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    Mobile application

    Nowadays, it is hard to imagine that you can do without mobile devices, especially a phone.

    In the older workflow systems, mobile applications were not used. At first they were not there yet, and then it seemed that this area was reserved for desktop work.

    Now, of course, it’s different.

    From the very beginning we were guided by the idea of “mobile first”.

    We decided on Progressive Web App (PWA).

    How do I install Dew-X on my phone or other device?

    1. Open https://workflow.dew-x.com/ in your phone or tablet browser
    2. Log in to your account or if you don’t have one yet, register
    3. Find the installer icon – down arrow at the bottom of the screen (last menu item)
    Instalacja aplikacji Dew-X

    The Dew-X icon will appear on your screen and from now on you will be able to launch the Dew-X mobile app in this way.

    If your device supports biometric authentication, you can enable it for this application as well.

    Workflow

    BPM

    Document Workflow

    Process Management

    Business Processes

    Process Optimization

    BPMS

    DMS

    Document Archive

    Document Management

    Digital Transformation

    Register

    BlueDew Sp. z o.o.

    80-755 Gdańsk

    ul. Szafarnia 11/F8

    Sąd Rejonowy Gdańsk - Północ w Gdańsku,

    VII Wydział Gospodarczy

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    NIP: 5833176671

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    ©2023 Dew-X

    Privacy policy

    CC (Carbon Copy)

    There is sometimes a need for a user who is not involved in the flow of a given case to have the opportunity to familiarize himself with it. That’s what the CC functionality is for.

    It can be either a person who will not participate in this instance of the process at all, or a person who will be added to it in later stage.

    Add CC Again in Dew-X

    In addition to the ability to add CC, we have created an another tab (next to data and history) so that you can easily check when, who and with whom a given task has been shared.

    CC Tab in Dew-X

    You can find more about this in the manual

    2023 Global Software Buying Trends Gartner Digital Markets

    The Gartner Digital Markets report identifies Top 9 software investment trends to watch in 2023.

    It’s all interesting, but Trend No. 3 caught our attention in particular, which shows that 69% (a sample of over 1,500 companies in five countries) of buyers struggle to justify and fund new technology investments. In a broader context, this may be closely related to economic uncertainty, which has been identified as the biggest business challenge in 2023 (Trend No. 1).

    Global Software Buying Trends Gartner Digital Markets

    We have similar observations. Most of the Dew-X users we spoke to indicate that the main reason for interest in Dew-X is its free nature or low cost of implementation and maintenance on-premises.

    The latter aspect closely corresponds to the security concerns, which is highlighted by 37% of buyers in the Gartner Digital Markets report. In our case, about 5% of organizations expect a higher level of security than offered in the shared version, which they understand as the possibility of installing the system in their own infrastructure or in a cloud of their choice and control (which, of course, does not exhaust the subject of security). This is one of the most important selection criteria for them, next to the functionality of the software and ease of use.

    Coming back to Trend No. 3, 41% find compatibility with existing systems as a challenge, and 40% struggle to identify the right technology. We are also doing well with these two areas. In the first case, we make available an API and optional integration services, and in the second case, the possibility of cost-free (of course, apart from your own involvement) software testing in the full range of functionality which is helpful in the second case.

    Link to the full report

    What is the difference between the free and paid version?

    The global version of Dew-X has everything you need to run and use the document workflow for free.

    Some Dew-X users ask us if it is possible to install the system on their own servers.

    The answer to this question is: YES

    Such installations already exist and are doing very well. However, for a number of quite obvious reasons, they are not offered for free.

    So the next question arises, what is the difference between these two versions?

    The main differences are presented in the table:

    Paid or free Dew-X

    As you can see, there may be at least a few reasons why you should consider the paid version. These three are the most common:

    • I must or prefer to have documents on a server under my control
    • I need specific functionality not found in Dew-X
    • I want to integrate with my other systems in a way that is not available in the global version

    If you are interested in the paid version of the system, write to us: hello@dew-x.com or fill out and send the contact form

    Organizational structure

    As you probably already know, in Dew-X we do not directly reflect the organizational structure. In our opinion, this allows for better management of processes, e.g. through easier design of processes for business areas or matrix structures unrelated to the formal structure of the organization.

    However, this does not mean that the lack of structure is an advantage in every case.
    When, for various reasons, we want to limit the visibility of certain processes for some users, e.g. related to strategy, HR, complaints, investments, marketing, etc., reflecting the structure would be very useful.

    In such a situation, the best solution will be to use “organizations” as company departments or task areas.

    Apply the following procedure:

    1. Use your Organization, e.g. MyCompany, for processes available to everyone, e.g. leaves, ideas, messages, incoming correspondence, etc.
    2. Create separate organizations for each department/topic/area where you want to restrict access, e.g.:
      MyCompany Board
      MyCompany HR
      MyCompany Investments
      MyCompany Complaints
      MyCompany       Marketing
    3. In each of them, build an appropriate set of processes, e.g. “Recruitment”, “Training”, etc. in HR.
    4. In each of the “organizations”, invite only those users that you want to have access to the given set of processes.

    Thus, the same people will be able to access one, several or all internal “organizations”.

    More about Organizations: click

    Related to this topic is the issue of roles and permissions: click

    The purchasing process in the restaurant chain

    During the implementation of the purchasing process in the restaurant chain, the question arose why the Global Tables are not used in the available process templates?

    We agree that both Global Tables and Dictionaries would be very useful in these. Especially in the process definitions of the invoice workflow or purchase request. So why are neither Global Tables nor Dictionaries used there?
    The reason is very simple.

