AJS Flow

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AJS Flow Brochure

Easy and Intuitive

The system is really easy to learn and use, which means less training.

Cloud-based

AJS Flow is Cloud-hosted and runs on any modern browser, so you can work from anywhere!

Flexible

The system is tailored to meet your exact needs, increasing efficiency.

Powerful

AJS Flow includes all the aspects you would expect in a workflow system and then some!

EASE OF USE

Flow is easy to learn and use which means that users will require very little training in order to get full use from the system.

AUTOMATIC FUNCTIONS

Actions are triggered automatically according to the rules for each step.

FORGET NOTHING

Thanks to the process steps, you can be sure that nothing will slip through the cracks.

PAPERLESS OFFICE

Since all documents generated by the system are automatically attached to each file, there is no need to keep paper copies.

VISUAL REPORTS

The visual progress reporting on the system is unique, and allows management to see exactly how work is progressing in their office.

ACCURACY

Workflow automation results in fewer administration errors, since information is captured once.

CLIENT ACCESS

The system allows for authorised clients or external users to view the progress of their own files online using the Internet.

COLLABORATION

Any number of staff members or teams can work on the same file or project.

ADD NOTES

The system allows users to capture both public and private notes.

EXCEPTION REPORTING

Run standard reports or create your own using the report generator.

EXCEL REPORTS

Reports may be printed, emailed, or even exported to Microsoft® Excel

AUDIT TRAIL

Each user action is recorded, ensuring that you can always establish who did what on a file.

WORK FROM ANYWHERE

Flow is Cloud-based so authorised users can access the system securely from anywhere.

DIARY AND TO-DO LIST

Diarise tasks for yourself or for other users manually, or let the process do that automatically.

DOCUMENTS

Use document templates to merge system data into Word documents. Save completed documents and other information to the file for later recall.

And more ...

Insurance claims

We have a number of clients that use Flow for managing the various steps associated with insurance claims. All documentation is automatically produced by the system, and where steps are delayed, the user is reminded automatically. Management can see at a glance which files are overdue, which improves customer service and ensures that the staff remains productive.

Finance applications

With finance applications there are a number of steps which need to be completed. In addition to a substantial amount of information gathering, there are a number of documents which need to be collected and facts which need to be checked. The Flow system ensures all applicable aspects are completed in the shortest amount of time possible.

Law firm management

A number of law firms make use of Flow to manage all process-type work in their offices. In addition to the property transfer process, they use the system to manage deceased estates, family law, debt collections, and litigation matters. The firm's partners can answer progress queries if they are contacted directly by the Client, and secretaries make use of the system to ensure that they do not allow any task to slip through the cracks.

Property transfers

The property transfer process is extremely complex with a number of steps that need to be completed within a prescribed period of time. In a busy office, it is easy to overlook a task, which can be both expensive and embarrassing for the firm. Using Flow, steps cannot be forgotten. SMS messages, emails and letters are automatically generated at the appropriate time, saving time, and ensuring a consistently high quality for all correspondence.

Sales process management

Today sales organisations need to do all they can to ensure that their salespeople are effective. Flow not only organises salespeople so they can be more successful at selling but it also provides management with a birds-eye view of the salesperson’s progress. All documentation required by the salesperson such as quotations, contracts, works orders, emails/SMS messages and letters are produced by the system and are attached to the file for future reference.

Property development

Property Developers have a number of steps during the construction of a house, and Flow manages these with ease. All aspects are tracked, from the beginning of construction through to the sale and even the occupation of each dwelling ... AND MORE.

How Flow Works

The Flow system revolutionises traditional workflow by making it quick and easy to create a system to meet the unique needs of your firm. Unlike the overly complex systems used in the past, Flow allows you to specify what information you need to capture; which steps are required; and what to do for each of those steps. The result is that you can have a workflow system tailored for your exact needs that won’t break the bank.

Once a new file is opened, it kicks off a workflow or “process”, progressing through various stages or “steps”. For each step, various actions would have been specified during setup, including actions such as auto-generating emails, documents or SMS messages; raising a fee; printing a document; or allocating the file to another user or team. For increased management control, each action on the file is recorded along with the name of the user who performed the action and the date and time of that action. A visual progress report allows the user and/or manager to see the progress of their files at a glance. Colour coding is used to show files that are within agreed time limits, and indicators change from green to yellow, amber and red to indicate a file which is outside of the agreed schedule. This allows management to see at a glance which files are overdue. It is also possible for authorised clients to view the progress of their own files securely via the Internet.

Flow has been designed with the user in mind, so all actions can be performed directly from the master screen. For example, the user can see all their files, or those that are overdue. They can also view files which they have delegated to others. Searches may be performed from the main screen, and steps may be flagged as complete. The user can add public or private file notes, and they can generate SMS messages, emails, or letters and documents. This single master-screen design increases productivity and reduces the learning curve for users.

The system is integrated with the internationally acclaimed XpressDox document assembly system, which means that it can generate template documents for letters, emails, and even SMS messages using the data captured in the workflow system. The system includes a report generator, which allows users to create and save their own report formats if necessary. Report information may be sorted in any order, and may be filtered as required. Reports can even contain bar codes for quicker file recall. If one of your objectives is to make your office as “paperless” as possible, then you will be pleased to know that you can save or “attach” any types of documents to your file, whether they be scanned paper documents, emails, spreadsheets, pictures, or even sound and video clips.

The Flow application is Cloud-based, which means that you won’t need any expensive file servers to run the system. You can access your information from anywhere, using any device, and you can rest assured that data-backups are being done automatically. Despite the power and flexibility of the Flow system, it is remarkably logical and easy to use which means that your staff will require very little training before they begin using the system productively. Flow removes the risk, cost, and long implementation times from workflow, so if you are looking for a risk-free workflow management system, Flow is the logical choice.

Why your business needs Flow

In today’s challenging economy, business owners are finding it increasingly difficult to show healthy profits. In the past it was easy: Increase prices or decrease costs, or both, but today this is easier said than done. The situation is exacerbated by the fact that your own customers are facing the same challenge, and they too are looking to get more bang for their buck. This “more for less” challenge is forcing all businesses to search for smarter ways of doing business.

However, it is not only the “more for less” dilemma which is challenging business owners. In today’s fast-paced world it is also essential to ensure that all operational aspects of your business are well controlled in order to ensure quality of production, efficient administrative processes, and a superior customer service. In the past the answer to this challenge was easy: Simply employ more people. Today, that just isn’t viable.

Another challenge is that of volumes. To manage one hundred files or tasks manually is easy. But to manage one thousand files or tasks without an effective workflow solution is simply not possible. As a result, smart managers and business owners are looking to technology for an increase in productivity. However, as you probably know from experience, the world is fraught with examples of software products that didn’t live up to expectations. This means that decision makers need to be extremely cautious about which products they select.

There is one technology that does have a dramatic effect on productivity, however, and this is in the area of workflow and process management. In the past, only the huge insurance and banking institutions could afford workflow systems, partly because they were very expensive, but also partly because workflow systems were so costly to implement and maintain. Today, all of that has changed, and these systems are much more affordable. They are also quick and inexpensive to implement, which brings a quick return on investment. By automating the management of repetitive tasks so that you are able to manage by exception, you will be able to increase both productivity and control.

So how will you know if your business will benefit from workflow management? The answer to this question is easy: If you have any aspect of your business that follows a series of steps (a “process”), where it is important that these steps are completed in a certain period of time, then you will benefit from workflow. And the higher the volume of transactions (or projects) and the more critical the timelines, the more you will benefit from using a workflow system.