Document workflow automation is the process of streamlining how documents move through your business. This includes creation of documents, approvals, storage and archiving through the use of digital tools.
When these workflows are manual, they can be time consuming and prone to human error. So, rather than relying on paper trails, manual handovers, and long email chains, document workflow automation makes each stage of the journey to happen faster as well as being more accurate. This naturally leads to fewer mistakes.
Automating document flow helps businesses reduce admin burden, improve compliance, and boost productivity.
At DMS Group, we work with businesses across the UK to integrate smart, scalable document workflow automation solutions.
From small steps to complete digital transformation, we help organisations achieve better outcomes through tailored support and tech.
What Is Document Workflow Automation?
A document workflow refers to the path a document takes within a business, whether it’s a contract, invoice, HR form or customer request. That journey might include the document being created, edited, reviewed, approved, stored and eventually deleted.
Document workflow automation replaces the manual steps in this journey with predefined digital rules.
For example, instead of printing a form and walking it to someone’s desk for sign off, an automated workflow would scan the form, send it to the correct person’s inbox, notify them to review it, and then archive the approved version securely.
By getting rid of these repetitive tasks and delays, automated workflows help documents move more smoothly through the system.
Document-Centric Workflow vs General Workflow Automation
General workflow automation focuses on broad task or project management (like assigning to-dos or updating project timelines). Document-centric workflow automation is focused specifically on the handling of documents themselves.
This distinction is important, because documents often carry legal, financial or personal information that must be handled securely and compliantly with regulations such as GDPR.
Features like version control, digital signatures, and access permissions are key in a document-centric workflow, especially for businesses operating in regulated sectors.
Main Components of Automated Document Workflows
Document workflow systems typically include:
Document capture
Document capture is how documents enter the system. This could be through scanning, uploading or using Optical Character Recognition (OCR) to convert physical documents into editable digital files.
Routing and approvals
Once captured, documents follow a predefined route such as being automatically sent to a manager for approval or to a finance team for processing. Each action can be tracked in real time.
Storage and retrieval
Documents are securely stored in a centralised digital repository, making them easy to find, access, and retrieve when needed, even when staff are working remotely.
Auditing and compliance logging
Automated systems track who has accessed or changed a document with specific details such as the date, time and edits made. Not only does this support internal accountability, it also helps businesses stay complaint with GDPR.
Why Automate Document Workflows?
Automating your document workflows can have a real, measurable impact across your business. From saving time to supporting compliance, the advantages of automated document workflow go beyond just going paperless.
Firstly, automation helps to reduce reliance on printing and paper, minimising environmental impact and costs. Gone are the days of storing boxes of documents and spending a fortune on paper, ink, and filing cabinets.
This can be especially helpful for businesses that are trying to meet sustainability targets and reduce operational overheads.
Staff also benefit. By removing repetitive admin tasks like chasing approvals and manually inputting data, your team can focus on much more valuable work. In turn, processes become quicker and smoother, which boosts overall productivity.
Because everything is handled digitally, collaboration is made easier too. This is true whether your team is in an office, spread across multiple locations or working remotely as documents can be accessed, edited, and approved securely from anywhere.
Automation also improves the structure and consistency of your processes, which is particularly important when it comes to compliance. With GDPR in mind, automated workflows make sure sensitive documents are handled properly.
Challenges of Manual Workflows
Manual document workflows are still common in many businesses but they do come with hidden risks and inefficiencies.
One of the biggest and most obvious issues is delay. When a document needs to be printed, handed over, and approved in person, it slows everything down. If someone is off sick or working from home, approvals get stuck and the process grinds to a halt.
Paper documents also have a habit of going missing or being duplicated, which can create confusion and the potential for errors.
Manual processes rely heavily on people remembering what to do and when. That means mistakes are more likely to happen, such as sending a document to the wrong person or missing an important deadline.
By switching to automated document workflows, these issues can be reduced or eliminated entirely, giving your team more time, better tools, and greater peace of mind.
Document Workflow Automation Examples by Department
Document automation isn’t just a tech buzzword, it’s a practical way to improve how different teams work. From finance to HR, each department has its own set of documents, processes, and compliance needs. By introducing automation, you can reduce admin, speed up approvals, and improve accuracy across the board.
Accounts Payable / Invoicing
In finance teams, document workflow automation is particularly powerful. Instead of manually handling every incoming invoice, automation tools can capture key details as soon as the invoice arrives, even if it’s in paper format or as an email attachment.
Once the data is extracted, invoices are automatically routed to the right person or department for approval. Digital sign-off replaces the need for printing, chasing signatures, or scanning back paperwork.
Approved invoices can then be posted directly into your finance system and archived securely, with full traceability and audit trails. This reduces errors, speeds up payment cycles, and makes compliance easier to manage.
HR Onboarding
The onboarding process often involves a lot of paperwork, from contracts to policy documents. With workflow automation, these tasks can be handled digitally and consistently, making a strong first impression for new employees.
New starter packs, contracts, and forms can be triggered automatically when a new employee joins, with clear routes for approval and signing. Policies that require acknowledgement can be distributed and tracked digitally, ensuring nothing is missed.
All documents are stored securely and in line with data protection requirements, helping HR teams stay compliant while saving time.
Sales & Customer Service
For sales and customer service teams, speed matters. Workflow automation can help streamline proposal generation, service agreements, and customer onboarding documents.
