What is electronic document workflow?

The exchange of documents in electronic form is becoming more and more common in business practice. In this article we will consider what online document exchange (ODE) is and what advantages it gives to companies.

Unlike paper documents, electronic document workflow requires secure information transfer channels. According to the current legislation, electronic documents are equal to originals. Electronic signatures (QES) are imposed on them, which the law also recognizes as equivalent to handwritten signatures.

Types of electronic document workflow

According to the spheres of application, there are internal electronic document workflow (covers the processes within the company) and external (provides the exchange of electronic documents between counterparties, between the company and government agencies, etc.).

Within the internal electronic document workflow, it is possible to distinguish:

• managerial ODE (includes electronic orders, instructions, etc.);
• personnel ODE (HR orders, employment agreements, etc.);
• accounting ODE (statements, invoices, etc.);
• storehouse ODE (receipts, certificates), etc.

If a company has specific business processes, other types of electronic documentation exchange may also occur. The areas and scope of ODE application depend on the goals of each particular company.

Switching to online document exchange gives businesses undeniable advantages. Let us consider them more closely.

Electronic documents exchange between counterparties

Exchange of electronic documents in the Vchasno.ODE service consists of the following steps:

1. A company employee uploads a document file to the service.
2. In the Vchasno.ODE service s/he signs the document with a QES and sends it to the counterparty.
3. The addressee receives an e-mail and a notification in the service that the document has been received, gets familiarized with it and also applies the QES.
4. The document signed by all responsible employees is kept in the archive.

If the document requires a complex approval and signing procedure, you can set up a workflow in the Vchasno service. In this case, the document is duly received and signed by all responsible employees.

Organizing electronic document workflow

To introduce the Vchasno service at the company, legal issues must be agreed upon. For internal document workflow, it is necessary to develop regulations on electronic document workflow – to describe the processes for which the Vchasno service will be used and to obtain the written consent of employees.

To exchange documents with counterparties using the Vchasno service, an additional agreement on electronic document workflow should be concluded. It should specify the method of electronic document exchange (via the Vchasno service) and specify which documents are signed in this way.