The employees generate the request, selecting the type, and upload the documents and information in the system, either physically scanned or from email. The system intelligently classifies and indexes them such that they can be easy to retrieve in automatically structured folders or through the search function.

When the employee finishes completing the request, they can decide whom to send it to, knowing the organisational processes or simply their particular needs. 

Each employee involved in the process receives the request, is notified, and can interact with it: completing it, commenting, adding notes, approving, rejecting, signing, etc. Then, the respective person can decide, knowing the procedure, who is the next person who should see the request/document. Meanwhile, the request’s original author can see who is currently working on the request and what has so far been done.

Any process that has information and documents at its core can be started by any employee, be it an internal request or an externally received request. A single system can manage complaints, contract approval flows, acquisition requests, and any other knowledge-based process. 

All decisions and processes have traceability, each employee knows what they’re supposed to do, and all documents can be easily found with complete history in the digital archive. 

With 1-Step Paperless as the foundational platform, strict predetermined approval flows can be configured with specific functions: contracts management, expense requests, loan approval, claims management, employee onboarding, etc. 

Templates can be configured such that for every new contract, depending on the type, the appropriate template will be selected by the solution. The employee must only fill in the information in a digital form, and the system will complete the template with the necessary information automatically. 

Each contract has a complete history of all changes shown directly in MS Word. The contract can be sent to the client or supplier with the ‘Send to Mail’ function. Once the third-party returns their version of the document, OnBase will compare it with the one sent and outline all the changes. 

You can place digital post-its on the document and every decision can be discussed via the document chat function. 

All related documents travel together. These can be accessed directly from the contract. 

Everything related to contracts management, from their generation to their archiving is quick, effortless, and minimises risks, gaining complete traceability. 

Any expense request can be generated in the application through a digital form, attaching all the necessary documents and filling in the information related to the acquisition type, cost, and related budget.

The acquisition request enters an automated approval flows, depending on its type, the sum involved and the related budget. 

Users can generate and modify budgets for projects or purchase categories. Employees can solicit the reallocation of funds. Any change or request is performed in a digital form in the application, with all the necessary documents. It also enters an automated approval flow depending on its type. 

The system can include the composition, modification and approval of contracts. 

All invoices are introduced in the system. They enter a payment flow and their status can be checked at any time. They are related to the purchase request and the contract. All with complete ERP integration. 

Expense requests, contracts, invoices, alongside the delivery documentation and the related budgeting are in one place, in one system, for complete traceability.