Workflow management system
Workflow management system
Software solutions from our company
Definition
What is a workflow?
In short: a workflow is the technical support of a business process.
For those who want to know more: Thousands of processes take place in all companies every day. Be it business processes that pursue an overarching goal or sub-processes that ensure that individual work steps are completed. All these processes can be technically supported by workflows. Workflows are the little helpers in the background, so to speak, that ensure that defined processes are adhered to.
A workflow is a sequence of work steps defined by the company that are frequently repeated in day-to-day work. A workflow describes the path that tasks and the associated information take through the company in order to complete the work efficiently. Different people, departments and systems are often involved in a workflow. A workflow can be manual or automated.
A workflow typically includes:
- Tasks: Tasks consist of individual steps that need to be completed.
- Roles and responsibilities: Workflows define who is responsible for which task in which step.
- Sequence: workflows have a defined starting point, a logical and chronological sequence and an end point. This ensures that relevant information is passed on efficiently between departments and systems.
- Rules and conditions: Workflows are based on internal company specifications (e.g. release regulations, deadlines, document-driven processes) that determine how the workflow runs.
- Automations: Modern workflows are partially or fully automated (e.g. email notifications or data transfers between systems).
Definition
What is a workflow management system?
A workflow management system is required to control and technically implement the workflows described above in the company.
A workflow management system manages and optimizes all digital workflows in your company. It enables the definition, control, monitoring and automation of workflows in order to execute recurring processes efficiently and error-free. The software ensures that tasks are processed and completed in the correct order and by the responsible persons or systems. As a result, they not only support task management, but also improve the transparency, efficiency and consistency of processes. Workflow management systems minimize human error and ensure that workflows run smoothly and purposefully.
When using a workflow system, knowledge of a graphical specification language (e.g. BPMN) is essential in order to model and implement the processes correctly. Even extremely complex processes can then be modeled.
We have created a flow chart to illustrate a process. It shows a simple, fictitious quotation approval process. The quotation is created by the "Sales Operations" department and released via the system. The workflow routes the quotation to the account manager, who checks the quotation based on the key details discussed with the customer and Sales Operations. In our scenario, we assume that quotations have always been created correctly, which is why the specialist department then receives the quotation for review. The department's task is then to check the content details. If the bid amount is less than €100,000, the approval goes to the department management. However, if the sum is greater than €100,000, it is forwarded to the Executive Board. After approval, the account manager receives a system notification that the offer can be sent to the customer. This is just a very simplified example of a quotation approval workflow that would certainly not make sense in reality. Let us advise you!
The four most important
functions of a workflow management system
Modeling
A workflow management system enables the creation, visualization and adaptation of workflows, including the definition of tasks, dependencies, responsibilities and process rules.
Monitoring
A workflow system provides insight into the status of ongoing processes and enables bottlenecks or delays to be identified and rectified at an early stage. This makes the progress of tasks transparent for everyone involved in the process.
Automation
Workflow software makes it possible to automate routine tasks. Examples of this include sending emails, obtaining approvals or forwarding data.
Optimization
A workflow management tool generates reports and analyses on the progress of processes. This allows process performance to be monitored and optimization potential to be identified. Workflows are continuously improved and the efficiency of workflows is increased.
Advantages of a workflow system
Why is a workflow management system beneficial?
A workflow management system offers numerous advantages for companies by optimizing and automating work processes.
The most important advantages are
- Error minimization: Standardized and automated processes minimize human error and ensure compliance with rules and regulations.
- Control and transparency: The status of tasks can be viewed at any time, which improves control and transparency over the process and makes bottlenecks visible.
- Cost reduction: By automating and optimizing processes, companies can radically reduce costs for manual work, delays and errors.
- Speed and productivity: The automation of routine tasks relieves employees, saves time and reduces manual intervention, making work processes faster and more productive.
- Collaboration: A clear distribution of tasks and a central platform for the exchange of information promote collaboration and transparency between teams and departments.
- Compliance with specifications: A workflow tool helps to comply with internal and external regulations and quality standards by standardizing processes and ensuring their correct execution.
Examples of workflows
Which work processes can be represented with a workflow?
