Optimized Document Control

Process Goal

Efficient document control is critical for companies in regulated industries such as healthcare, finance, and manufacturing to meet internal and external compliance requirements (e.g., ISO 9001, FDA 21 CFR Part 11). Poor document management can lead to compliance violations and inefficient workflows. By leveraging Business Process Management (BPM), Intelligent Process Automation (IPA), and Agentic Automation, companies can manage documents efficiently, store them in an audit-proof manner, and use automated workflows for fast approval and distribution.

Improvement with FireStart

Up to 70% reduction in manual work through automated workflows and AI-powered validations.
100% compliance assurance via complete documentation and audit-proof archiving.
50% faster processing times thanks to digital approval processes.
80% error reduction through standardized processes and AI validations.
Optimized business processes through seamless integration with existing IT systems

Up to 70% reduction in manual work through automated workflows and AI-powered validations.
100% compliance assurance via complete documentation and audit-proof archiving.
50% faster processing times thanks to digital approval processes.
80% error reduction through standardized processes and AI validations.
Optimized business processes through seamless integration with existing IT systems

Up to 70% reduction in manual work through automated workflows and AI-powered validations.
100% compliance assurance via complete documentation and audit-proof archiving.
50% faster processing times thanks to digital approval processes.
80% error reduction through standardized processes and AI validations.
Optimized business processes through seamless integration with existing IT systems

Document Creation and Submission via FireStart Form
- The document creator fills out a FireStart form and uploads the new or revised document.
- After submitting the form, the FireStart workflow automatically initiates the review process.
Automated Review & AI-Based Validation
- An OCR software analyzes the document and extracts relevant information and metadata (e.g., document type, version, author, department).
- An AI agent compares the document with a reference template to check formatting, structure, and content completeness.
- If discrepancies are detected, the creator receives automated suggestions for corrections.
Review Process
- The document is automatically routed to the responsible reviewers.
- Reviewers can leave comments or approve the document via intuitive web forms.
- If changes are needed, the document is returned with correction notes.
Approval by Responsible Authority
- After a successful review, the document is automatically forwarded to the person responsible for approval.
- Intelligent Process Automation (IPA) ensures immediate and compliant document approval.
- Once approved, the final version is published.
Automatic Distribution & Notification
- Authorized employees are informed about new or updated documents.
- The document is published in relevant systems (e.g., SharePoint, ERP, QM system) via BPM workflows.
Archiving & Audit Trail
- Previous versions are archived automatically.
- The entire process is fully documented for audits.
- Audit logs are automatically generated and can be retrieved at any time.

Document Creation and Submission via FireStart Form
- The document creator fills out a FireStart form and uploads the new or revised document.
- After submitting the form, the FireStart workflow automatically initiates the review process.
Automated Review & AI-Based Validation
- An OCR software analyzes the document and extracts relevant information and metadata (e.g., document type, version, author, department).
- An AI agent compares the document with a reference template to check formatting, structure, and content completeness.
- If discrepancies are detected, the creator receives automated suggestions for corrections.
Review Process
- The document is automatically routed to the responsible reviewers.
- Reviewers can leave comments or approve the document via intuitive web forms.
- If changes are needed, the document is returned with correction notes.
Approval by Responsible Authority
- After a successful review, the document is automatically forwarded to the person responsible for approval.
- Intelligent Process Automation (IPA) ensures immediate and compliant document approval.
- Once approved, the final version is published.
Automatic Distribution & Notification
- Authorized employees are informed about new or updated documents.
- The document is published in relevant systems (e.g., SharePoint, ERP, QM system) via BPM workflows.
Archiving & Audit Trail
- Previous versions are archived automatically.
- The entire process is fully documented for audits.
- Audit logs are automatically generated and can be retrieved at any time.

Document Creation and Submission via FireStart Form
- The document creator fills out a FireStart form and uploads the new or revised document.
- After submitting the form, the FireStart workflow automatically initiates the review process.
Automated Review & AI-Based Validation
- An OCR software analyzes the document and extracts relevant information and metadata (e.g., document type, version, author, department).
- An AI agent compares the document with a reference template to check formatting, structure, and content completeness.
- If discrepancies are detected, the creator receives automated suggestions for corrections.
Review Process
- The document is automatically routed to the responsible reviewers.
- Reviewers can leave comments or approve the document via intuitive web forms.
- If changes are needed, the document is returned with correction notes.
Approval by Responsible Authority
- After a successful review, the document is automatically forwarded to the person responsible for approval.
- Intelligent Process Automation (IPA) ensures immediate and compliant document approval.
- Once approved, the final version is published.
Automatic Distribution & Notification
- Authorized employees are informed about new or updated documents.
- The document is published in relevant systems (e.g., SharePoint, ERP, QM system) via BPM workflows.
Archiving & Audit Trail
- Previous versions are archived automatically.
- The entire process is fully documented for audits.
- Audit logs are automatically generated and can be retrieved at any time.