Workflow System

Workflow systems provide a platform for automating processes efficiently.

 

A workflow system is a platform that combines several discrete tools into one cohesive application that automates processes involving both machine and human tasks, usually in a linear sequence. However, task sequences can also be dynamic and/or parallel depending on actions taken or the needs of the process.


workflow system example

Workflow System Example

What Should Workflow Systems Include?

Process Builder

A process builder is used to build an automated workflow process. A "process" refers to a series of tasks that take place in order to achieve a business outcome. The process proceeds in a sequence determined by actions or pre-defined business rules. Using a process builder in a workflow system involves illustrating these activities and rules as well as identifying the actions whether they are automated, from another system or human-based. Drag, drop and connect tasks to create a custom workflow that streamlines your business process while replacing manual steps with powerful automation.

Form Designer

A form designer allows users to build sophisticated, dynamic forms that are used to gather input from end-users (employees, customers, vendors, etc.) that then feed into the process. In some cases, the information gathered will determine the path of the process. For instance, if an end-user selects "HR" as their department in a form, the process may route the information to someone in HR. Most modern form design tools include the ability to show or hide elements based on inputs (or known user information) as well as perform calculations live within the form.

Workflow Engine

A workflow engine is an application that runs with a workflow automation system and makes decisions automatically based on preset rules. These decisions usually involve transitioning to a specific path, task or action in a workflow definition, for instance assigning a task to someone or saving a document to a specific folder in a document management system.

Reporting Tools

All data and metrics captured during the execution of a process are stored in the workflow system. Data can be compared over time or against SLAs (service level agreements) to track the performance of anyone involved in the process. Reports and information can be displayed in real time and scheduled for distribution when users need them. Visual reports and dashboards can help paint a complete picture that can easily be shared around your organization.

Self-Service Portal

Self-service portals provide a consistent, user-friendly Web portal for employees to make requests, manage requests and track request status. On the back-end, administrators in IT, HR, Finance, Operations, etc. can create workflows and rules to automatically route requests based on a variety of factors, fulfill employee requests and analyze performance.



Workflow System Benefits

  • Improve compliance with audit trails.
  • Increase output and increase productivity (this goes for people handling requests as well as requestors).
  • Streamline and speed up internal processes by reducing manual entry and request handling.
  • Reduce errors and re-work.
  • Reduce risk of improperly approved requests.
  • A unified, personalized request experience for employees.
  • Drastically reduce paperwork and associated costs and waste.
  • Reduce the need for manual decision making and handling with business rules.
  • Track request status (completed, pending, or in-progress, etc.) in real time
  • Better align tasks with the appropriate skill sets.
  • Identify performance trends (group and individual) over time.
  • Reduced license overhead for enterprise systems (ERP, CRM, etc.)
  • Monitor team progress against Service Level Agreements.
  • Identify and remove process barriers or bottlenecks.

 

 

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No matter the platform, Integrify's workflow software can help improve and streamline your business workflow.

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