business automation and custom workflows in this video i'm going to take a slightly different tact
and show you some examples of what we've been implementing for one of our clients
all businesses have some sort of processes that are very repetitive and become mind-numbing
after a period of time this leads to low staff morale and potentially mistakes automating these
processes through a workflow is a great solution but sometimes the workflow solutions off the shelf
don't fit exactly what you need or they don't actually go to the root of the problem in
australian market we've implemented a great custom workflow and i want to show you through that today
i'm matt grace managing director of flying donkey let's get into it
all right first one is always going to be the planning step and i always stress this in every
video i do you'll look at the problem you've got at hand and plan how you're going to address it
now the problem here australian money market has is have quite a lengthy account opening process
there's quite a lot of manual steps they need to get through these are both regulatory and
compliance as well as part of their business process a good first check is to say is this
problem large enough to actually automate because there is significant cost involved in automating a
process here it was quite clear there was already a team in australia managing and running this
process which could be significantly cut down if automation was brought in you then simply sit down
with that team and establish exactly what they're doing and it's become your plan to approach this
workflow once you've decided it's good to go and make sense to implement a workflow and you've
documented what the workflow actually is it's time to actually start looking into the problem and how
you're going to solve it so step two identifying the problem let's run through quickly what the
actual problem is straight money market is an online cash platform and they set up accounts
on behalf of their users users will fill in an application form and they will generally emailed
or sent in by mail and that data needs to be keyed into accounts inside their system once
this is done various regulatory checks needs to be done across this software various steps needs to
be done to split this format into the platform to allow further on processing down the line there's
a few key steps here that can be automated firstly some of the document splitting secondly some of
the data entry and thirdly overall just general maintenance of the overall workflow process
to know where we're up to and how to share it equally across the team all right let's see how
we actually approach this problem and what we did here first thing we did was send all the
new application forms into an email address this email address then triggered off a loading flow
that allowed these documents to be automatically loaded into a new workflow inside the system
this document was then split apart a workflow was set up and it was assigned to a team member
these were then broken down into a nice clear step-by-step process where each step can then
be analyzed and looked into we then addressed each of these steps where we looked at the process and
then we solved the problem in hand whether that be splitting documents merging documents sending
emails sending questions each thing is going to be broken down into a single workflow step
and addressed and solved in a more automated way establishing the details i'm going to put up on
the screen a flow diagram that i'll quickly talk through on what we achieved here all right if we
start at the top of this workflow we can see where i talked about triggering the manual import so
you can see here there's an import of emails into the system and it's going to go into a processing
folder there's a bunch of statuses and conditions that we need to do as well as logging tables to
hold all this information once the workflow is created we then look to assign this out to a user
and users can have an in progress page on where they can see what workflows they have for the
day and what they can do for the future now all of these initial steps are fairly standard workflow
procedures but it's really the next three or four steps that allow us to customize to the client
firstly we try and link these workflows to an account this is customization where we're linking
into the account we then inside that account each application board has multiple individuals so we
split this down linked not only to the account but to individuals we then also link this down into a
login now some of these steps have been automated here where once you link to an account it will
start suggesting individuals and once you start linking to an individual it will start suggesting
uh login there is a bunch of processing around the document which is around generating and producing
a bunch of pdfs as well as compliance checks that need to be done on this page we built a number of
pdf functionality that allowed users to merge change page orders split and save and these are
easily done and automatically linked back to the account individual or login is required a backend
pdf generation process was then run to produce these documents and attach them to the account
and then various emails were triggered to the client to say either their account was set up
successfully or there was some errors on their account they need to address
this is then followed up by send email process so we're not seeing them out one by one now there's
a lot of detail on this flow and it's difficult to convey without knowing the actual process the
simple part here is that we've actually keyly integrated this custom flow into the business
we've followed the business process they have and we've automated the steps that we could
in conclusion australian market now utilizes this workflow on a day-to-day basis and it's
helped them in reducing their staff numbers on their team down as well increasing staff morale
around not doing such a repetitive process while there are some admin and repetitive processes
still involved in the flow unfortunately they're unable to be automated by computers
but because there's been a significant number of automations done here there is significant
benefits to the client by implementing this custom workflow if you're looking to automate
processes in your business and simply workflow solutions off the shelf are not doing it for you
we can help you build a custom workflow with greater integrations into your product
simply assigning managing workflows is great but it's really digging into those key details on the
lower end of the flow and automating those data entry points it really starts to speed up time
and freeze your staff from those repetitive jobs feel free to reach out and have a chat
you