Leave requests must be approved, documents released, a vacant position needs to be filled – the list of workflows in companies can be extended at will. These workflows consist of individual steps that build on one another. The result of the first step determines the course of the subsequent step. The execution of the individual steps of a workflow follows a predefined plan and usually also involves specific people in the company. The term “workflow” refers exactly to this work sequence plan.
The workflow management system (WfMS) covers the definition of workflow plans and their administration. Within the WfMS, the start and end point of a process are first defined. Next, the individual steps between the start and end point are examined and the respective actions and steps determined that are crucial for processing the workflow. A graphical example of such a plan with corresponding explanations can be found in our software tips on workflow management systems.
In the modeling and administration phase of workflows, the main focus is on finding the most efficient digital version for each process. In addition to the general goal of digitizing processes, the use of a workflow management system focuses on the standardization and optimization of workflows.
The core process, and thus also the most important functionality of a workflow management system, is the creation and automation of workflows. To this end, the respective WfMS should provide an easy-to-use designer. With so-called WYSIWYG workflow designers, workflows can be automated without additional coding. The individual steps of the workflow (e.g. approvals, notifications, checks, etc.) can be defined.
The basis of every workflow is the relevant data for this workflow. With the WYSIWYG designer, users can therefore also create forms with the required fields and at the same time define which of these fields must be filled in as mandatory fields before automatic forwarding or further processing can take place.
Task management is another important function within the WfMS. Checklists and standard tasks for individual workflow steps are created and managed here. Tracking or monitoring progress usually takes place in real time.
Automated workflows for, for example, incoming invoice processing, procurement, leave management, recruiting, etc. require a permission system for accessing the respective processes. These can be permissions for individuals or for groups, departments, etc. Functions related to access and the corresponding rights also include automatic notifications to the responsible employees when a step in a business process needs to be approved or released. A WfMS usually also includes a feature for substitution rules and escalation management. Tasks or processes do not simply remain unattended but are completed by the designated substitute. As a rule, the system can automatically forward tasks to this defined substitute. For overdue tasks, the system can automatically inform, for example, supervisors.
A central dashboard provides an excellent overview of all active workflows in the WfMS and at the same time shows all task deadlines and further information on the individual workflows.
Workflow and business process are closely related, and the terms are often used synonymously. Business processes are clearly defined procedures with a targeted outcome. Business process management (BPM) covers the modeling and organization of processes on a conceptual and strategic level. In BPM, the consideration of processes is significantly more comprehensive than in workflow management.
The workflow (that is, the sequence plan for individual work steps) and workflow management describe the automated aspects of a business process. The main focus here is on the automated “how” of the sequence. The WfMS coordinates permissions and roles, rules, and the interconnected steps.
Examples of the use of workflow management systems include, among others:
The procurement process can be perfectly mapped digitally as a workflow. A purchase requisition is created, checked for factual accuracy, the order is approved, and the purchasing process can be carried out.
Approvals of all kinds of files play an important role in companies. Documents such as images of a new product, specific contract versions, project reports, etc. should not be unintentionally or accidentally made public. With the help of the WfMS, it can be ensured that approvals are granted by the responsible persons and that only then do files “leave” the company or become accessible to specific teams or departments. At the same time, a workflow for the appropriate archiving of these files can also be set up.
The receipt and further processing of invoices can be fully digitized and automated. Invoices can be forwarded to the respective case handlers, who can check and approve them. Approved invoices are automatically assigned to the accounting department and can be posted. If a case handler is absent, substitution rules automatically ensure that the invoice is forwarded to the person then responsible.
Workflows can be set up for numerous HR areas. In addition to leave requests, business trips, etc., for example, all processes related to job postings and applications can be mapped using digital workflows.
A workflow management system enables the automation of business processes. Using a workflow management system as a central platform generally increases the transparency of business processes. Processing times can be reduced through digital automation, which leads to lower costs. At the same time, compliance can be effectively ensured through its use. For example, receipts, files, or documents can be archived in an audit-proof manner via workflows, or requests can be reviewed and approved in line with company policies. In addition, the verifiability of processes is significantly improved.
Viewed as a whole, a workflow management system offers every opportunity for introducing efficient approval management in a company. It also automates collaborative processes, shortens throughput times, and makes teamwork easier.