When you think of workflow software, it is easy to think of the movement of process automation. After all, flow implies constant motion, and you use the software to move through the steps of a given process. However, there is an often-overlooked element of process automation using workflow software: The process has to start with something.
In many cases, a workflow begins with someone filling out a form. It could be an order, a lead, a request for information, an insurance quote, or a mortgage application. These types of workflows begin with data entry. As that data is passed along through the process, different things happen based on the information provided. If there are any errors or missing data fields, it could result in a breakdown of the process or an error in the end result.
Workflow software helps you get your processes off to a good start by allowing you to improve data entry productivity and reduce some common issues when it comes to using forms as a part of your business process.
Using Workflow Software for Validation
One of the most common fields on a form asks for the user’s street address. Unfortunately, this common field is the source of many workflow errors. Address entry problems can occur because of anything from non-standardized city and state fields to slight variations in the spelling of road names. These kinds of errors result in dirty data that could cause issues throughout the process. Workflow software can connect to the US Postal Service address verification system to ensure standardized address fields.
Other elements of form validation are also possible to ensure consistency with:
- Dependent drop-down menus
- Standardized lists
- Data calls to search for duplicates
- Setting ranges or boundaries around certain fields
Records and Data Storage with Workflow Software
Duplicate entries consume resources—not only storage space on your data servers but also the time it takes to find and remove them. If duplicate entries aren’t removed, you could run into process issues. There are times, however, when duplicated data is unavoidable; for example, there may be multiple systems collecting information. The right workflow software will help you by acting as the master system of record, allowing you to take data from multiple systems and clean the data prior to moving the records to a data mart for use in the various processes.