Release documents
The entire document approval process can be controlled through the use of workflows. The workflow ensures that the document to be released moves digitally through the company. This is realized through corresponding e-mail notifications to the person involved in the process with a request for viewing and approval. If this person approves the document (e.g. quotation), it automatically moves on to the next person in the approval queue. Document authors are notified as soon as the document has been approved. In this way, all steps from submitting a document to checking and final approval can be efficiently digitized.
Release applications
Workflows can also provide great added value when processing applications. In banks, for example. Here, numerous loan applications are processed daily by employees who often work in different departments and are physically separated. A workflow management system provides those involved in the process with a task list. As soon as an employee selects an application from the list, it is blocked for others, which prevents duplicate processing. In addition, the workflow system accompanies and controls the further processing of the loan application along defined and standardized steps.
Set up resubmission
Resubmissions are also a classic, simple example of workflows. The user of a system can automatically bring tasks or documents back into focus at a later point in time. This function is often used to meet deadlines, set reminders or automatically continue the workflow after a waiting period (e.g. for external information). Resubmissions ensure that no task is forgotten and that all processes continue to run efficiently.
Automate the purchase-to-pay process
A complex example of a workflow is dark processing in the purchase-to-pay process. After ordering goods, the order confirmation, invoice and goods delivery with delivery bill are processed automatically. These four document types are processed by the workflow through to automated invoice payment. Based on the available information such as quantity, price and order number, the underlying document management system (DMS) decides whether the invoice can be posted without being checked by an employee. The workflow runs through various verification steps and transmits the invoice document to an ERP system for posting before it is archived.
Our strength lies in understanding the business process in the customer's language and then implementing it technically. This results in simple workflows, even for complex problems.
In the area of workflow management, we rely on these
TECHNOLOGIES
Workflow management system
Our references
Realization of fully automated invoice processing
Digitization of customer processes
M&C TechGroup: Process optimization as part of ERP modernization
Workflow integration
Workflow management systems and interfaces to other systems
How do we support companies in concrete terms?
As an IT consultancy, we support companies in making their workflows more efficient and transparent with customized workflow management solutions. Our focus is on the digitalization, optimization and automation of (business) processes.
We analyze your existing workflows(current status) and work with you to develop a target image(target status). Based on your requirements, we develop and implement customized workflow systems. Naturally, we integrate the system into your existing IT landscape to ensure a seamless exchange of information and to realize automation across different systems. We implement functions for monitoring and tracking your processes in order to detect and implement future optimization potential at an early stage. We won't let you down and offer you long-term support even after implementation.
Let us work together on your business processes - for more efficiency, transparency and success.
IT operation for your workflow management system - efficiency guaranteed
A smoothly functioning workflow management system is crucial for the efficiency of your business processes. At ISR, we take over the IT operation of your systems so that you can concentrate on the essentials. From continuous monitoring to maintenance and adjustments, we ensure that your system always runs optimally and is future-proof.
Our comprehensive support includes not only technical maintenance, but also flexible adaptation to new business requirements. This ensures that your workflow management system is always up to date and supports your processes efficiently and reliably.
6 frequently asked questions
Workflow management system
Workflows are used in almost all areas of a company to handle recurring processes in an efficient and structured manner. They are particularly useful in areas where tasks need to be standardized and completed in a predefined order.
Here are some of the most common applications:
- Accounting | Invoice approvals: Automated approval processes for incoming invoices, including approval processes by various departments.
- Human Resources | Employee onboarding: Coordination of all steps required to train new employees (e.g. signing contracts, training, IT setup).
- Sales | Quotation and order processing: Automated workflows for creating quotations and processing customer orders through to invoicing.
- Customer Support | Customer complaints and support: Processing and tracking of customer inquiries and complaints through structured workflows.
- Product development | change management: Tracking changes in product requirements, design or production plans.
- Legal department | Contract management: Workflows for the creation, review and approval of contracts, including contract fulfillment tracking.
- Office Management | Maintenance Management: Automated planning and execution of maintenance work in buildings or systems.
There are many other areas of application. Let's get creative together and make your (core) processes fit for the future!
Ideally, all workflows in the company are controlled by a digital workflow management system. A workflow management system is a software solution that supports companies in planning, automating, monitoring and optimizing workflows. It enables the coordination and control of recurring tasks and processes in a company in order to improve efficiency and transparency. The main functions include the design and modelling, monitoring and control as well as the automation and optimization of workflows.
