Workflow Software

A workflow is best understood as a series of related tasks, which take place in a sequence. Typical workflows are document-centric and route a document through a series of steps for approval, updating, or editing. Workflows can be invaluable in multiple scenarios, such as document approval, HR (i.e. onboarding a new employee), CapEx approval, IT service, expense report process, claims, and more.

Workflow software helps create, automate, and track the tasks involved with workflows. This software is designed to be used by non-coders. Simple drag and drop graphical user interfaces (GUIs) allow almost any user to create an automated workflow. The automated workflow will route the document to the appropriate users and software systems. Dashboard reports then update the workflow progress, including any delinquent steps in the process.

Companies today do a lot of repetitive manual tasks that can benefit from workflow automation. Some of the benefits of workflow software include:

• Process optimization

• Monitoring and control of processes

• Increased efficiency

• Increased visibility to bottlenecks or constrained resources

• Reduce errors

• Reduce response time to the customer

• Creation of audit trail

Workflow management is similar, but differs from process management. A workflow is a sequence of activities needed to complete a specific task, whereas a process is a series of repeatable actions to achieve a goal. Workflow software automates workflow management, while Business Process Management (BPM) software streamlines all business processes and workflows to create a more agile and efficient business.

There is also some overlap between workflow software and Enterprise Content Management (ECM). One of the key objectives of an ECM system is to improve workflows, but an ECM system also is concerned with other objectives, including information governance and managing unstructured documents.

Most workflow software on the market should include the following features to help create, automate, and track workflows:

• Graphical workflow builder (drag and drop) builder

• On-the-fly changes to workflows or forms

• Create task and workflow interdependencies

• Workflow progress tracking and reporting

• Approval process management, including defining user roles and responsibilities

• Automatic escalation management

• Process enforcement and compliance tracking

• Third party integrations (CRM, Sharepoint, etc)

• Reporting and analytics

• Import/Export of data

• Document management

• Multi-party collaboration

• On-premise or cloud based installation