Use workflow to manage processes

We usually say Legito is for document automation or contract lifecycle management (CLM), but you can do more. Workflow is a concept that describes a sequence of events to complete a task or piece of work. Documents might feature in the process, but they are generally incidental. They might be used merely to create a record of the events. You can use Legito’s no-code tools to support workflows and manage processes.

It’s not difficult to describe a process at a high level using a sequence of steps that human workers readily understand. For example, the new joiner process for an HR department might look like this: 

1. manager approves new position;
2. advertise the position;
3. review applications to create shortlist;
4. interview shortlisted candidates;
5. manager approves appointment;
6. send a job offer; (vii) set up HR and payroll record; and,
7. set a reminder to complete an end-of-probation review.

It’s more challenging to define a process at a low level that includes every feasible detail and outcome at each step. Sometimes, that low-level requirement is justified, and you need to dig deep and get on with it. More often, it’s not necessary or useful to delve into that much detail. The Pareto principle will give you most of the benefits (consistency, compliance, and efficacy) if you focus on key decision points, output-based requirements, and a way to present information to those people when they need it. A document is not the endpoint, but it’s a good device to keep track of information collated during a process. Document templates can contain checklists, links to external resources, and record free text. 

Legito allows you to impose controls over the must-do sections of the document, as well as providing the means for users to submit information free of system restrictions. Legito will extract key dates (the end-of-probation review reminder), and it can transport the document through an approvals process. The Legito dashboard and reporting tools track progress and summarise key information (the name of the candidate and the title of the vacancy). You can add related documents (a contract of employment) and add documents that never originated from Legito (a copy of a resume).

A process can be updated without re-building from scratch. If you don’t try to define the process at too low a level, you won’t annoy users with “computer says no” issues, unless it’s something required for compliance.

When organisations use the same solution for documents automation, document management, contract management and process management, staff become accustomed to the tool and don’t need new training to add new applications or updates. There is no overhead or IT project associated with building integrations between different solutions. Moreover, you can build a team to act as a ‘centre of excellence’ to configure and maintain applications, and service multiple teams.

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