A workflow engine becomes that central hub to run your business operations. Businesses that want to remain lean and competitive will need to incorporate a workflow engine into their business or fall behind.

Unit4 released a study that found employees spend an average of 552 hours a year (69 workdays) focusing on repetitive tasks and administrative work. This adds up to $5 trillion in losses in productivity annually. McKinsey also reports that 45% of business activities can be automated.

What Is A Workflow Engine?

A workflow engine is a software application or tool that automates processes, which is a series of repeating tasks designed to reach a specific business goal. To do so, the engine leads the process through each step to reproduce the different interactions. It completes the picture task routing, logic, and conditions also known as the main components of workflow automation.

Automation also involves connecting different business processes and technologies so that they can work together seamlessly. This reduces time spent and humans errors.

All these components allow you to create workflows that are either core or general. “Core” means the processes in question are essential to the business. While general makes reference to other activities that are less critical but still fundamental to run the company. An example of a non-core process is the mix of Back-office activities: IT support services, Human Resources and Administration to name a few. The engine allows you to move to the next step of business automation using a concept called “process mapping”.

Steps to consider when using a Workflow Engine

Mapping business processes is always the first step when we want to automate our workflows. The next step is the “workflow automation”. As described before, it allows the business to run these processes reducing the effort to reach the goal. Once you have automated the processes, you can see that fewer bottlenecks lead to a better organization. People know what they need to do, they don’t overlap or repeat the same activity two times. Not only your business will benefit, but also employee experience will improve.

Workflow orchestration is the last step. It is like to play LEGO, connecting different workloads, to avoid bottlenecks. The main purpose is to direct all these loads and flows to reach a larger goal. Big savings come from printing reduction, fewer human errors, and faster outcomes.

Let’s consider an example: the hiring process. Managers often find it tedious to send out an acceptance email, request the necessary paperwork, set up a workspace, and assign training to the new hire. Instead of taking a week to assemble all these moving parts, the software can get a new hire set up in a day. How to? Putting together the different steps, or sub-workflows, run by different people and departments and connecting them with logic and conditions. This allows to streamline the process end-to-end. It benefits employees, management team and the entire organization.

Industries And Processes That Benefit From Workflow Engine Management Systems

Legal  – In both the government and private sectors, workflow engines can reduce the amount of paperwork and time spent in case management. This reduces frustration for the clients, clerks, and judges.

In a court, a clerk handles the paperwork. Many people who have to go to court often complain about the waste of time, especially if their date gets changed at the last second. When you have a workflow engine, you keep everything automatically organized and updated; from documents, deadlines to court dates and more.

Bankruptcy – In the case of legal and financial firms that are helping with Chapter Eight or Chapter Eleven, the paperwork can be tedious but life-changing for the plaintiffs involved. Workflow engines can standardize deadlines for the paperwork and send automatic notifications, requests, etc. For private firms, the software can lighten the load and organize the various cases that a lawyer has, while tracking tasks, activities, open cases and actions to take.

What’s more, instead of having a paper trail, we can create a digital one. All of the client’s financial data can be centralized in one location.

Vendor Management and Purchasing Processes – Vendors and suppliers require a full set of workflows from credentialing to payments. Businesses often have to manually check for documents and emails during the credentialing process, which makes that a lot of goes wasted. The same applies to purchase orders and asset requisition forms. When you automate this workflow, you streamline all these processes. The business can hire vendors quicker, eliminate hard copies, process orders and payments faster.

Document Management – You can organize documents automatically with workflow engines, to extract relevant information from them. Banks can manage loan applications, as one example, and take the necessary applicant knowledge to streamline approving or declining mortgages for individuals.

Management of invoices can also be automated. When users need to make payments by a due date, they can receive automation notifications. In some cases, they can even set up automatic payments on a monthly or yearly basis.

Perfect Your Workflow Management With Virtus Flow

At Virtus Flow, we want to ensure that you can implement practical and game-changing workflow processes so as to remain viable and competitive.

Reach out to us today to learn more. At Virtus Flow, we will ensure to provide the workflow engine you need to improve your business and eliminate inefficiencies within existing systems. Our goal is to help work faster and better!


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How Can Digital Workflows Help Automate Manual Tasks?

Process Automation Technologies: DPA vs. BPA vs. RPA vs. BPM

3 Examples of How Process Automation Can Improve Efficiency