Author: Laura Bulmer
As remote and hybrid working patterns continue to shape the modern workplace, many organisations face new challenges around communication, access to information, and task visibility. This blog explores how digital solutions for remote workforce management, particularly through tools such as DocuWare’s mobile app and web forms, can support more efficient, secure, and flexible ways of working.
Based in the UK, DocTech has worked with businesses across industries for over 30 years, helping t.png?width=275&height=96&name=2025%20DocTech_DocuWare%20Logos%20(2).png)
hem transition from paper-based processes to digital document management. As a DocuWare Platinum Partner, we specialise in designing and implementing solutions that improve workflow efficiency and give employees secure access to the documents they need, wherever they are.
Learn more: Who DocTech Are
Remote work brings benefits such as flexibility and cost savings, but it can also create operational challenges. Without access to the right systems, staff may find it difficult to:
• Locate documents or complete approvals
• Communicate changes across departments
• Track the status of key tasks
• Ensure secure handling of sensitive information
Digital tools that support remote workforce management aim to bridge these gaps — reducing reliance on physical documents and allowing work to continue without disruption.
The DocuWare mobile app allows staff to stay connected to their workflows, documents, and approvals while away from the office.
It supports:
• Document search and retrieval
• Task completion and approvals
• Document upload (e.g. from a phone camera or email)
• Adding notes or digital stamps
• Access to workflows on mobile devices
This means routine tasks — like signing off invoices or reviewing forms — can be completed on the move, helping to keep processes on track.
Web-based forms are a practical tool for collecting consistent information from employees or customers. DocuWare Forms are accessible from any device and can be used for:
• New employee onboarding
• Equipment or access requests
• Leave or travel submissions
• IT incident reporting
Once submitted, these forms automatically trigger a workflow such as routing for approval or archiving which reduces manual steps and helps maintain process consistency, regardless of where the employee is working from.
Automated workflows are central to managing remote tasks efficiently.
DocuWare enables:
• Defined task routes with assigned responsibilities
• Automatic notifications and reminders
• Document versioning and audit trails
• Integration with existing software tools
For example, a completed HR form can automatically notify a line manager, then pass to HR, and finally be stored securely all without needing email threads or printed copies.
Organisations using tools like DocuWare report improvements in:
• Access to information from anywhere
• Consistency in processes across departments
• Reduction in delays and duplicated effort
• Visibility of task progress and accountability
• Secure storage of and access to sensitive data
These digital systems don’t just support remote working — they help future-proof operations and enable greater flexibility across the board.
Remote Approvals
Staff can approve documents (such as expense forms or contracts) without waiting to return to the office, using DocuWare’s mobile workflows.
Onboarding and HR
New employees can fill out digital forms before their start date, ensuring necessary documents are processed without delay.
Field-Based Work
Team members working on client sites can upload photos, forms, or documentation directly into the system using the mobile app.
Further examples: DocTech Case Studies
For organisations looking to introduce or improve their digital systems, the first steps often involve:
1. Reviewing existing document-based processes
2. Identifying areas where delays or gaps occur
3. Exploring form-based data capture and mobile workflows
4. Planning gradual rollouts to support change management
Whether it's a small team trialling remote approvals, or a wider move toward fully digitised processes, solutions like DocuWare can be adapted to fit different structures and needs.
Learn more about DocuWare Implementation - The process.
As remote and hybrid work becomes more common, organisations are under increasing pressure to provide tools that support secure, flexible, and efficient working. DocuWare offers a practical set of digital tools, from mobile access to form-based data collection and automated workflows — that can make a measurable difference.
Taking time to assess which processes could benefit from automation or digital access is a valuable step in building a more adaptable, future-ready workforce.
If you're exploring document management or workflow tools, you can get in touch with DocTech for advice or a process review.
Read our newest article here - Create Accounts Receivable Efficiency with Document Management Software.
info@doctech.co.uk
0161 647 7040