Automating Complex Workflows in DocuWare

Unlock the power of automation and transform your business operations with DocuWare. In this blog — inspired by authoritative insights from DocuWare and real-world experience from us at DocTech — we explore how to design, deploy and optimise workflows in DocuWare that handle your most intricate processes.

DocTech are UK based and have provided DocuWare for almost 30 years. We have some of the most complex applications of DocuWare in terms of technical DocuWare Workflows and Integrations.

In this blog we will discuss:

• What workflows in DocuWare are
• A breakdown of automating complex workflows in DocuWare
• Real life examples of automated workflows from DocTech

What Are Workflows in DocuWare?

A workflow in DocuWare is a structured sequence of tasks — from document ingestion to final approval — triggered by events, rules, or user actions. These workflows ensure consistent, efficient document flow, reduce manual effort, and give teams real-time visibility into every stage of a process.

Learn more about Document Workflow Solutions from DocTech.

Why Automating Workflows in DocuWare Is a Smart Business Move

For Tican Chilled, the implementation immediately resulted in a minimum saving of 2–3 hours per week by eliminating the need for manual paper document scanning, data indexing, and approval processes.

This also removed paper-based inefficiencies and enhanced cross-departmental collaboration.

Mapping and Designing Complex Workflows in DocuWare

Before automation, the key is to map out your existing workflow. Identify who handles which tasks, when documents change hands, and where delays occur. This process review becomes the foundation for building smarter workflows in DocuWare.

Real-world example: Invoice Processing Automation — one of the most commonly automated document workflows.

Building and Configuring Workflows in DocuWare: Step-by-Step

Once mapped, workflows can be configured using DocuWare’s Workflow Manager, a drag-and-drop tool for creating dynamic task sequences with:

• Triggers (e.g. file upload)
• Rules (e.g. "If amount > £5K, route to CFO")
• Tasks (e.g. approval, data entry)
• Notifications and escalations
• Conditional paths based on metadata

Explore How DocTech Implements DocuWare to tailor complex workflows to client needs.

Testing, Refining, and Deploying Workflows in DocuWare Successfully

After building, test the workflow in a sandbox environment with real documents. Train staff, monitor task completion times, and gather feedback. Key best practices:

• Use DocuWare stamps to indicate stage/status
• Set up auto-escalation to prevent delays
• Integrate with systems like Sage, SAP, or Microsoft Dynamics for seamless data exchange

Read: Document Management Integrations

Real-Life Examples of Automated Workflows in DocuWare with DocTech

Invoice Processing

Captures, validates, routes and archives invoices — with automated PO matching and approvals.

Employee Onboarding

Form-based workflows collect necessary documents, trigger IT setup, and streamline HR tasks.

Contract Approvals

Automated review and version control processes ensure consistency and compliance.

See all: Workflow Solutions by DocTech

Getting Started with Automating Workflows in DocuWare Through DocTech

Follow this proven approach:

1. Process Discovery – Map and assess current document flows
2. Workflow Design – Use the DocuWare Workflow Manager
3. Pilot Testing – Trial with a single process
4. Deployment – Train staff and monitor metrics
5. Scale Up – Expand to other business areas

Need help? Book a Free Discovery Session with DocTech to assess your automation potential.

Final Thoughts on Automating Complex Workflows in DocuWare

Whether it’s HR, finance, or operations, automating your workflows in DocuWare brings speed, clarity, and cost savings. With over 30 years of experience, DocTech is the UK's leading DocuWare partner for businesses looking to streamline their operations securely and effectively.

Explore full DocuWare Solutions by booking a demo and start the journey of automating your workflows today.

Explore our latest blog post here - Reduce Your Carbon Footprint with Better Document Management.