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Function

In order to establish a standardized approach when working with such a large amount of documents, companies that use DMS systems need to establish and enforce business rules for their processing. For instance, an employee must know which steps are to be performed with an invoice document in order to pay an invoice to a third party, while still complying with bookkeeping rules of the company. The business rules also include multiple technical steps that should be performed by the employee in order to comply with these business rules as well as with the legal norms. For instance, a payed invoice must be marked as such in order to avoid double payment of it, and the retention time of it should be set, to prevent deletion within the time period defined by the law. All this puts a considerable cognitive load onto employees working with documents, since they have to execute their primary task of processing the invoice, while keeping the status of the document up to date (how far has the payment process progressed and what has been done so far) and setting such purely technical fields on the document. 

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