“…and why you may need one”

Employees spend an average of 552 hours a year (69 workdays) working on repetitive tasks and administrative work. Which is added to up to $5 trillion in annual losses in productivity.

tasks that can be automated

On the other side, we have McKinsey reporting that almost 1/2 of all business activities can be automated.

» Reason why businesses that want to remain lean and competitive are looking to incorporate a workflow engine.

They are looking to automate their processes and offer a digital experience to already digital customers. But what is it and how to know if you need it?

What Is A Workflow Engine?

» A workflow engine is a workflow management software that helps you automate business processes. Which is nothing else, that the orderly sequence of repetitive tasks that are needed to complete a process.

It allows you to apply business rules to reproduce the different interactions that happen naturally or purposely inside any company. It helps you to manage workflow tasks by automatically creating events, distributing information, notifying users, storing data, etc.

» A workflow engine becomes the hub of your business processes management.

Workflow software allows you to connect different business processes and technologies so that they can work together seamlessly. This reduces time spent and human errors as work duplicity is eliminated.

Example of a workflow engine: Virtus Flow process automation engine

Workflow automation software Virtus Flow

It helps you to automate tasks, notifications, activities, information delivery, etc. without coding. This allows anyone, even without IT skills, to automate any business process quickly.

No-Code vs Low-Code Workflow Engines

If we look at how much work is required in order to use these solutions, we can divide them in two groups. No-Code and Low-Code workflow engines.

» No-Code: recently developed and the most innovative workflow engines. Users do not require particular IT training or knowledge in order to automate processes and tasks as all coding is done by the workflow software. They allow you to obtain results faster, are easier to maintain and more affordable.

Example of No-Code Workflow Engine: Virtus Flow; KissFlow; Nintex,.

» Low-code: have been in the market for some time already. However IT experience is required as some coding is still needed. You will need developers to use this type of solution. Therefore will be more expensive and harder to maintain and make adjustments.

Example of Low-Code Workflow Engine: Service Now, Appian, Process Maker.

You will find many solutions that advertise as Low Code – No Code software. However many of them are just adding new features to a low-code application; so you will still need advanced users.

What to consider before using a Workflow Engine

The workflow software you choose is key, as it will allow you to do exactly what you intend. However, without a correct Process Mapping you will only go half way.

Mapping your processes will help you understand them better, define steps and order, eliminate unnecessary ones, eliminate bottlenecks and move faster with their automation.


how to automate processes with a no code workflow engine

Let’s take a new employee hiring process; for example.

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 so? Putting together the different steps, or sub-workflows, run by different people and departments and connecting them with logic and conditions. This allows streamlining the process end-to-end. It benefits employees, the management team, and the entire organization.

Add logic and conditions that apply to your process

Virtus Flow workflow engine define rules
Virtus Flow approval workflow steps

› Add approval steps and communicate decisions with a click

› Trigger events, tasks, communications & more automatically

Virtus Flow engine automate events
Workflow Management dashboard

› Manage all your work from one single dashboard

Who needs a Workflow Management System

» Large companies, companies that start to grow and therefore start having a more complex structure, companies with many different processes, those that are looking to provide a digital experience to customers and therefore need digitize their operations.

In this case they would be looking to automate processes across the company. This is called end to end because involves different departments, users, applications, etc.

Fields that heavily rely on repetitive processes and manual work, in specific, will want to look for ways to automate them. 

When a Workflow Automation App is not the right solution?

If you are looking to automate a stand-alone process, you don’t need a workflow engine. Look for a solution that specializes on that particular need instead.

Learn how to automate processes with a no-code workflow engine
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