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Workflow and Process Automation

Manage Your Workflows End to End with Process Automation

Process automation runs repetitive tasks, approvals and data transfers between systems according to defined business rules. Process management covers designing, monitoring, measuring and improving these flows.

With PaperWork, manage tasks, electronic forms, documents, enterprise system transactions and AI actions in a single workflow. Define owners, approval conditions and target times, and see exactly which step the work is waiting on.

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For the basics, read the workflow guide; for implementation scope and rollout steps, explore our blog.

Challenge

Turn Scattered Work into Controllable Processes

In most companies, many transactions move between email, Excel, messaging apps and different enterprise systems.

Nobody knows who the request is waiting on, data is entered again, approvals are delayed and the whole process cannot be seen from a single point.

A typical working day in many organizations

  • The purchase record is in the ERP.
  • Quotes are sitting in email attachments.
  • Someone is phoning around to find the right approver.
  • Where the delay started is investigated after the fact.

PaperWork Workflow and Process Automation:

  • Routes work to the right person and system.
  • Applies business rules automatically.
  • Manages documents together with the process.
  • Executes transactions in enterprise systems.
  • Controls delays and exceptions.
  • Records the entire process.

Ways of working that depend on individuals become measurable and sustainable corporate processes.

PaperWork BPM complements your ERP. It uses the data in your existing system and runs the steps, owners and rules in the same process. It can send the result back to the ERP, so you do not need a separate ERP customization for every new business need.
One flow

Bring People, Systems and AI Together in the Same Flow

PaperWork is not just a classic workflow tool that passes tasks from one user to the next. It coordinates three different workforces within the same process:

People, enterprise systems and artificial intelligence working together in the same workflow

People

Assigns task, approval, review and decision steps to users. Manages responsibilities, target times, delegations and escalations.

Enterprise Systems

Pulls data from ERP, CRM, HR, finance and other applications, performs the required transactions and sends the results to the relevant systems.

Artificial Intelligence

Reads documents, extracts information, summarizes content, interprets risks and creates tasks or actions within the process.

People, applications and AI work together on the same workflow. Operations move from start to finish without breaking between systems.

Executive summary

Why AI-powered BPM?

When a new approval rule or customer request arrives, what matters is how quickly the company adapts. PaperWork BPM speeds up the first design with AI and defines who the work goes to, with which document and by which rule.

A shorter path from need to draft

The business unit writes the process it wants; AI prepares the form and workflow draft. The team can spend the time it would have spent on the first drawing on validating rules and improving the process.

Less repeated data entry

Information in the ERP and other applications is used in the process, and the approved result is passed to the relevant system. Employees move the same data between screens less often, and make fewer mistakes doing so.

Waiting work has a clear owner

Tasks, documents and target times are tracked in the same flow. Managers do not have to collect separate status reports from teams to learn about a delay.

The ERP investment is completed with new processes

The existing ERP stays in use. Cross-department approvals and changing business rules are organized with Low-Code tools; the need to build inside the ERP for every requirement is reduced.

To get started: Choose a process that repeats often, waits for approval and involves more than one team. Measure the gain by completion time, number of manual operations and delays, before and after go-live.

The work beside the ERP

The record is done. But where is the work in between?

The ERP manages stock, finance and production data. But until a record is created, document checks, approvals, the views of different teams and unexpected situations come into play. When these are scattered across email chains, it becomes hard to see the whole of the work.

PaperWork BPM complements the ERP. It uses data in the existing system; it runs steps, owners and rules in the same process. It can pass the result back to the ERP. This way no separate customization in the ERP is needed for every new business requirement.

A typical working day in organizations

  • The purchase record is in the ERP.
  • Quotations are waiting in email attachments.
  • The right person for approval is being chased by phone.
  • Where the delay began is investigated afterwards.
A concrete example

What happens to a request from start to finish?

Follow a purchase request step by step. Every task, rule and system transaction is part of the same flow.

Sample scenario · Purchase request
Request form

New equipment need

RequesterProduction team
Requested itemProduction line equipment
AttachmentTechnical specification.pdf
Flow on PaperWork

Where is the work, and who has the next step?

  1. 1Request is receivedForm + document
  2. 2Budget rule runsERP data
  3. 3Manager approvesTask + SLA
  4. 4Purchasing proceedsQuote + check
  5. 5Result is sent to ERPRecord + trail

Request is received. The employee fills in the form and attaches the technical document. A request number and transaction history are created.

In the same flow

Everything that moves the work forward works together.

To see why an approval is waiting, you no longer need to check the document archive, the ERP screen and your inbox separately.

01 / DESIGN

Low-Code workflows

Design the form, tasks, decision points and exceptions with visual tools. The business unit describes the need; IT manages integrations and permissions.

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02 / RULES

Manage changing approvals

Route by amount, role or risk level. When a rule changes, redefine how the related process should run.

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03 / CONNECTION

Talks to ERP and other systems

Pull data from SAP and other ERP, CRM and HR applications and send results to the relevant systems. Reduce re-entry of the same information.

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04 / DOCUMENT

Files stay with the work

Manage the approved contract, invoice or technical document in Content Server together with its process and permissions; track versions and history.

