Business Process Management Software has been around since the early 80’s. According to The History of BPM Software, FileNet created a digital workflow management system to route scanned documents through a preassigned process. This is the precursor of modern BPMs and workflow automation software. But what is it?

What is a Business Process Management Software?

A business process management software (BPM) is an application that helps to model, automate, execute, control, measure and optimize business processes. Every organization functions through a series of processes. They can be intentionally designed and followed or natural. The last ones are those that employees follow, maybe by common sense, but that haven’t been previously established.

Business process management takes care of identifying those optimal routes to execute tasks. A BPM software helps by automating those workflows and giving feedback to make better informed decisions. It establishes a standardized process to be followed every time “x” activity is done.

Its goal is to streamline processes to reduce cost and increase efficiency and agility. It identifies the most efficient and effective route to complete work, provides visibility and transparency. Business Process Management software takes care of process standardization, improving business processes and process automation.

Business Process Management Software Uses

Employee Onboarding Automation

An essential process, yet sometimes organizations overlook it. With an average cost per hire of more than $ 4000 this process alone can benefit greatly from workflow automation. In addition, employees are 18 times more likely to commit to the organization when they feel they received an effective onboarding. With remote working becoming a norm, the use of BPM software to automate the employee onboarding process becomes necessary. But what does it involve?


→ How to Onboard Remote Employees with Workflow Automation


Organizations can automate all processes around employee onboarding, by using business process management software. Which processes?

  • New employee requisition
  • Employee Hiring
  • Employee Onboarding
  • Training
  • Asset and access management
  • Employee evaluations

By creating and automating workflows, organizations can streamline all the processes and connect them end to end. All manual tasks, employees would usually spend large amount of time in completing, can be automated. Activities such as sending notifications and emails, sharing documents, searching or storing information, assigning work, updating others or asking for information.

How does the BPM software work?

Some BPM solutions ask for more advanced IT skills. Because you will need some degree of coding experience to use them. The most modern BPMs though are no-code applications. They allow anyone to automate workflows without the need for coding.

A no-code business process management software leaves all the coding behind the solution. The user only needs to define logic and constraints to apply to the workflows. They will need minimum training to start using this type of BPM.

For example, after you hire a new employee, the BPM tool can automatically send the offer letter. Including relevant information and the link to start the onboarding process. After this, the HR will automatically receive notification that information for onboarding has been received.

The business rules you establish can help you to automatically store the information submitted directly on the new employee profile. If HR needs to grant data access, IT will receive a notification with all the data they need and deadlines. And like this until covering all related processes.

Use of BPM software to Automate Employee Onboarding ProcessesAutomation of Customer Approval & Contract Management

Organizations can use BPM suites to automate all processes that intervene in customer approval and contract management. From creation to execution and analysis. You can manage deliverables, deadlines, contract terms and changes.

To take advantage of automation, you may want to automate from previous steps. From the moment you identify a new potential client and it submits an application. For example, this is very helpful for companies dealing with wholesale customers and different payment terms. Especially if potential customers need to undergo a due diligence process.


→ How to Automate Approval Workflows with Process Automation Software


How does the BPM software work?

Let’s take a manufacturing company that sale to wholesalers and medium-size businesses with 3 or more retail locations. Customers need to contract production, for which they need to negotiate different payment terms. The manufacture needs to make sure the customer is financially solvent and can meet the payment agreement. Therefore the potential customer needs to submit a business application and undergo a due diligence process.

Different departments need to get involved: sales, production, finance and IT. The traditional way to handle these processes will include countless back and forth emails, digital or physical folders, spreadsheets and calendars. It will require each person to manually input deadlines and call or write to notify about approvals. They would need to request documents and check for missing information. As well as to store and retrieve information from digital folders, etc.

The use of BPM software reduces the work that needs to be done. It guides the user through the process and reduces the time that person needs to invest. It keeps processes, tasks, documents, information organized, visible and easily accessible.

Step 1: The potential client submits the application. By using dynamic forms the manufacture makes sure the client submits all required information.

  • Using the BPM the IT department can create dynamic forms with the logic and constraints that apply to this process. The client will be guided according to the information he provides. As soon as he completes and submits the application, the client automatically receives an email with information concerning his application.

→ How to use Dynamic Forms to create digital workflows and Automate Work


Step 2: The person in charge, receives an automatic notification to let them know a new application was submitted. The person assigned starts the review process. As soon as his part is completed, an automatic notification is sent to the finance and production departments for further verification.

  • The goal is to increase efficiency, so eliminate steps if you don’t need them. Allow for simultaneous work if possible.

Step 3: The production and finance departments, analyze their part on the application and give feedback with a few clicks. As soon as these departments finish the sales department receives a notification and it’s ready to move forward.

Step 4: After a decision has been made, the system sends an automatic notification to update the client.

You can manage processes, tasks, documents, communications, requests, approval steps can from the BPM software dashboard. You can automatically store information directly on the new client’s profile. The business will enjoy real-time data to everything that is happening when is happening and by who. You and your client will save countless hours and work.Use BPM software for Automation of Customer Approval & Contract Management

Automation of Request for Proposal (RFP) Management

Managing requests for proposal, usually through a bidding process, can be very time consuming and prone to human error. A lot of documentation is involved. Even if there are different opinions in regards to the exact amount of time employees invest to read emails and search for information, you know you alone invest a good part of your time just to do so. So we can guess. It’s not only a matter of the time it takes to manage documents, but of organization, visibility and transparency.


→ What Is & How to Use Document Automation?


How does the BPM software work?

Let’s take a government agency that needs to solicit bids from contractors for a new employee hiring system. The HR department makes the request to the purchasing department. This one later communicates to the public through different channels.

The traditional way would require emails or paper-based documents from HR to purchasing. The last one will prepare a PDF file with all requirements and deadlines. It sends it via email to the organizations they work with and publish it on the website.

It will require a lot of manual work, verifying there are no missing points or information after applications are submitted. Later purchasing would share information with HR. It would need to retrieve documents and notes, write comments and share points of view back and forth.

With a BPM software the government agency can digitize processes and automate tasks. Such as sending notifications, share information, send a status update, assign work, trigger events, store documents, and so on.

Step 1: The HR department fills a requisition form with all details of what they need in the new solution. The purchasing department receives an automatic notification.

  • The IT department can create dynamic forms and connect them to create digital workflows. Dynamic forms have logic and constraints, to guide the user according to the answers provided.

Step 2: The purchasing department publishes the application on the website and communicates to third parties with a link to the application.

  • IT will reproduce the application (that usually is in PDF). It turns it into a dynamic form.

Step 3: Applicants will access the application on the website. They will fill in all the information, attach documents, etc. through the interactive or dynamic application form.

  • The purchasing department makes sure to have all mandatory information and documentation. Avoiding back and forths and having to work double or triple.

Step 4: The purchasing department receives applications and after vetting the first candidates, requests further action from the HR department.

  • This happens automatically after the purchasing department completes its step.

Step 5: The HR department completes the vetting and selects one contractor. Afterward, the BPM automatically notifies purchasing.

Step 6: After purchasing selects the finalist, and an automatic email is sent to the contractor. After which the contractor will receive status information and further steps he needs to follow.

Use BPM software for Automation of Request for Proposal (RFP) Management We limited the example to two departments. However, organizations can include as many departments, people and approval steps as needed.

Use Virtus Flow’s BPM software to streamline your business operations

Virtus Flow BPM software is one of the last generations of BPM tools. Its workflow automation engine allows businesses to automate processes and tasks without the need for coding. Because no IT skills are needed anyone can automate his business processes with a very short learning curve. So you can start automating processes right away!