Powerful and Flexible Online Process Management System

Why your business or firm needsAJS Flow

In today's challenging economy, business owners are finding it increasingly difficult to show healthy profits. In the past it was easy: Increase prices or decrease costs, or both, but today this is easier said than done. The situation is exacerbated by the fact that your own customers are facing the same challenge, and they too are looking to get more bang for their buck. This “more for less” challenge is forcing all businesses to search for smarter ways of doing business.

However, it is not only the “more for less” dilemma which is challenging business owners. In today's fast-paced world it is also essential to ensure that all operational aspects of your business are well controlled in order to ensure quality of production, efficient administrative processes, and a superior customer service. In the past the answer to this challenge was easy: Simply employ more people. Today, that just isn't viable.

Another challenge is that of volumes. To manage one hundred files or tasks manually is easy. But to manage one thousand files or tasks without an effective workflow solution is simply not possible. As a result, smart managers and business owners are looking to technology for an increase in productivity. However, as you probably know from experience, the world is fraught with examples of software products that didn't live up to expectations. This means that decision makers need to be extremely cautious about which products they select.

There is one technology that does have a dramatic effect on productivity, however, and this is in the area of workflow and process management. In the past, only the huge insurance and banking institutions could afford workflow systems, partly because they were very expensive, but also partly because workflow systems were so costly to implement and maintain. Today, all of that has changed, and these systems are much more affordable. They are also quick and inexpensive to implement, which brings a quick return on investment. By automating the management of repetitive tasks so that you are able to manage by exception, you will be able to increase both productivity and control.

So how will you know if your business will benefit from workflow management? The answer to this question is easy: If you have any aspect of your business that follows a series of steps (a “process”), where it is important that these steps are completed in a certain period of time, then you will benefit from workflow. And the higher the volume of transactions (or projects) and the more critical the timelines, the more you will benefit from using a workflow system.

AJS FlowOverview

The AJS Flow system revolutionises traditional workflow by making it quick and easy to create a system to meet the unique needs of your firm. Unlike the overly complex systems used in the past, AJS Flow allows you to specify what information you need to capture; which steps are required; and what to do for each of those steps. The result is that you can have a workflow system tailored for your exact needs that won't break the bank.

Once a new file is opened, it kicks off a workflow or “process”, progressing through various stages or “steps”. For each step, various actions would have been specified during setup, including actions such as auto-generating emails, documents or SMS messages; raising a fee; printing a document; or allocating the file to another user or team. For increased management control, each action on the file is recorded along with the name of the user who performed the action and the date and time of that action. A visual progress report allows the user and/or manager to see the progress of their files at a glance. Colour coding is used to show files that are within agreed time limits, and indicators change from green to yellow, amber and red to indicate a file which is outside of the agreed schedule. This allows management to see at a glance which files are overdue. It is also possible for authorised clients to view the progress of their own files securely via the Internet.

AJS Flow has been designed with the user in mind, so all actions can be performed directly from the master screen. For example, the user can see all their files, or those that are overdue. They can also view files which they have delegated to others. Searches may be performed from the main screen, and steps may be flagged as complete. The user can add public or private file notes, and they can generate SMS messages, emails, or letters and documents. This single master-screen design increases productivity and reduces the learning curve for users.

The system is integrated with the internationally acclaimed XpressDox document assembly system, which means that it can generate template documents for letter, emails, and even SMS messages using the data captured in the workflow system. The system includes a report generator, which allows users to create and save their own report formats if necessary. Report information may be sorted in any order, and may be filtered as required. Reports can even contain bar codes for quicker file recall. If one of your objectives is to make your office as “paperless” as possible, then you will be pleased to know that you can save or “attach” any types of documents to your file, whether they be scanned paper documents, emails, spreadsheets, pictures, or even sound and video clips.

The AJS Flow application is Cloud-based, which means that you won't need any expensive file servers to run the system. It also means you can access your information from anywhere, using any device, and you can rest assured that data-backups are being done automatically. Despite the power and flexibility of the AJS Flow system, it is remarkably logical and easy to use which means that your staff will require very little training before they begin using the system productively. AJS Flow removes the risk, cost, and long implementation times from workflow, so if you are looking for a risk-free workflow management system, AJS Flow is the logical choice.

Examples of where to useAJS Flow

Insurance claims We have a number of clients that use AJS Flow for managing the various steps associated with insurance claims. All documentation is automatically produced by the system, and where steps are delayed, the user is reminded automatically. Management can see at a glance which files are overdue, which improves customer service and ensures that the staff remains productive.

Property transfers management The property transfer process is extremely complex with a number of steps that need to be completed within a prescribed period of time. In a busy office, it is easy to overlook a task, which can be both expensive and embarrassing for the firm. Using AJS Flow, steps cannot be forgotten. SMS messages, emails and letters are automatically generated at the appropriate time, saving time, and ensuring a consistently high quality for all correspondence. Clients can even login and view the progress of their own files securely using the Internet if authorised to do so.

Law firm management A number of law firms make use of AJS Flow to manage all process-type work in their offices. In addition to the property transfer process, they use the system to manage deceased estates, family law, debt collections, and litigation matters. The firm's partners can answer progress queries if they are contacted directly by the Client, and secretaries make use of the system to ensure that they do not allow any task to slip through the cracks.

Finance applications With finance applications there are a number of steps which need to be completed. In addition to a substantial amount of information gathering, there are a number of documents which need to be collected and facts which need to be checked. The AJS Flow system ensures all applicable aspects are completed in the shortest amount of time possible.

Property Development Property Developers have a number of steps during the construction of a house, and AJS Flow manages these with ease. All aspects are tracked, from the beginning of construction through to the sale and even the occupation of each dwelling.