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05 / TASK

Pending work is visible

Assign a task to a person or team. Track where work is stuck with target times, reminders and delay notifications.

Learn more
06 / MEASUREMENT

Act on bottlenecks

See durations, workload and recurring delays with business intelligence and process analytics. Launch new actions for improvement.

Learn more
From Analysis Document to Running Process

Describe the work. Get a draft form and flow.

Describe your need in natural language or give your analysis document to the PaperWork AI Assistant. The PaperWork AI Assistant creates the form fields and workflow steps from that description. The example below shows the design of a purchase request.

  • PaperWork AI:
  • Interprets the purpose and steps of the process.
  • Creates the required form fields.
  • Drafts the roles and approval structure.
  • Builds the workflow visually.
  • Suggests business rules and routing.
Sample design · Purchase request
Describe the process you want

Form draft

Purchase request

The details in your description become form fields.

Requester
Ayşe Yılmaz
Description of need
Equipment for the production line
Amount
75,000 TL
Quote document
quote.pdf

Form draft ready

Workflow draft

The approval path is defined

Steps and conditions are derived from the same description.

Purchase approval workflowAfter the start, the request form is submitted. Requests above 50,000 TL go to senior management, others go to the unit manager. An approved request is sent to the ERP and the process ends. A rejected request returns to the form for correction. The highlighted path shows the 75,000 TL example.StartRequest formis submittedAmount> 50,000 TL?NoYesUnit managerapprovalSenior managerapprovalRequestapproved?YesNoSend back for correctionTransfer to ERPEnd

Highlighted path: a 75,000 TL request is approved and sent to the ERP. A rejected request returns to the form for correction.

The final check is up to your team. Review the form fields, permissions and approval rules. Configure the ERP connection, test different scenarios and then put the process into use.

The draft is edited, tested and put into production with PaperWork Low-Code tools. The speed of AI generation meets the control of a Low-Code platform, making it easier to build new processes and adapt existing ones to changing needs.

Benefits

Reduce Problems, Speed Up Operations

Challenge

Approvals Are Delayed

Ensure work is completed on time with tasks, reminders, target times and escalations.

Shorter processing times and less waiting.

Challenge

Work Depends on Individuals

Define rules, tasks and responsibilities in the system.

Standard, measurable and sustainable processes.

Challenge

Data Is Entered Again and Again

Pull data from enterprise systems automatically and send results to the relevant applications.

Less manual work and a lower error rate.

Challenge

Documents Get Disconnected from Processes

Manage documents as a natural part of the workflow.

Central access, strong traceability and corporate memory.

Challenge

Changes Take Too Long

Build and update processes faster with artificial intelligence and Low-Code tools.

Faster adaptation to changing needs.

Challenge

Operations Are Not Visible

Monitor tasks, durations, workloads and bottlenecks on real-time dashboards.

Better decisions and continuous improvement.

Don’t Just Run, Measure and Improve

All data generated by workflows can be tracked with PaperWork Business Intelligence and Process Analytics tools.

  • See which stage each process is in.
  • Track target times and delays.
  • Compare team workloads.
  • Identify bottlenecks and repetitive work.
  • Measure process performance with KPIs.
  • Turn improvement ideas into tasks or workflows.

Process automation stops being a one-off digitization project and becomes a continuously evolving approach to operations management.

Process analytics and business intelligence

Work is moving, but where is time being lost?

PaperWork’s process radar makes waits and deviations from targets visible. With process analytics and business intelligence built into the platform, managers see what needs attention without waiting for a report.

Process analytics

Find the cause of the delay.

Which approval is piling up work, and which steps keep repeating? Process analytics tracks bottlenecks and due date risks. With AI-assisted analysis and suggestions, you can identify areas for improvement, launch tasks and measure the results.

Explore nowBusiness intelligence and reporting

Base decisions on current data.

Monitor pending work, team workloads and target times on the same dashboard. Because form and workflow data are reported directly, there is less need to merge Excel sheets, and you can support busy teams in time.

Explore now

For example: When work piles up at purchase approval, redistribute the workload, then track on the same platform whether waiting time goes down.

PaperWork platform

Don’t set up a separate application for every new process.

PaperWork BPM runs on the same user, permission, document and integration infrastructure as the platform’s other capabilities. Information captured in one request can be reused in the next step of the work.

  • BPM + Low-CodeWorkflows and electronic forms
  • Content ServerDocuments, search, versions and access
  • PaperWork AIDrafts, document processing and in-process suggestions
  • Rule engineApproval and decision logic
  • Tasks and casesStructured work and exceptions
  • IntegrationERP, CRM, HR and services
  • Business intelligenceDashboards and reports
  • Process analyticsBottlenecks and improvement actions

A request is opened. The form, attached document and related task are linked to the same process.

PWQMS, PWCLM, PWGRC and other ready-made solutions also run on this shared platform. PaperWork Solution Universe

Which Departments Can Use It?

Your first candidate may be the work you track by email today.

The points where work is handed over to another team, document or system are good places to start with BPM.

Finance and Procurement

Invoice, expense, payment, budget, advance, purchase request and supplier approvals.

