USE CASE
Incomplete Files and Missing Documentation
A file moves across people and folders. No one can easily see which document is missing, who owns it, or when to follow up.
In brief. This use case consists of assessing how to: maintain a checklist by workflow, mark received documents, request missing items, and show status and owners.
How it works today
A file moves across people and folders. No one can easily see which document is missing, who owns it, or when to follow up.
Where time is lost
Every status request requires opening folders and emails to reconstruct what arrived and what is still missing.
What can be automated
Maintain a checklist by workflow, mark received documents, request missing items, and show status and owners.
How a workflow could work
A practical flow takes inputs from the relevant sources, checks them against agreed rules, performs routine actions, and sends uncertain cases to a person.
What still needs a person
A person checks whether documents are adequate and decides on exceptions.
Systems that may be involved
Portal or email, repository, workflow, and management system.
When it is worth assessing
When the team spends more time chasing files than progressing the workflow.
What not to assume
Having a file does not prove it is valid or sufficient.
How Smartservices approaches it
We map the existing process, verify data and system access, define controls and a human review point, then scope an integration or automation around the actual workflow.
Questions to ask before starting
Can this work with our current systems?
It depends on available APIs, exports, permissions, and data quality. We check those constraints before choosing an integration.
Will people still review exceptions?
A person checks whether documents are adequate and decides on exceptions.
What is needed for an initial assessment?
A sample of the current inputs, the steps people perform, the systems involved, and the most common exceptions.