There are different types of workflows that companies use depending on the use case and complexity of their processes. The six most important workflow types are
- Sequential workflows: Steps are executed in a fixed order, with each step triggering the next. Example: An approval process in which a document passes through different departments one after the other.
- Parallel workflows: Several steps are executed simultaneously before they are merged again to trigger the next process step. Example: In a project, team members work on different tasks in parallel and then bring the results together.
- Rule-based workflows: The process is controlled by predefined rules that determine the next step. Example: An application process in which the application is either forwarded to the next round or rejected based on certain criteria (e.g. qualifications).
- Static workflows: Fixed processes that are unchangeable and always follow the same procedure. Example: The onboarding process for new employees, which comprises a fixed sequence of steps such as contract creation, IT setup and training.
- Dynamic workflows: These workflows are flexible and can adapt to changing conditions or requirements. Example: A customer service workflow in which the processing steps are adapted depending on customer response and inquiries.
- Case-based workflows: These workflows are based on specific cases or events and are heavily dependent on individual decisions. Example: A legal case in which the steps and decisions are based on the specifics of the case in question.
You can combine different workflow types to optimally fulfill your specific process requirements.
Workflow management is the process of planning, organizing, automating and optimizing workflows in a company. It comprises the management of the various tasks to be completed as well as the associated processes and resources. This involves determining who does what, when and how. The aim of workflow management is to increase process efficiency, ensure consistency in repeatable processes and significantly minimize errors in manual entries.
Business process management (BPM) and workflow management are approaches for improving and managing processes in companies, but differ in terms of their objectives, scope of application, technological support and target group.
- Objective: BPM focuses on the design, analysis and optimization of entire business processes. It is about understanding and continuously improving processes at a strategic level in order to promote operational efficiency and corporate goals. Workflow management, on the other hand, refers to the management and automation of individual, often repeatable procedures within a process. It aims to make the execution of tasks efficient and structured.
- Area of application: BPM is used at a strategic level to control a company's entire process management and achieve continuous improvements. BPM deals with complex and often cross-departmental processes. Workflow management is used at an operational level and usually concerns subtasks of a larger process. The aim is to optimize defined procedures within individual processes.
- Technological support: BPM is often supported by BPM suites that offer complex functions such as process modeling, simulation, automation and analysis. BPM software is designed to manage end-to-end processes and may include interfaces to other systems. Workflow management systems focus on the automation and control of individual tasks within a process. These systems help to distribute tasks, track status and reduce manual work.
- Target group: BPM is aimed at managers and process managers who are responsible for the overall performance and strategic alignment of business processes. Workflow management is often used by operational teams that focus on the implementation of specific tasks and the execution of individual process steps.
In short: BPM is geared towards the optimization and continuous improvement of entire business processes at a strategic level, while workflow management focuses on the efficient implementation and automation of individual tasks within a process.
This distinction could give the impression that systems must be assigned to either Business Process Management or Workflow Management. However, this is not always the case. Many workflow management systems combine both approaches. They can model and automate technical processes independently of their business context as well as map and support complex business processes in a structured manner. This duality makes it possible to manage both operational processes and strategic objectives with a single system. As a result, they can be used flexibly and adapt to different requirements.
Workflows are structured sequences of tasks aimed at efficiently completing a specific task or part of a process (operational level). They focus on smaller, repeatable steps that are often automated and standardized through a predefined sequence.
Business processes , on the other hand, are more comprehensive procedures that can contain several workflows and aim to achieve an overarching goal for the company (strategic level) - such as the complete processing of a customer order.
The difference is essentially in the scope and purpose: while workflows structure and technically execute individual tasks within a larger process, business processes comprise the entire chain of activities that are necessary to realize corporate goals.
Read more in the ISR blog
Valuable content on the topic of workflows and processes
BPM, BPA, RPA - the family of process automation
Digital invoice processing - We call it a classic!
Contact us now at
We will be happy to support you!
We optimize and automate your workflows with the right know-how and the right software solution. We always have your requirements in mind and provide you with the best possible advice. We would be happy to discuss your current challenges with you in a personal meeting. Get in touch now!
Angelina Jordan
Account & Marketing Manager
Business Process Automation
angelina.jordan@isr.de
+49(0)151 422 06 942