How to Implement Business Process Automation with Laserfiche Cloud
In today’s fast-paced business world, efficiency is key. Manual, repetitive tasks drain resources, increase the risk of errors, and slow down operations. That’s why businesses are turning to Laserfiche Cloud for Business Process Automation (BPA)—to eliminate inefficiencies, improve accuracy, and scale operations effortlessly.
But where do you start? Implementing automation successfully requires careful planning, process analysis, and strategic execution. In this post, we’ll walk through the steps for identifying automation opportunities and how to implement Laserfiche Cloud workflows to transform your business.
Step 1: Identify Processes That Are Good Candidates for Automation
Not every business process is a good fit for automation. Start by evaluating which tasks are repetitive, time-consuming, and prone to human error.
Key questions to ask:
🔹 Are employees spending too much time on manual data entry?
🔹 Do delays in approvals or processing affect efficiency?
🔹 Are there frequent errors in a process due to human oversight?
🔹 Does a process require multiple handoffs between departments?
🔹 Is document retrieval slow or inconsistent?
Common Processes That Are Ideal for Automation
Here are some high-impact processes that can be automated with Laserfiche Cloud:
✅ Accounts Payable & Invoice Processing – Automate invoice capture, approval routing, and payment tracking
✅ Employee Onboarding – Streamline HR forms, approvals, and system access requests
✅ Contract Management – Automate document routing, approvals, and renewals
✅ Expense Reimbursements – Simplify submission, approval, and reimbursement tracking
✅ Customer Service Requests – Improve response times with automated case tracking
✅ Document Approvals & Compliance Tracking – Ensure policy adherence with automated notifications
Once you have identified a process, it’s time to map out how it currently works and determine where automation can improve efficiency.
Step 2: Map Out the Current Process & Identify Bottlenecks
Before automating a process, you need to fully understand how it works today. Document each step in the process and identify inefficiencies.
Create a Process Map by Asking:
📌 Who is responsible for each step?
📌 Where do delays or bottlenecks occur?
📌 Are there unnecessary handoffs or approvals?
📌 What decisions need to be made, and who makes them?
📌 What data needs to be captured, and how is it processed?
Example: Invoice Approval Process (Before Automation)
1️⃣ Employee receives an invoice via email
2️⃣ Manually enters invoice details into an Excel spreadsheet
3️⃣ Prints and submits for manager approval
4️⃣ Manager reviews and signs the document
5️⃣ Finance manually enters data into the accounting system
6️⃣ Payment is processed
🚨 Bottlenecks:
- Manual data entry leads to errors
- Approvals are delayed waiting for signatures
- Paper-based processing slows payment cycles
Once you’ve identified these issues, you can design an automated workflow in Laserfiche Cloud to streamline the process.
Step 3: Design & Build the Automated Workflow in Laserfiche Cloud
With Laserfiche Cloud, you can create custom workflows to automate repetitive tasks and eliminate bottlenecks.
Key Automation Features in Laserfiche Cloud:
🚀 Forms & Digital Document Capture – Convert paper forms into digital forms
🚀 AI-Powered Data Extraction – Automatically capture key details from documents
🚀 Workflow Automation – Route documents and approvals automatically
🚀 E-Signatures & Approvals – Enable digital signatures and automatic sign-off
🚀 Notifications & Reminders – Keep teams informed with automated alerts
Example: Automated Invoice Approval Process in Laserfiche Cloud
1️⃣ Invoice is emailed to Laserfiche and automatically captured
2️⃣ Data extraction pulls invoice number, vendor, and total amount
3️⃣ Workflow automatically routes invoice to the correct approver
4️⃣ Approver receives a notification and reviews/signs electronically
5️⃣ Invoice is auto-routed to accounting, and payment is scheduled
6️⃣ Audit trail is created for compliance tracking
This eliminates manual data entry, paper-based approvals, and processing delays—freeing up your team for higher-value work.
Step 4: Test & Optimize the Workflow
Before rolling out automation company-wide, test the new workflow with a small team to ensure:
✅ Data is captured correctly
✅ Routing rules work as expected
✅ Approvals trigger at the right time
✅ Notifications and reminders function properly
Gather feedback from users to fine-tune the process and make necessary adjustments.
Step 5: Train Employees & Implement the Automation
Once the workflow is ready, train employees on the new automated process. Laserfiche Cloud’s user-friendly interface makes it easy to adapt, but clear communication is key.
Tips for a Smooth Rollout:
✔️ Provide step-by-step guides or training sessions
✔️ Encourage employees to give feedback during early implementation
✔️ Monitor performance and make refinements based on real-world usage
Step 6: Monitor & Scale Automation Efforts
Automation isn’t a one-time project—it’s an ongoing optimization strategy. Regularly review performance metrics to ensure workflows remain efficient.
Key Metrics to Track:
📊 Time saved per process
📊 Reduction in manual data entry errors
📊 Faster approval times
📊 Employee adoption and feedback
As your company becomes more comfortable with automation, expand it to other processes like HR, contract management, and compliance tracking.
Final Thoughts: The Power of Laserfiche Cloud for Business Process Automation
Implementing business process automation with Laserfiche Cloud allows organizations to:
✅ Eliminate manual tasks and reduce errors
✅ Speed up approvals and processing times
✅ Improve compliance and document tracking
✅ Boost productivity and free up employees for strategic work
By following a structured approach—identifying automation opportunities, mapping out processes, and leveraging Laserfiche Cloud’s powerful workflow tools—businesses can transform operations, reduce costs, and enhance efficiency.
💡 Ready to start automating? Contact us today to explore how Laserfiche Cloud can revolutionize your business processes! 🚀