Templates can be pre-approved, so sales reps simply populate the key details and the system takes care of routing for review and approval. With built-in digital signature tools, customers can sign and return agreements in minutes, not days.
Faster turnaround means happier customers and quicker revenue generation, without sacrificing accuracy or control.
Legal & Compliance
Legal teams deal with highly sensitive and complex documents, often requiring strict access control and detailed version tracking. Workflow automation makes this much more manageable.
Contracts and compliance documents can be stored centrally in secure systems with strict permission settings. Automation ensures that review and approval steps are followed properly, while version control features keep records tidy and accurate.
Expiry notifications and review reminders also help prevent deadlines from being missed or documents from going out of date without oversight.
Public Sector and Education
In public sector organisations and schools, paper-heavy processes are still common, but often inefficient. Automating document workflows in these settings can bring significant time and cost savings.
For example, application forms, student records, or internal requests can be handled digitally, routed through predefined approval chains without the need for printing or in-person meetings.
Not only does this improve the speed and visibility of processes, but it also enhances data security and makes compliance with regulatory requirements much easier to maintain.
Best Practices for Automating Document Workflows
Start with a Workflow Audit
Before jumping into automation, take time to understand how your existing document processes work. That means mapping out the journey documents take across departments, from creation and approval to storage or disposal.
Look for areas where delays regularly happen. Are certain tasks repeated unnecessarily? Do documents get lost or duplicated? Identifying these issues will give you a clear starting point and help avoid replicating bad processes in a digital format.
Prioritise High-Impact Workflows First
Not every workflow needs to be automated right away. Start with the ones that cause the most friction or involve the most manual effort. For many businesses, this will be in accounts payable or HR, teams that often handle high volumes of paperwork and approvals.
By focusing on high-impact areas first, you’ll see immediate gains in productivity and cost savings, which can help build momentum for wider adoption.
Standardise and Document Your Processes
Automation works best when there’s consistency. If your team uses different naming conventions or approval routes for similar documents, the system won’t know what to do.
Spend time standardising how tasks are handled. This might mean agreeing on naming structures, clearly defining approval chains, or ensuring forms are formatted in a consistent way. Once documented, these processes are much easier to automate, and manage, long-term.
Choose the Right Workflow Automation Platform
The platform you use should support your business now and in the future. It needs to integrate with your existing systems, keep your data secure, and be simple enough for staff to adopt without resistance.
At DMS Group, we help clients choose solutions that not only meet technical needs but also feel intuitive for users. Whether you’re starting from scratch or scaling an existing system, having the right platform is key to success.
Train Staff and Embed a Digital Culture
Technology alone doesn’t drive change, people do. For automation to stick, staff need to understand how it works and feel confident using it. That’s why training is so important.
We provide ongoing CPD and support to help teams make the most of their new tools. It’s also important to foster a culture where staff feel comfortable suggesting improvements. The more engaged your team is, the more value you’ll get from your document automation investment.
How DMS Group Helps Businesses Automate Document Flow
A Tailored, Phased Approach
At DMS Group, we know there’s no such thing as a one-size-fits-all solution when it comes to document workflows. That’s why we start by getting to know your business. Our process begins with a full audit where we assess your existing systems, analyse inefficiencies, and recommend changes based on your goals and pain points.
We usually focus on high-impact areas first, like your finance or HR departments, before expanding automation across other parts of the business. This phased approach keeps disruption to a minimum and allows your team to adjust at a manageable pace.
Flexible, Scalable Solutions
As your business grows, your workflow needs will change. That’s why we build flexibility into every solution. Whether you're working from one office or across multiple sites, our document management tools can scale to meet your demands.
We offer modular packages covering software, hardware, and hands-on support, meaning you can build the system you need now, with room to adapt as your processes evolve.
Training, Reviews, and Ongoing Support
Getting your team up to speed is just as important as the technology itself. That’s why we offer unlimited training and on-site support, from regular floor walks to CPD sessions tailored to your system.
You’ll also benefit from quarterly account reviews, so we can continually fine-tune your setup and make sure it’s delivering maximum value. And with a dedicated point of contact at DMS, there’s always someone on hand to help whenever you need it.
Document Workflow Automation FAQs
What is a document workflow solution?
A document workflow solution is a system that manages how documents are created, shared, approved, stored, and archived within your business. When automated, this process becomes faster, more consistent, and easier to track, helping reduce admin time and improve overall efficiency.
Is document workflow automation only for large businesses?
Not at all. While large enterprises may have more complex needs, automation offers valuable benefits to businesses of all sizes. In fact, smaller companies often see quicker results because they can roll out improvements more rapidly.
Can I automate just part of my document flow to begin with?
Yes. Many businesses start small, often with a single department like accounts payable, and expand from there. This staged approach allows you to see results quickly without overwhelming your team or existing systems.
How secure is automated document processing?
Automated systems are often more secure than manual ones. With features like access controls, audit trails, and encrypted storage, your data is less vulnerable to human error or unauthorised access.
At DMS, we ensure all systems are set up with compliance and data protection in mind.
How does DMS Group support document workflow automation?
We take care of the full journey, from auditing your current setup to recommending and installing new solutions.
You’ll receive training, support, and ongoing reviews to make sure everything runs smoothly. Our goal is to simplify your document handling while improving security, efficiency, and cost control.
