Workflow Management

Workflow software helps design, execute, and automate simple to complex business processes based on pre-defined business rules where tasks, files, and data are routed between people and systems to accomplish the task. It helps automate time-consuming, repeatable manual work, which helps improve process efficiency and speeds up regular business tasks.

Organizations automate business processes with workflow automation software to improve employee productivity, improve task completion accuracy, ensure process auditability, and enable accountability.

The applicability of workflow automation software is enormous. You can automate relatively simple processes, such as expenditure approval for an employee to much more complex processes spanning across departments in your organization.

Irrespective of the industry, workflow management solution can be used to automate processes like these and more-

Finance – Expense approvals, Capex requests, salary changes, accounts payable, grants management

Purchasing – Procurement process, vendor management, invoice approvals

Operations – Complaint management, maintenance requests

IT – IT service requests, security access requests, new project requests, change requests, new account setup

Legal – Contract reviews, client intake

HR – Employee onboarding, employee offboarding, timesheets, benefits changes

Sales – Pricing discounts, proposal approvals, quote approvals

Facilities – Resource scheduling, facility access

While you are assessing vendors for the workflow software, make sure you are keeping an eye out for the below features-

• Intuitive process builder that is easy to use to create, edit, and share workflows
• Visual form designer with rich and user-friendly design controls
• Reporting and monitoring to ensure your project is on time
• Access control feature to ensure data accuracy and security. With role-based rights for access to users, you can assign work steps to particular users and control viewing or editing rights
• The alerts feature ensures that your team does not miss any deadline
• Easy integration using APIs and prebuilt connectors with other systems that you might be using, such as CRM software or any other business applications, is a must
• Data security is extremely important. The software must have browser security, encryption, role-based access controls, and password-protected files.

A workflow management system is a software tool that automates various processes to make them more efficient. It acts as a single platform that brings together different workflow systems into one easy-to-use application. With this system, you can automate multiple tasks in a step-by-step order based on your business rules, whether they are machine-based or human-based. This helps businesses improve their performance and productivity.

The main difference between workflow management solution and business process management is that workflow solution are more geared towards organizing people and documents. BPM, on the other hand, is much more focused on a business’s processes and how they can be managed or improved. Once a process is defined and deployed it is the ongoing analysis of it rather than just making sure the right person is on the right task or that a specific document has been sent.

Where business process management focuses on the entire business process, workflow software focuses on single tasks, which makes it ideal for managing documents and people.

Both solutions are designed to help you streamline your business operations and manage workflow automation.

Benefits of workflow management software are:

• Enhanced cost savings
• Improved process efficiency
• Continuous process improvement
• Process flexibility for quick changes
• Increased employee productivity
• Better collaboration
• Increased transparency and accountability
• Enhanced customer experience

Workflow management improves operational consistency by documenting and structuring tasks, making them easy to teach and repeat. It also offers a clear view of how tasks are done, which helps find inefficiencies and areas for automation. Streamlined workflows save time and money while boosting worker satisfaction. Managers can better match skills to tasks, ensuring the right people are assigned to each activity.

A workflow solution offers comprehensive support for low code application development, streamlines business rules management, dynamic case handling, and process insights. It further ensures continuous process improvement, reduces turnaround times, and enhances customer satisfaction.

In a nutshell, workflow management deals with completion of individual tasks, while project management focuses on finishing entire projects within set timeframes.

Workflow management involves optimizing ongoing, repetitive processes within an organization, aiming to improve efficiency and consistency. Project management, on the other hand, is focused on temporary projects with specific goals, resource allocation, and defined start and end dates.

Both are vital for an organization’s success.

Here are some workflow management solution best practices to follow –  

Define workflows clearly: Map existing business processes with tasks, dependencies, and skill requirements, documenting all the workflows in the organization

Prioritize and streamline workflows: Optimize key business processes for efficiency and performance, eliminating redundancies and automating tasks

Monitor and optimize workflows: Continuously track automated workflows’ performance with key performance indicators, making adjustments as needed

Ensure team alignment: Inform and train all stakeholders about workflow changes, gather feedback, and ensure team members are prepared for the new processes

Managing workflow system with Newgen’s AI-powered low-code process automation platform involves leveraging its key features and capabilities to streamline and automate business processes efficiently.

Here are some essential functions:

Easy Form and UI Customization – By leveraging GenAI, users can effortlessly design dynamic forms to meet their needs.

Efficient Workflow Automation – Drag-and-drop feature for creating business workflows and configuring AI-based routing automation rules.

Low Code Development: Intuitive tools for low code development, reducing IT reliance that has the capability of AI, ML, GenAI and Agentic AI.

Seamless Third-party Integration: Integrates with HRMS, ERP, CRM for a cohesive experience

Robust Security and Access Control: Ensures data protection and role-based access

Comprehensive Accountability: Maintains activity records for compliance and reporting