Documents, Tasks & Collaboration
Documents, tasks, notice board, messages, clarification requests, escalations, approvals, labels and print jobs complement the process. Roles see only what is relevant to their work.
Today, information gets lost between stations.
Documents sit in folders, clarification requests in mailboxes, notes on slips of paper – and whoever has to approve something often finds out too late.
- Searching for documents in different repositories
- Assigning tasks and approvals by word of mouth
- Noticing overdue items only late
- Creating labels and printouts without feedback on print status
What the module covers.
Document storage
File originals, derivatives, technical documents and versions cleanly with their cases and objects.
Tasks & approvals
Assign open items and approvals specifically to roles or people.
Escalations
Make overdue approvals, faults and problems visible.
Notice board
Notices, posts, comments, attachments, seen/done status for internal collaboration.
Messages & drafts
Prepare clarification requests, quote communication and internal messages in the process context.
Printing & labels
Manage central printers, devices, labels, page preview, retries and actual print status.
From intake to a controlled result.
This is where your team reviews and decides.
secondFactory prepares. At these points, a person confirms, corrects or deliberately approves – nothing slips through unnoticed.
Approval by authorized persons
Approvals go specifically to roles or people – only those who are authorized may decide.
Review messages before sending
Clarification requests and quote communication are prepared as drafts and sent deliberately.
Handle escalations
Overdue approvals and problems remain visible until they are resolved.
What improves day to day.
Fewer handover losses
Tasks and information stay in the process context.
Role-based
Everyone sees only what they need and are allowed to see.
Verifiable
Decisions, print jobs and edits remain logged.
What goes in. What comes out.
Input sources
- Original and derived documents
- Problems, tasks and notices
- Clarification requests and internal messages
- Print and label jobs
Results
- Documents linked to case and object
- Tasks and approvals per role
- Escalations of overdue items
- Notice board with seen/done status
- Labels and prints with actual print status
Handovers without re-entry.
All process steps
Each step can create tasks, clarification requests or documents.
Documents, Tasks & Collaboration
Getting information to the right person.
Approval and archive
Decisions flow back into the process; the history stays with the case.
Check documents & collaboration against your day-to-day work.
In a process analysis, we trace where information and approvals get stuck today.