    Both Global Tables and Dictionaries are added outside the process editor – in a given Organization, we create them in the administration module so that they are available for each of the various process definitions that we will create in it.
    Placing Global Tables and Dictionaries by us would mean that the template added in this way in your organization would not allow the flow of the process – it would lack global tables and dictionaries to which it could refer. Apart from the fact that, for example, in dictionaries we wouldn’t know what you would like to put 😊

    So, if you think, as we do, that in some processes Global Tables and Dictionaries are useful, add them first in the administration module, and then place them in the process definitions you created (from scratch or based on templates).

    Note: there is nothing to prevent you from copying the process definitions you created with references to global tables and dictionaries – as long as you do it in the same Organization, everything will work. You can also transfer them to other organizations, but then, before publishing the process, add global tables and dictionaries, and then, when editing the process definition, add them in place of the previous ones.

    More about Dictionaries: click
    More about Global Tables: click

    Global tables

    Global tables are a special type of tables

    They allow you to create templates of many different tables, which can then be used repeatedly both in a given process and in various other processes.

    A great advantage of this type of tables is their “wandering” nature – adding the same table on the next activity of a given process allows different participants of the process to fill in the same table.

    Furthermore, a given table can also be added at a specific activity in a non-editable form to present the data collected in the course of the process.

    When is it worth using such a solution?

    1. When we want to use the same table template in different processes
    2. When it is expected that more people can complete the same table, e.g. by filling out a list of requirements in the purchasing process
    3. When it is convenient to present a previously completed table in the next activities – then you do not have to switch to the view of previous activities

    More about tables and global tables can be found here: click

    Acceptance system – decision system

    Workflow systems are in fact decision support tools

    The workflow itself seems to make no sense. It’s like running around a construction site with empty wheelbarrows. It gains it only when we think about it through the prism of measurable effects. Sensu largo it can be organizational or cost optimization, but in the strict sense it is a set of actions accompanied by decision making.

    If we look at the most popular processes of document and case workflow, then in each of them we deal with broadly understood decision-making, usually in the form of acceptance or lack of it.

    • Invoices workflow – what is its main purpose? Approval is usually preceded by a description, substantive and accounting verification.
    • Vacation requests – the result is consent to the employee’s absence.
    • Contracts approval – this is quite obvious.
    • Purchase requests – similarly.
    • Incoming correspondence – accepting correspondence is an activity seemingly devoid of any decision-making element. But is it really so? It is necessary to determine whether the letter is actually addressed to us, what type of case it concerns, whether it requires proceedings, who will deal with the given topic; and in the next steps, whether to me, whether I will take care of it, when, what actions are required, etc., etc. A whole series of decisions.
    • Even reporting processes, e.g. support ones, are basically based on making decisions – whether the application is justified, what is its status, who will take care of it and finally whether it has been carried out.

    Of course, decision-making processes occur in many systems, if not in all, but in the workflow they seem to be their essence and inseparable element.

    Virtual offices

    Virtual offices, external mailing offices and coworking are great solutions.
    They allow, among other things, to outsource correspondence handling.

    How does it work?

    After signing a contract with a virtual office, external mailing office or coworking space, the company starts using its address as its own – using it as a correspondence address.
    Therefore, letters, parcels and other shipments are sent directly to this address.

    Needs

    And here comes several IT needs.

    1. Received correspondence should be registered
    2. The addressee should be informed about the arrival of the parcel
    3. If the scope of the service so provides, the recipient should be able to view its content remotely

    Solution

    Each of these needs can be easily met by the Dew-X system, and it’s free!

    How to configure it?

    It’s very simple and intuitive, but anyway, just in case, for ease of use, we provide links to the instructions at each point

    1. Create an account with Dew-X
      How to do it?
    2. Create a new Organization (e.g. Our Office)
      After registering, the system will suggest it to you, if you ignore this offer, here you will learn how to do it at any time
    3. Create a new process (e.g. by uploading it from a file – more on that below)
      The system will propose it to you, but if you ignore this proposal, here you will learn how to do it later
    4. Invite users
      Note: your staff – as people from inside the Organization, and customers as people from outside the Organization)
      How to do it?

    that’s all!

    Incoming Letter in Dew-X

    How to use?

    Completing tasks – starting a process
    Completing tasks – new task in a process
    Completing tasks – last activity in a process

    Something extra

    For those who take advantage, we have two great offers (for free):

    1. We will send you a ready process template (just upload it)
    2. We will help in configuration as part of remote consultations

    Ta propozycja jest ograniczona w czasie, więc nie zwlekajcie

    Already have a correspondence system?
    Great – check if Dew-X will give you and your clients additional value.
    We are sure that it will – you will optimize your other internal processes.

    You can read more about Dew-X here: https://dew-x.com/

    EN/PL

    Dew-X was multilingual from the beginning, which did not mean that it could be used in any language.
    To make it possible, we first had to do translations, not only inside the system, but also websites or user manuals.

    We planned the release of the EN version for the last quarter of this year and that’s what we did 🙂
    From now on, when creating a new account, you can choose English or Polish. If you are already a user of the application, you can change the language at any time in the menu on the left, under the initials or the avatar, using the “Account settings” option.

    We have also prepared several process templates in English.

    Hint:

    In a given organization, there may be people who speak different languages. The language is chosen for the user, not the organization, so anyone can use Dew-X without any problems.

    Remember, however, that in this case, the process forms you have created (names of fields, plugs, descriptions, etc.) should take into account the fact that foreign-speaking people will use them. One possibility is to use both languages simultaneously.

    We did this for two processes in the Dew-X#0000 organization to which each user belongs. These are Ideas / Pomysły oraz Report an error / Zgłoś błąd. You can be inspired by them when creating or modifying your own.