--- title: Document Management, Workflow & Automation Solutions | Revolution Office description: Capture, manage, route, approve, store and retrieve business documents with document management, intelligent capture and workflow automation solutions. image: https://www.revolutionoffice.com/hubfs/revolution-office/photos/faq.webp --- [Skip to content](https://www.revolutionoffice.com/solutions/document-workflow#main) Existing customer?[Place a Service Call/Order Supplies](https://www.revolutionoffice.com/service?hsLang=en) [![Revolution Office. 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We work across industries. →](https://www.revolutionoffice.com/industries?hsLang=en) [Success Stories](https://www.revolutionoffice.com/case-studies?hsLang=en) Partnerships [ACSI](https://www.revolutionoffice.com/partners/acsi?hsLang=en)[ATLIS](https://www.revolutionoffice.com/partners/atlis?hsLang=en)[Cal-ISBOA](https://www.revolutionoffice.com/partners/cal-isboa?hsLang=en)[CNCDA](https://www.revolutionoffice.com/partners/cncda?hsLang=en)[Engel & Völkers](https://www.revolutionoffice.com/partners/engel-volkers?hsLang=en)[MISBO](https://www.revolutionoffice.com/partners/misbo?hsLang=en)[PAISBOA](https://www.revolutionoffice.com/partners/paisboa?hsLang=en)[Tekion](https://www.revolutionoffice.com/partners/tekion?hsLang=en)[URJ](https://www.revolutionoffice.com/partners/urj?hsLang=en) [800-941-9248](tel:+18009419248) [Request a No-Cost Assessment](https://www.revolutionoffice.com/assessment#request) Menu [Request a No-Cost Assessment](https://www.revolutionoffice.com/assessment#request)[Call](tel:+18009419248) ![Revolution Office. A Managed Print Company](https://www.revolutionoffice.com/hs-fs/hubfs/revolution-office/brand/logo-kit/png-lockup/revolution-office-dark-2x.png?width=230&height=57&name=revolution-office-dark-2x.png) Close About [About Revolution Office](https://www.revolutionoffice.com/about?hsLang=en)[Contact](https://www.revolutionoffice.com/contact?hsLang=en)[Service & Supplies](https://www.revolutionoffice.com/service?hsLang=en) Managed Print Services [Managed Print Services](https://www.revolutionoffice.com/managed-print-services?hsLang=en)[The Assessment](https://www.revolutionoffice.com/assessment?hsLang=en) Solutions [Fleet Optimization](https://www.revolutionoffice.com/solutions/fleet-optimization?hsLang=en)[Print Management & Security](https://www.revolutionoffice.com/solutions/print-security?hsLang=en)[Automated Monitoring & Supply Management](https://www.revolutionoffice.com/solutions/monitoring-supply?hsLang=en)[National Service & Support](https://www.revolutionoffice.com/solutions/national-service?hsLang=en)[Document Workflow & Automation](https://www.revolutionoffice.com/solutions/document-workflow?hsLang=en)[Office Technology](https://www.revolutionoffice.com/solutions/office-technology?hsLang=en) Industries [Industries Overview](https://www.revolutionoffice.com/industries?hsLang=en)Select Industries With Deep Experience[Automotive](https://www.revolutionoffice.com/industries/automotive?hsLang=en)[Colleges / Universities](https://www.revolutionoffice.com/industries/colleges-universities?hsLang=en)[Grocery Stores](https://www.revolutionoffice.com/industries/grocery-stores?hsLang=en)[Health & Human Services](https://www.revolutionoffice.com/industries/healthcare?hsLang=en)[Insurance](https://www.revolutionoffice.com/industries/insurance?hsLang=en)[K–12 Schools](https://www.revolutionoffice.com/industries/independent-schools?hsLang=en)[Nonprofit](https://www.revolutionoffice.com/industries/nonprofits?hsLang=en)[Professional Services](https://www.revolutionoffice.com/industries/professional-services?hsLang=en)[Technology](https://www.revolutionoffice.com/industries/technology?hsLang=en)[Don’t see your industry? We work across industries. →](https://www.revolutionoffice.com/industries?hsLang=en) [Success Stories](https://www.revolutionoffice.com/case-studies?hsLang=en) [Partnerships](https://www.revolutionoffice.com/partners?hsLang=en)[ACSI](https://www.revolutionoffice.com/partners/acsi?hsLang=en)[ATLIS](https://www.revolutionoffice.com/partners/atlis?hsLang=en)[Cal-ISBOA](https://www.revolutionoffice.com/partners/cal-isboa?hsLang=en)[CNCDA](https://www.revolutionoffice.com/partners/cncda?hsLang=en)[Engel & Völkers](https://www.revolutionoffice.com/partners/engel-volkers?hsLang=en)[MISBO](https://www.revolutionoffice.com/partners/misbo?hsLang=en)[PAISBOA](https://www.revolutionoffice.com/partners/paisboa?hsLang=en)[Tekion](https://www.revolutionoffice.com/partners/tekion?hsLang=en)[URJ](https://www.revolutionoffice.com/partners/urj?hsLang=en) [Request a No-Cost Assessment](https://www.revolutionoffice.com/assessment#request) [Place a Service Call/Order