeout policies, and define the number of unsuccessful login attempts before system lockout.
  • Minimize costs with a fully integrated solution: OpenText Extended Workflow works seamlessly with OpenText Document Management and OpenText Content Lifecycle Management, bringing document management, process automation, querying and reporting, and information retrieval capabilities together in one solution. Integration, administration, and licensing costs are reduced.

    Furthermore, Extended Workflow works with common workplace productivity tools and is accessible via any standard Web browser, driving fast user adoption. Extended Workflow integrates with other IT systems, enabling remote initiation of workflow processes and two-way import/export with other applications and systems. Make routing decisions and synchronize data across multiple applications; trigger and schedule automatic processes within workflows using XML data representation.
  • Analyze and optimize corporate performance: Extended Workflow includes OpenText Business Intelligence, a powerful tool for analyzing process efficiency and other enterprise information. Identify trends, discover opportunities, and streamline regulatory compliance reporting. Access and analyze enterprise workflow information stored in transactional databases, data warehouses, and data marts. Using included models and reports, easily access complex layers of workflow metadata to format and share relevant information.