HR and IT

Leave, recruitment, onboarding, employee requests, access, incident, change and support processes.

Quality, Legal and Compliance

Nonconformity, CAPA, audit, risk, contract, document approval and change management.

Customer and Field Operations

Customer requests, complaints, service, returns, maintenance, faults, inspections and field reports.

Why PaperWork

Why PaperWork Workflow?

Process and Documents Work Together

Documents are managed as a natural part of operations, not as files separate from the process.

AI Turns into Action

AI does more than generate information; it can start a task, notification, workflow or system transaction.

Business and IT Build Together

Business analysts develop quickly with Low-Code tools, while IT teams keep security, integration and governance under control.

Complements Existing Systems

Manages the tasks, approvals, documents and exceptions between your ERP and other enterprise applications without replacing them.

Don’t Leave Work to Chance, Connect It to a Workflow

Bring work that moves between email, Excel and disconnected applications together in a single process.

With PaperWork, manage tasks, documents, rules, systems and AI in the same workflow. Speed up your operations, make them visible and keep improving them.

Start with One Process. Transform Your Entire Operation.

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FAQ

Frequently Asked Questions

What is process automation and what does it bring to organizations?

Process automation digitally manages requests, approvals, tasks, documents, business rules and the data flow between systems. It reduces manual work, email traffic and duplicate data entry, making processes faster, measurable, traceable and auditable.

Can workflows and forms be designed with AI in PaperWork?

Yes. You can describe the process you want in natural language to the PaperWorkAI assistant or upload your analysis document. The AI understands the process and creates draft workflows and electronic forms. The drafts can be quickly adapted to your organization with Low-Code tools and put into production.

Does AI put a process into production on its own?

No. It prepares a draft form and workflow from the description of the need. Your team reviews the organization’s permission, business rule and integration requirements; the process is tested and then put into use.

Can PaperWork integrate with existing ERP and enterprise applications?

Yes. PaperWork offers two-way integration with SAP and other ERP systems as well as CRM, HR, finance and industry-specific applications. Data is exchanged between systems through ready-made connectors, REST/SOAP web services, database and method connections. With the SDK, PaperWork processes can also run inside the interfaces of other applications.

Does PaperWork replace the ERP system?

No. PaperWork does not replace your ERP; it works as an agile operations layer that complements it. It combines ERP data with documents, approvals, tasks, business rules and field operations. This lets you build new processes quickly without costly ERP customizations.

Is PaperWork just a workflow application?

No. PaperWork combines process automation, Low-Code development, electronic forms, document management, artificial intelligence, case and task management, integration, mobile use, business intelligence and process analytics on a single platform. Instead of separate applications, it uses a shared user, permission, data and technology infrastructure.

How are the documents used in processes managed?

Documents are stored securely with versioning in PaperWork Content Server, linked to process and form data. Capabilities such as authorization, full-text search, document history, e-signature and KEP (registered electronic mail) are available in the same structure. With Intelivus, documents can be read and classified by AI; with ISDD, personal data can be detected and masked automatically.

Can process performance and bottlenecks be monitored?

Yes. With PaperWork’s integrated BI and Process Analytics capabilities, completion times, pending work, SLA breaches, team workloads and bottlenecks can be tracked in real time. Dashboards and reports enable managers to improve processes based on data and act early on delay risks.

Seamless Integration with Popular Tools

PaperWork offers seamless integration with popular business applications so you can run your business processes without interruption. Easily integrate with tools such as ERP, CRM and HR systems, and manage your workflow from a single platform.

All these integrations let you manage your business processes end to end with PaperWork.

  • Salesforce, Zoho CRM, MS CRM
  • SAP and other ERP systems
  • Databases, web services
  • Advanced SDK support
  • Ready-made integration add-ons
PaperWork integrations
Low-Code

Build fast, manage fast

Design workflows and forms with PaperWork BPM’s visual low-code tools. Business units translate their needs into the design while the IT team manages integrations and technical requirements.

Drag-and-drop functionality

Design your business processes without technical knowledge.

Smart electronic forms

Collect the right information at the right point with forms that run on the web, on mobile, in Outlook, in SAP or inside enterprise applications.

Forms can change by user and process stage, pull data from enterprise systems and trigger different actions based on the information entered.

Instant deployment

Publish your application in a few clicks and start using it right away.

Low cost

Speed up development to reduce costs and keep software development spending to a minimum.

Prototyping and testing

Prototype and test your applications quickly. Adapt them instantly to your business needs.

Fewer resources

Complete your projects with fewer developers and use your IT resources more efficiently. Manage your workforce efficiently and free up time for other projects.

Differences between low-code and traditional software development

  • Time savings: Development in days instead of weeks.
  • Cost advantage: Lower development and maintenance costs.
  • Faster time to market: Speed that creates a competitive advantage.
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Let’s Make Your Processes Smarter Together!

Let’s explore how PaperWork’s low-code BPM, document management, ERP integration and AI solutions can be used in your organization.

What happens next?
  1. 01

    We find a time that suits you.

  2. 02

    We hold an introductory meeting.

  3. 03

    We run a demo tailored to you.

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