Supplies](https://www.revolutionoffice.com/service?hsLang=en) [800-941-9248](tel:+18009419248) Document Workflow & Automation # Put information to work, not just into a folder. Revolution Office helps organizations capture, manage, route, approve, store and retrieve documents and digital content more efficiently. From automated scan workflows and intelligent document capture to secure content management and business-process automation, we help replace repetitive manual steps with structured digital workflows. Capture it. Route it. Approve it. Find it. Manage it. Automate what happens before and after the scan. [Request a No-Cost Assessment](https://www.revolutionoffice.com/solutions/document-workflow#request) [Explore Managed Print Services](https://www.revolutionoffice.com/managed-print-services?hsLang=en) What We Find ## Too much business information still depends on manual steps. 01 ### Paper and digital processes collide Documents are printed, signed, scanned, emailed and filed repeatedly. Information may move between paper, email, shared drives and business systems several times before the process is complete. 02 ### Documents are difficult to find Files live in inboxes, shared drives, local folders and paper archives. Employees spend time searching for information because documents are not consistently classified, indexed or stored. 03 ### Approvals depend on people chasing people Invoices, requests, forms and other documents wait in email chains or physical handoffs. Manual routing makes it difficult to see where an item is, who needs to act on it or why it is delayed. 04 ### Employees re-enter information Data captured on paper, PDFs or forms may have to be manually entered into another system. Intelligent capture and integration can reduce repetitive data entry where the workflow supports it. 05 ### Access and retention are inconsistent Permissions, document versions and retention practices may vary by employee, department or location. A structured content-management environment creates greater consistency and control. [Explore Print Management & Security →](https://www.revolutionoffice.com/solutions/print-security?hsLang=en) 06 ### Processes vary by location The same business process may be handled differently across offices. Workflow automation can standardize repeatable processes across multi-location organizations. [Explore Multi-Site Enterprise →](https://www.revolutionoffice.com/industries/multi-site?hsLang=en) The Full Suite ## From scan workflows to full document and content management. Revolution Office provides solutions that help organizations capture information, automate document-driven processes, manage digital content and create more efficient ways of working. We don’t just help customers manage how documents are printed. We help them manage how information enters, moves through, is stored within and is retrieved from the organization. The Document Lifecycle ## Manage information from the moment it enters the organization. 1. 01 Step 01 ### Capture Bring information into the workflow from multifunction devices, scanners, electronic files, forms, email or other supported sources. 2. 02 Step 02 ### Classify Use indexing, metadata, OCR and intelligent capture capabilities to organize documents and make information easier to find. 3. 03 Step 03 ### Store Maintain documents and content in a centralized, controlled repository rather than scattered across paper files, inboxes and shared drives. 4. 04 Step 04 ### Route Automatically send documents to the appropriate person, department, queue or system based on configured rules. 5. 05 Step 05 ### Approve Build digital approval processes with notifications, status visibility, escalations and exception handling. 6. 06 Step 06 ### Retrieve Search for documents using relevant metadata, full-text search or other configured criteria. 7. 07 Step 07 ### Retain Apply appropriate records-retention and lifecycle rules based on the organization’s document-management requirements. Document & Content Management ## One place for the information your organization depends on. Replace disconnected paper files, inboxes and shared folders with a structured document and content management environment designed around how your organization works. **Capturing a document is only valuable if the right person can find it later.