Overview – Workflow Management Software
Workflow management is the automation of business processes. It encompasses all parts of the business process, the management of all user interactions and administrative tasks. It synchronises the flow and interactions across both automated and human activities.
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The top 10 Workflow Management Software Solutions
1. Bpm’online studio is an intelligent low-code platform with out of the box solutions and templates which enables businesses from various industries, as well as system integrators and software developers, to create custom applications exactly for their specific business needs.
Users can implement intelligent technologies that help accelerate routine operations, exploit preconfigured solutions for marketing, sales and service to deliver desired business results, and effortlessly build custom apps with bpm’online platform’s development capabilities.
The program allows for automation of any internal processes – from document approval to collaboration on complex projects involving multiple teams. Bpm’online provides a complete set of tools to effectively manage business processes, including process modelling, execution, monitoring and analysis.
Users can keep track of any process execution metrics, identifying and eliminating bottlenecks in processes with easy-to-use tools for process monitoring and analytics.
2. Monday.com is a visual management tool designed to help transform how teams work together. Formerly known as daPulse, this is a simple but intuitive tool which enables users to manage work, meet deadlines and act in a culture of transparency. A single board allows users to see who is working on what tasks at any particular point in time and, from this board, they can add tasks, projects and to-do items, assign teammates to specific projects and determine the exact status of a project in real-time.
Features such as @mentions allow direct communication to individuals and entire teams, and real-time notifications allow everybody on a project team to be brought up to date, whether they are using a desktop or a mobile device. There is also the facility to invite clients as guests on the system in order to promote a better and more streamlined collaborative process.
3. KiSSFLOW is a cloud-base forms automation solution suitable for businesses of all kinds, and accessible on Android and iOS devices through a mobile app. It automates business processes and tracks performance.
The software helps initiate process requests, view items that require user action, and approve pending tasks. It supports HR process management, including employee onboarding, time sheet management, vacation request approval, and invoice approval workflow.
KiSSFLOW also offers purchase order management, payment order approval and purchase requisition workflow processes. It integrates with Google Apps and other cloud-based applications, using integration APIs. The tool can be used to track process performance metrics, monitor KPIs, and generate reports using its analytics feature.
It is available for purchase on a per-user basis either annually or monthly.
4. Scoro is a cloud-based professional service solution which provides a control hub that displays outstanding tasks, key performance indicators, calendar events, and more, on a single screen.
Tasks that are scheduled by day, week, or month are automatically populated in a task list, which can be sorted by a user. The solution allows different levels of access to be granted to different employees, to ensure that only relevant users are working on a particular project.
Scoro is able to synchronise multiple calendars, tasks and projects in one interface. It also has budgeting and invoicing capability, advanced reporting functionality, and allows for expense and labour cost tracking. The solution has budgeting and invoicing capabilities, including the ability to send clients the initial invoice. It also offers clickable advanced reporting documents and expense and labour cost tracking.
Scoro integrates with many applications, such as Outlook, Dropbox and MailChimp.
5. QuickLaunch is a cloud-based end-to-end identity and access management platform, with an AI- and mobile-first approach to helping enterprises integrate day-to-day applications, and common browsers, with a single click.
QuickLaunch simplifies access for all cloud-based and on premise applications, reducing the identity infrastructure costs and complex integration path for each new app while extending an efficiency model to the cloud.
The solution can be customised to suit individual company requirements, and comes with an integrated app store with more than 2000 pre-built adaptors.
6. ProWorkflow is designed for companies of all sizes, and is a cloud-based project management and time tracking solution.
The software features include task management timesheets, templates, notifications and alerts, workflow management, file sharing, contact management, resource management and reporting. To help with task scheduling, there is also a timeline and availability tool.
ProWorkflow’s project management dashboard displays the graphical summary of ongoing projects, whilst its collaborative feature enables multiple users to work together at the same time. There is also a built-in messaging app which allows teams to chat, share documents, send notifications, and more.
