10 Attributes Each Workflow Management System Must Contain

Efficient workflow management is crucial to success. Whether you’re streamlining processes, automating tasks, or guaranteeing compliance, a strong workflow management system is a central tool. You can ensure you’re receiving the most out of your workflow management solution; it’s crucial to look for certain major features.

In this blog, the Creatix9 UK team explores the top 10 attributes that each workflow management system ought to have. From intuitive workflow design to transparent pricing, these elements will help you keep your workflows quick, unbroken, and unique. So, let’s explore.

WYSIWYG form designer or “What You See Is What You Get.”

In 2020, there is an expectation of very high quality designers, and no excuses are accepted for them to be anything less than that. It must offer an all-in-one drag-and-drop experience with a large-scale range of field types, like text, numbers, maps, calculations, drop-downs, and more!

If you don’t find the form builder in your workflow management system impressively powerful from the start, chances are, you’ll rapidly outgrow it.

Selecting the next task actor (the person or entity responsible for carrying out the next step or activity in a workflow or process) from the form, linking your form to a different database, and displaying live data from a website must all be readily achievable.

Your form designer ought to be frank and intuitive, removing the need for a consultant to lead you through the process.

An intuitive, code-free workflow designer

When a process owner is assigned to making a workflow, they tend to sketch a straightforward line featuring major steps, each requiring input, approval, or denial.

But when a programmer creates software for an approval workflow, it can be complex, resembling a tangled family member’s tree having multiple intricate connections and dependencies.

A sound workflow management system envisions simple linear loops while managing all the intricate details in the background.

Parallel branches

In some cases, when you’re dealing with step-by-step tasks like planning a trip or making a purchase, there can be extra things you need to consider, especially when it comes to international travel. These extra things, like checking your passport and other travel details, might need to be handled at the same time as the main tasks.

To make this process simpler, you should make it easy for people who may not have advanced computer skills. Ideally, you should be able to easily handle these extra tasks and set up conditions right from the beginning when you’re starting the task in the WMS.

Cloud-based technology

The debate between cloud-based workflow software and on-premise solutions is no longer needed. Opting for an on-premise pick-out is a choice that’s no longer in line with present trends or practicality.

It’s not merely about data inclusivity from any location, but rather, it revolves around who takes charge of updates and maintenance. It examines data compliance and privacy. It highlights the importance of forging a lasting partnership with a vendor rather than making a one-time purchase. , your workflow management tool, to be valuable for your team, must reside in the cloud.

SLA status indicators

A large-scale workflow management platform is the primary hub for all major organisational processes. With over 30 concurrent workflows, it’s crucial to preserve a clear view of your tasks.

This entails using SLA indicators to recognise high-priority workflows, allowing you to address them promptly, while different can be controlled in due course. The dashboard of your WMS employs colour-coded alerts or a similar technique to direct your focus to the most urgent workflows. This guarantees that you remain present and can effectively oversee your workload.

KPI-based reports

Lots of workflow tools out there will permit you to make a simple workflow. But if you are serious about actually accomplishing the latest degree of productivity, you are going to need certain solid reporting features.

When you start utilising automation for your work processes, it’s like trying something new. What your idea would be simple and quick might take longer. You might also realise that you need to add the latest steps or that there are too many unnecessary steps.

To make this perform better, you can utilise a unique reporting tool that helps you see where the obstacles are. Solid implementation indicators (KPIs) show you where things are slow or not working well in your WMS. It helps you figure out what needs fixing right away.

Role-based entry control

Within multiple workflows, confidential data exists, and it ought to be within a range of reachable throughout the entire process. Each Workflow Management System needs to grant users the ability to tailor their visibility and editing privileges. The capacity to rapidly modify this aspect of the workflow without resulting in disruptions or impacting historical requests is paramount.

Notifications anytime and anyplace you want them

Automated workflows function smoothly. They require no manual intervention as once initiated; a process ought to autonomously run its course until completion—eliminating the need for continuous monitoring.

This fluidity is done through the strategic utilisation of notifications. An efficient Business Workflow Management System sends email or mobile push notifications. Users are alerted to impending approval tasks. What’s more, users can tailor the kinds of notifications they wish to receive. They can have enhanced control and flexibility within the system.

Amalgamation with other cloud apps

Integration has evolved from a mere convenience to a necessity in workflow management. Workflows are inherently intertwined with numerous processes, requiring the smooth transmission of documents, sales reports, cash flows, calendars, and contact details between your workflow tool and other major systems like your CMS, calendar, email, and financial software.

An outdated workflow management system needs to integrate with the numerous tools that exist today. The ease of setup for incorporation is paramount, and any system that falls short in this regard is already obsolete.

Transparent pricing

Why allocate a significant amount of capital to software that might yield more obstacles than its actual value? Is it essential to make a significant financial dedication even if you merely aim to automate a single process between a pick few individuals?

The most efficient workflow management systems adhere to a monthly pay-as-you-go model. This technique encompasses all operating expenses, guaranteeing that you pay in proportion to the number of users using the system. When a workflow tool refrains from disclosing its expense on the website, it typically indicates an attempt to determine how much it can extract from you based on your corporate sise and reputation.

Conclusion

Select a tool that is transparent and won’t surprise you with an all of a sudden high invoice when it arrives. While you explore your options, keep these ten at the forefront of your mind to build a perfect workflow management system. When it comes to ensuring the speed and smoothness of your workflows, go for the best.

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