** Search by metadata, document type or customer, case and transaction attributes, with full-text search and saved searches where the platform supports them, and controlled retrieval across locations. ### Centralized document repository Store business documents and content in a controlled, searchable environment. ### Search & retrieval Find information using metadata, document attributes and available full-text search rather than browsing folders manually. ### Version management Maintain clearer control over document versions and changes. ### Role-based access Control who can view, edit or manage information based on user roles and business requirements. ### Audit trails Maintain visibility into document activity and workflow history where supported by the selected platform. ### Records & retention management Apply document lifecycle and retention requirements through configured content-management policies. ### Mobile & remote access Give authorized users appropriate access to documents and workflow tasks from supported devices and locations. Intelligent Capture ## Turn incoming documents into usable information. Document capture can do more than create a PDF. Depending on the platform and workflow, documents can be recognized, indexed, converted into searchable content and routed based on the information they contain. Recognize - OCR - Searchable PDFs - Barcode recognition Understand - Document classification - Metadata capture - Data extraction File - Automated naming - Automated filing - Separation of document batches - Quality-control workflows Workflow Automation ## Move work forward without the email chase. Rules-based workflows can route documents and tasks to the right people automatically, track where they are in the process and move them forward based on configured business rules. ### Automated routing Route items according to document type, department, location, amount, status or other defined criteria. ### Digital approvals Send documents to the appropriate approver and track approval, rejection or revision. ### Notifications & reminders Alert users when action is required. ### Escalation rules Move delayed or exception items to the appropriate person based on configured workflow rules. ### Exception handling Route documents that do not meet automated criteria for human review. ### Parallel & multi-step approvals Support workflows requiring multiple reviewers or sequential approval steps. ### Workflow status Give authorized users visibility into where an item is in the process. ### Digital forms Replace appropriate paper forms with structured electronic forms that can feed directly into a workflow. ### E-signature integration Incorporate supported electronic-signature steps into document workflows when signatures are part of the business process. Automated Scan Workflows ## Turn common scanning tasks into repeatable workflows. Configure multifunction devices and scanners around common business processes so users can capture and route documents with fewer manual steps. [Explore Office Technology](https://www.revolutionoffice.com/solutions/office-technology?hsLang=en) [Fleet Optimization](https://www.revolutionoffice.com/solutions/fleet-optimization?hsLang=en) - Scan to network folder - Scan to email - Scan to document-management repository - Scan to cloud storage - Scan to user home folder - Scan to predefined workflow - Scan with metadata and indexing prompts - Scan into supported line-of-business systems - One-touch workflows for repeatable processes Integration ## Documents shouldn’t live in a separate universe from the systems you use. Where supported by the selected technology, document-management and workflow solutions can connect with line-of-business applications, email, cloud storage, identity platforms and other systems so information can move into the processes where it belongs. Information enters from - **Multifunction devices & scanners** - **Email** - **Electronic files** - **Digital forms** Document management & workflow ### Captured, routed, stored Indexed, approved and kept in a controlled repository. Can connect to, where supported - **ERP & accounting systems** - **CRM** - **HR systems** - **Student information systems** - **Electronic health records** - **Dealer management systems** - **Practice-management systems** - **Cloud-storage platforms** - **Email** - **E-signature platforms** - **Microsoft environments** - **Other supported line-of-business applications** Integration capabilities depend on the selected platform, available connectors or APIs, and the customer environment. Control & Governance ## Make information easier to find without making it easier for everyone to access. Document and content management can improve access while applying more consistent control over who can see information, what happens to it and how activity is tracked. Access - Role-based permissions - Document-level access controls where supported - User authentication - Controlled sharing Accountability - Audit trails - Version history - Workflow history - Compliance-oriented reporting where applicable Lifecycle - Retention controls - Records lifecycle - Secure repository