The tool can be accessed through various mobile devices including laptops, tablets and smartphones (for Android, iOS and Windows phones).
7. Nintex enables organisations to build complex workflow processes quickly and easily using a web-browser interface. It empowers users across an organisation to automate business processes, review workflow activities, and optimise common administrative tasks. It is a SharePoint product that integrates with Microsoft Office.
Nintex features an intuitive, easy to use, browser-based drag-and-drop workflow designer, which empowers all SharePoint users to automate their own processes in minutes. Reusable templates and models are provided, whilst the solution provides real-time visibility of workflow activities and status.
The platform is built on SharePoint for SharePoint with a single deployment and management, and no client software is required.
8. Zapier provides an integration platform that allows users to automate daily tasks that involve using two or more applications. By creating a “Zap” they can define an action and set it up to be repeated when certain triggers happen.
An example of a “trigger” that might be set-up in Zapier might be receiving an email in Gmail from a certain address, an “action” might include receiving an SMS notification. The Zap is, therefore, for the user to receive an SMS notification every time they receive an email from a certain client in their Gmail account.
Zapier can be used to create connections, or “zaps” between over 300 applications. Once a “zap” has been created, Zapier will continue to run it automatically. Through the control dashboard, users can turn them off and on as they wish. They can also manage accounts from one dashboard. Along with creating their own “zaps”, users can choose among a range created by the Zapier community.
9. Serena Business Manager is a process management platform which aims to streamline processes, speed implementation and deliver fit-for-purpose applications in a cost effective manner. It is geared specifically towards IT Development and Operations, and it integrates processes such as software development, delivery and operations.
Serena Business Manager employs a Kanban view that lets users visualise and monitor the flow of work items in a team environment, as well as simplify team communication and effectiveness. Users can customise the columns, establish limits and drag-and-drop operations to progress through the workflow. External feeds can be set in place as well to provide a unified view of all work items, regardless of source.
10. ProcessMaker is an open source BPM and workflow management solution that enables analysts to model approval-based workflows via a drag-and-drop interface. The tool assists organisations to design, automate and deploy business processes of different scales. It features a document builder that is used to create electronic receipts, letters, confirmations, invoices and contracts.
ProcessMaker’s designer provides a cloud-based drag-and-drop process modelling tool that allows users to create and edit process diagrams using industry standards. It resizes and labels all process elements, and allows for the import and export of suitably formatted documents. Users are able to create multi-language forms and sub-forms without programming knowledge.
The solution is available on a monthly subscription basis.
ProcessMaker provides offline access, which enables users to fill mobile forms, and subsequently synchronise when they come online. It also provides an activity dashboard that gives users visibility into how processes and employees are performing. Furthermore, personalised dashboards based on various efficiency metrics can be created.
Choosing the best Workflow Management Software products
Due to the nature of such solutions, Workflow Management Software is usually beyond the scope of small companies, whilst the more complex products are really only suitable for enterprise and multi-national companies, if only because of the substantial costs that may be involved, once installation and set-up costs are taken into account and licence fees.
Therefore, it is essential to thoroughly research any product thoroughly in advance. This not only includes reading online reviews and existing user feedback, but also means testing any proposed solution in advance for features and benefits via free trials and product demos.
It is also important to understand pricing – is it on a monthly or annual basis, and is it on an overall or individual licence basis? If it is not a cloud-based solution, make sure that all installation, maintenance and upgrade costs have been fully budgeted for, before committing to any solution.
Types of Workflow Management Software
There are three types of Workflow Management Software – feature-based, integration-based, and technology-based.
In the feature-based model, workflow apps run from basic to advanced solutions.
The integration-based model looks at how the workflow app is implemented or integrated within another platform.
The technology model is concerned with the technology upon which the solution is created.
Workflow Management Software helps companies create, automate and track different workflows or processes. It allow a business to cut down on wasteful processes through automation, manage employee tasks and responsibilities, and keep track of deadlines, ensuring that tasks and work is completed on time.
As a result, an organisation becomes more productive, and profitable.