TULIP comes with a standard approval workflow system implemented, however it is recommended that document approval flow is customized to each company’s specific needs.
The workflow is setup to run on top of each folder and document, in order to allow clear input and output deadlines, as well as user access rights. In addition, it will generate a detailed activity log that eliminates once and for all responsibility issues during the document handling process.
Ensure clear responsibility rules by setting up what each user is allowed to perform on the TULIP platform. You can therefore define responsible user permissions based on your company’s internal policies.
A user’s access can be limited to:
Actions: upload / download, access documents / folders, approve
Folders: limitations regarding access based on the documentation contained within
Authorized users have the possibility to enable the workflow for a folder or document, when needed. Once accounting workflow is active, a person in charge of approval can be assigned, as well as the deadlines and notification preferences.
In addition to the real time status that can be verified for each folder or document, TULIP has integrated also an Activity Log feature. This allows authorized users to verify the entire history of activities performed on a folder and document as well. There are no size or format restrictions.
Each employee or manager involved in the approval process will receive notifications via e-mail each time a task needs to be completed. Alerts can also be connected to a personal outlook calendar. This simplifies all the workflows and processes in the company.
All users of TULIP will have access to a detailed list of past and pending individual tasks on the TULIP portal; in additional to the e-mail notifications they have received.
The advantage of TULIP’s integrated workflow is that all required actions are performed via the portal. There is no additional required action outside of the portal and its workflow system.
Each user will be able to keep up with the approval process based on the predefined rules set out for each document. In case of rejecting a file, the user will be asked for the reason of rejection and the file will be returned back to the previous step.
The Accounting ERP integration necessary for the pre-booking stage also allows TULIP to become your main accounting interface, as you will be able to see exactly the processing status of documents already approved and sent to your software.
When an accountant closes the reporting month, all reports are saved automatically in the matching “outputs” folder per year, month and category, in order to be approved and archived.
All the users with corresponding authorization can easily access the folders and documents from their desktop, tablet and smartphone devices without any limitation.
Account administrators can at anytime export the activity history of each user, ensuring a transparent data and document management flow.
TULIP allows you to have an access to a permanent accounting document and an activity backup. The main advantages of using TULIP’s integrated electronic archive are:
You can not only archive your documents electronically in the TULIP, but you can also manage them. Scanned documents are uploaded to the TULIP, you can see who uploaded them, changed the data etc. Cloud document management system in the TULIP is clear and transparent.
Online archive is a must for every 21st century company. Get closer to have paperless offices.