options What You Get ## Less searching. Less handling. More control. ### Faster access to information Centralize and organize documents so authorized users can retrieve what they need more quickly. ### Fewer manual steps Automate repetitive capture, filing, routing and approval tasks. ### Better process visibility See where documents and workflow items are in the process instead of chasing status manually. ### More consistent processes Apply repeatable workflows across departments and locations. ### Better information control Use permissions, audit trails, versioning and retention tools to manage content more consistently. [Explore Print Management & Security →](https://www.revolutionoffice.com/solutions/print-security?hsLang=en) ### Easier multi-location collaboration Give authorized teams access to common documents and workflows without relying on paper movement or local file structures. ### Stronger integration Connect document processes to supported business systems rather than treating document management as an isolated application. Before & After ## Automation removes the handoffs people shouldn’t have to manage. before ### Illustrative before - Document received - Printed - Manually reviewed - Emailed for approval - Follow-up email sent - Approved - Renamed - Saved to folder - Data re-entered into system - Paper file retained after ### Illustrative after - Document captured - Classified and indexed - Routed automatically - Approved digitally - Data and systems updated, where integrated - Stored in a controlled repository Illustrative workflow: actual processes vary by organization and platform. What Can Be Automated ## Start with repetitive document-driven work. ### Accounts payable Capture invoices, extract information, route for approval and maintain the supporting document record. ### Contract & agreement processing Route documents for review, approval, signature and retention. ### Employee & HR documents Capture forms and records, route them to the appropriate process and maintain controlled access. ### Purchase requests Route requests based on department, amount or authorization requirements. ### Customer & client records Capture, organize and retrieve documents associated with a customer, case or transaction. ### Forms processing Replace manual paper forms with digital capture, routing and approval where appropriate. ### Records management Organize, control and apply lifecycle policies to documents that need to be retained. ### Industry-specific processes Configure workflows around the operating requirements of schools, healthcare organizations, automotive groups, professional-services firms and other industries. [Explore Industries →](https://www.revolutionoffice.com/industries?hsLang=en) Built for Distributed Organizations ## Standardize workflows across locations. Multi-location organizations can end up with different filing structures, scanning processes and approval methods at every site. Document Workflow & Automation can help create more consistent processes while giving leadership greater visibility across the organization. [Multi-Site Organizations](https://www.revolutionoffice.com/industries/multi-site?hsLang=en) - Common workflows - Shared repositories - Consistent indexing - Centralized permissions - Common approval structures - Cross-location access - Centralized reporting Our Approach ## Start with the process, not the software. Before recommending technology, Revolution Office maps how information moves through the organization today: where it enters, who touches it, what decisions are required, where it is stored and which systems ultimately need it. From there, we identify where document-management and automation technology can simplify the process. 1. 01 ### Capture Where information enters the organization. 2. 02 ### Handle Who touches it along the way. 3. 03 ### Decide What decisions and approvals it requires. 4. 04 ### Route Where it needs to go next. 5. 05 ### Store Where it is kept, and under which rules. 6. 06 ### Retrieve Which people and systems ultimately need it. Common Questions ## Document workflow and automation questions What is Document Workflow & Automation? Document Workflow & Automation combines document capture, content management and business-process automation to help information move through an organization more efficiently. Solutions can include scanning, OCR, indexing, centralized document storage, search, routing, approvals, integrations, permissions, retention and other workflow capabilities. What is a document management system? A document management system provides a structured environment for storing, organizing, searching, retrieving and controlling business documents and digital content. Depending on the