Housing subsidy applications AJS Flow is also used to process applications for housing subsidies. Applicant information is captured into the system, and various checks are performed to ensure that the applicant qualifies for a subsidy. The system maintains an audit of all user actions throughout the process which ensures that no fraud is committed during the subsidy application process. At the end of each month a subsidy claim report is produced automatically by the system for submission to the applicable authority.

Sales process management Today sales organisations need to do all they can to ensure that their salespeople are effective. AJS Flow not only organises salespeople so they can be more successful at selling but it also provides management with a birds-eye view of the salesperson’s progress. All documentation required by the salesperson such as quotations, contracts, works orders, emails/SMS messages and letters are produced by the system and are attached to the file for future reference.

AJS FlowBenefits

  • Ease of use The fact that AJS Flow is so easy to learn and use is one of the main benefits of the product. This means that users will require very little training in order to get full use from the system. It also means fewer mistakes are made, and it means that your solution can be implemented in a much shorter timeframe than other, more expensive workflow products.

  • Automatic functions save time Because actions are triggered automatically according to the rules for each step, your users will be able to manage many more projects or files than they would manually. In other words you will not need a linear growth in the number of staff. This reduces salary costs, since staff members are much more productive. Documents are generated automatically, and emails are composed and sent automatically. Reports can be generated by the system at the appropriate time, and these reports may be sent to various people automatically at specified times. In short, the system takes over many of the functions that would normally need to be performed by people.

  • Nothing slips through the cracks Thanks to the process steps, you can be sure that nothing will slip through the cracks. You can also be sure that the process is followed since the system may be configured to only allow a step to be selected once a previous step has been completed. This also means that time is not wasted on non-defined jobs.

  • Consistently high quality of correspondence Since the system makes use of pre-set templates for all communications, you can be sure that every piece of correspondence conforms to your corporate layout and style. Templates automatically insert the appropriate information into the document, email or SMS. This extends to the firm letterhead, font type, letter layout, and even your client reports. Standard wording for all correspondence saves time and ensures an accurate, professional looking document every time.

  • Easy to manage visual reports The visual progress reporting on the system is unique, and allows management to see exactly how work is progressing in their office. For even more productivity, users can see their own progress, so that they can correct problems before their manager is alerted to the problem. The visual progress report may be filtered and sorted in any way that you choose, and this enables management to look at their operations from a number of different perspectives, and to answer the who, when, and where questions.

  • Improved accuracy Workflow automation results in fewer administration errors, since information is captured once. In addition, some of the human element is removed from the business by the workflow system.

  • Paperless office Since all documents generated by the system (including emails, SMS messages, letters, etc.) are automatically attached to each file, there is no need to keep paper copies for most correspondence. In addition, incoming emails, letters, and faxes are also saved onto the system. While one of the benefits of this is that you will require less filing space, the main benefit is the fact that users of the system can find the document they are looking for quickly and easily from a single location, which eliminates “paper chasing”.

  • Collaboration Any number of staff members – or even teams – can work on the same file or project, and rules can route a file or project to any person or team automatically, regardless of which location they are working from.

  • Notes facilitate collaboration The system allows users to capture public and private notes. Public notes may be viewed by all parties, whereas private notes are only viewable by authorised internal users. This allows users and managers to collaborate on files.

  • Exception reporting The report generator allows you to create any report imaginable, and these reports may be saved and re-run at a later stage. There is no limit to the number of reports that may be set up on the system. Reports may be printed, emailed, or even exported to Microsoft® Excel.

  • Detailed audit trail One of the biggest problems in process driven offices is that if something goes wrong it is difficult to identify who caused the problem. With AJS Flow, each user action is recorded, ensuring that you can always establish who made mistakes.

  • Client access improves service The system allows for authorised clients or external users to view the progress of their own files online using the Internet. This creates the impression of excellent customer service and differentiates your firm from competitors. In addition, links for external login may be placed on your website, making it simpler for your clients to access their information on your system.

  • Anyone can answer client queries Since all associated documents and all progress steps are recorded on the AJS Flow system, management can answer client queries themselves without the need to refer the call to their secretary. This improves client service, and reduces frustration in the office. It also means that Managers can find their own information when they need it, saving time.

  • Work from anywhere Because AJS Flow is Cloud-based, authorised users can access the system from anywhere. So whether users are at the office, home, on the road, at a branch office, or even a client's office, they will still be able to access the system securely via The Internet. This not only saves time, but it creates a perception that your firm is progressive and hi-tech.

  • Bring your own device (BYOD) Cloud-based access also means that you can access the system using any device, for example a desktop computer, notebook, tablet computer, or even a Smartphone. This ensures that you remain connected to the system, improving productivity, and enhancing customer service.

  • Backups automated Backups are performed daily on the system ensuring that you don't have to worry about the safety of your information.

  • No server Since AJS Flow is Cloud-based you won't need an expensive server in order to run the system. This saves money in terms of IT staff too, since you won't need an expensive staff member to manage your file server. (AJS Flow can also be installed on-premise on your own server if required.)

  • Adapt process as you go AJS Flow is extremely flexible, which means that as your business evolves, you will be able to adapt the system to meet your changing needs.

  • Single screen for all functions increases user productivity All user actions may be performed from the master screen which saves time and reduces the amount of training that users need in order to get full value from the system.

  • Barcode access For the busy office, barcode stickers may be affixed to products or file-covers, and bar code scanners may be used to open the appropriate file on the AJS Flow system. This minimises the chance of users making mistakes, and speeds up data capture significantly.

  • Diary and Task Manager Although most processes in AJS Flow diarise tasks automatically, it is also possible for users to manually diarise tasks for themselves or for other users. Delegated tasks are listed in a separate diary section so that users can instantly see what delegated tasks have not been completed on time.

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