platform, it can also support versioning, permissions, retention, audit trails and automated workflows. Can you automate approval workflows? Yes. Workflow solutions can route documents and tasks to appropriate users based on configured business rules, support multi-step approvals, send notifications and reminders, and manage exceptions or escalations. Available capabilities depend on the selected platform and workflow requirements. Can documents be indexed automatically? Yes, depending on the capture technology. OCR, intelligent capture, document recognition and metadata extraction can be used to reduce manual naming, indexing and data entry. Can you integrate with our current software? Often, yes. Integration capabilities depend on the selected document-management platform, available connectors or APIs, and the customer’s existing systems. Revolution Office evaluates those requirements as part of solution design. Does this mean eliminating paper completely? No. The objective is to improve the process, not force every workflow to become paperless. Some processes may remain partially paper-based while others can be fully digitized and automated. Can the system manage retention and access permissions? Yes. Depending on the selected platform, document-management solutions can support role-based permissions, audit trails, versioning, retention policies and other information-governance controls. Can this work across multiple locations? Yes. Cloud and centrally managed document platforms can help standardize capture, storage, approval and retrieval processes across distributed organizations while giving authorized users appropriate access regardless of location. What does the Managed Print Assessment cost? Nothing. The Managed Print Assessment is provided at no cost and without obligation. Where document-workflow opportunities are identified, Revolution Office can evaluate those processes and recommend appropriate document-management or automation solutions. Start With the Process ## Find the manual work hiding inside your document workflows. Revolution Office can evaluate how documents and information move through your organization today and identify opportunities for better capture, content management, routing, approvals, integration and automation. The goal isn’t technology for technology’s sake. It’s a simpler process. - No cost - No obligation - You keep the analysis ![Revolution Office. A Managed Print Company](https://www.revolutionoffice.com/hs-fs/hubfs/revolution-office/brand/logo-kit/png-lockup/revolution-office-dark-2x.png?width=230&height=57&name=revolution-office-dark-2x.png) National managed print and office technology. We assess, design, implement and continuously optimize print environments for multi-location organizations. [800-941-9248](tel:+18009419248) · Headquarters: 9043 Lurline Avenue, Chatsworth, CA 91311 Solutions [Managed Print Services](https://www.revolutionoffice.com/managed-print-services?hsLang=en)[Fleet Optimization](https://www.revolutionoffice.com/solutions/fleet-optimization?hsLang=en)[Print Management & Security](https://www.revolutionoffice.com/solutions/print-security?hsLang=en)[Automated Monitoring & Supply Management](https://www.revolutionoffice.com/solutions/monitoring-supply?hsLang=en)[National Service & Support](https://www.revolutionoffice.com/solutions/national-service?hsLang=en)[Document Workflow & Automation](https://www.revolutionoffice.com/solutions/document-workflow?hsLang=en)[Office Technology](https://www.revolutionoffice.com/solutions/office-technology?hsLang=en) Industries [Automotive](https://www.revolutionoffice.com/industries/automotive?hsLang=en)[Colleges / Universities](https://www.revolutionoffice.com/industries/colleges-universities?hsLang=en)[Grocery Stores](https://www.revolutionoffice.com/industries/grocery-stores?hsLang=en)[Health & Human Services](https://www.revolutionoffice.com/industries/healthcare?hsLang=en)[Insurance](https://www.revolutionoffice.com/industries/insurance?hsLang=en)[K–12 Schools](https://www.revolutionoffice.com/industries/independent-schools?hsLang=en)[Nonprofit](https://www.revolutionoffice.com/industries/nonprofits?hsLang=en)[Professional Services](https://www.revolutionoffice.com/industries/professional-services?hsLang=en)[Technology](https://www.revolutionoffice.com/industries/technology?hsLang=en) Company [Success Stories](https://www.revolutionoffice.com/case-studies?hsLang=en)[Contact](https://www.revolutionoffice.com/contact?hsLang=en)[Place a Service Call](https://www.revolutionoffice.com/service?hsLang=en) Partnerships [ACSI](https://www.revolutionoffice.com/partners/acsi?hsLang=en)[ATLIS](https://www.revolutionoffice.com/partners/atlis?hsLang=en)[Cal-ISBOA](https://www.revolutionoffice.com/partners/cal-isboa?hsLang=en)[CNCDA](https://www.revolutionoffice.com/partners/cncda?hsLang=en)[Engel & Völkers](https://www.revolutionoffice.com/partners/engel-volkers?hsLang=en)[MISBO](https://www.revolutionoffice.com/partners/misbo?hsLang=en)[PAISBOA](https://www.revolutionoffice.com/partners/paisboa?hsLang=en)[Tekion](https://www.revolutionoffice.com/partners/tekion?hsLang=en)[URJ](https://www.revolutionoffice.com/partners/urj?hsLang=en) © 2026 Revolution Office · Inc. 5000 honoree 2022–2026 [Privacy Policy](https://www.revolutionoffice.com/legal#privacy)[Terms of Use](https://www.revolutionoffice.com/legal#terms) ```json { "@context" : "https://schema.org", "@id" : "https://www.revolutionoffice.com/#organization", "@type" : [ "Organization", "ProfessionalService" ], "address" : { "@type" : "PostalAddress", "addressCountry" : "US", "addressLocality" : "Chatsworth", "addressRegion" : "CA", "postalCode" : "91311", "streetAddress" : "9043 Lurline Avenue" }, "areaServed" : "US", "award" : [ "Inc. 5000 Fastest-Growing Private Companies 2022", "Inc. 5000 Fastest-Growing Private Companies 2023", "Inc. 5000 Fastest-Growing Private Companies 2024", "Inc. 5000 Fastest-Growing Private Companies 2025" ], "contactPoint" : [ { "@type" : "ContactPoint", "areaServed" : "US", "availableLanguage" : "English", "contactType" : "sales", "email" : "info@revolutionoffice.com", "telephone" : "+1-800-941-9248" } ], "description" : "National managed print services and office technology partner. 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Solutions can include scanning, OCR, indexing, centralized document storage, search, routing, approvals, integrations, permissions, retention and other workflow capabilities." }, "name" : "What is Document Workflow & Automation?" }, { "@type" : "Question", "acceptedAnswer" : { "@type" : "Answer", "text" : "A document management system provides a structured environment for storing, organizing, searching, retrieving and controlling business documents and digital content. Depending on the platform, it can also support versioning, permissions, retention, audit trails and automated workflows." }, "name" : "What is a document management system?" }, { "@type" : "Question", "acceptedAnswer" : { "@type" : "Answer", "text" : "Yes. Workflow solutions can route documents and tasks to appropriate users based on configured business rules, support multi-step approvals, send notifications and reminders, and manage exceptions or escalations. Available capabilities depend on the selected platform and workflow requirements." }, "name" : "Can you automate approval workflows?" }, { "@type" : "Question", "acceptedAnswer" : { "@type" : "Answer", "text" : "Yes, depending on the capture technology. OCR, intelligent capture, document recognition and metadata extraction can be used to reduce manual naming, indexing and data entry." }, "name" : "Can documents be indexed automatically?" }, { "@type" : "Question", "acceptedAnswer" : { "@type" : "Answer", "text" : "Often, yes. Integration capabilities depend on the selected document-management platform, available connectors or APIs, and the customer’s existing systems. Revolution Office evaluates those requirements as part of solution design." }, "name" : "Can you integrate with our current software?" }, { "@type" : "Question", "acceptedAnswer" : { "@type" : "Answer", "text" : "No. The objective is to improve the process, not force every workflow to become paperless. Some processes may remain partially paper-based while others can be fully digitized and automated." }, "name" : "Does this mean eliminating paper completely?" }, { "@type" : "Question", "acceptedAnswer" : { "@type" : "Answer", "text" : "Yes. Depending on the selected platform, document-management solutions can support role-based permissions, audit trails, versioning, retention policies and other information-governance controls." }, "name" : "Can the system manage retention and access permissions?" }, { "@type" : "Question", "acceptedAnswer" : { "@type" : "Answer", "text" : "Yes. Cloud and centrally managed document platforms can help standardize capture, storage, approval and retrieval processes across distributed organizations while giving authorized users appropriate access regardless of location." }, "name" : "Can this work across multiple locations?" }, { "@type" : "Question", "acceptedAnswer" : { "@type" : "Answer", "text" : "Nothing. The Managed Print Assessment is provided at no cost and without obligation. Where document-workflow opportunities are identified, Revolution Office can evaluate those processes and recommend appropriate document-management or automation solutions." }, "name" : "What does the Managed Print Assessment cost?" } ] } ```