A workflow engine, but what is it for?
If you're on this page, it means you're looking for an answer to this question.
That's exactly the topic AirProcess explores in this article.
In this article, you will:
- Have an exact definition of the term workflow engine.
- How does it work?
- What are the benefits of using this tool?
- And many other answers to questions you have not yet asked yourself.
So if you read through to the end, you will have mastered all these concepts and be able to use them to achieve your goals.
Now, we dive straight into the subject with a definition.
1) Definition: workflow engine
The workflow engine, or moteur de flux de travail in French is a tool used for business process management (BPM).
Its main function is to facilitate the modeling and automation of certain business processes.
This workflow software typically integrates with BPM software such as AirProcess to optimize and streamline the business processes.
This workflow software promotes the automation of business processes, offering an efficient management solution.
a) The modeling of business processes
The main functionality of a workflow engine lies in its ability to create a detailed representation of the organization's business processes.
In fact, it's a mapping tool, allowing to trace every step of a process with precise directives and tags for each collaborator involved in the chain.
This modeling makes understanding and tracking workflows easier, and thus your forms progress smoothly and efficiently.
Thus visualizing the process becomes easy thanks to integrated electronic document management, which also facilitates continuous improvement.
b) Practical example: managing an After-Sales Service
In an After-Sales Service, the role of the engine will be to create a detailed diagram of the process to follow for each user, from the receipt of the equipment to the final resolution of the customer's request.
Here, the workflow engine manages the end-to-end process, enabling process optimization and a seamless user experience.
Each step of the journey is configurable and clearly defined, enabling efficient and orderly task management, from the intake of the claim to its closure.
Finally, when used properly, this validation circuit enables management and reduces the processing times of each After-Sales Service file, thereby increasing customer satisfaction.
After seeing how the workflow engine maps and simplifies the management of processes, notably in an After-Sales Service, let's now explore its detailed operation.
How does this technology transform complex steps into a coherent and efficient workflow?
This question leads us to the heart of the workflow engine, where automation and precision reign supreme.
2) How does a workflow engine work?
a) Automation and streamlining of tasks by the workflow
The role of the engine is to manage a series of tasks and efficiently route them from one step to the next.
To do this, it will focus on the automation of tasks, but also on streamlining decision-making processes.
To achieve this, it will guide the workflow to the most efficient step.
Thus, the business process is streamlined thanks to automation, turning workflows into agile and responsive systems.
b) Microservices and parallel execution
Designed as a set of microservices, a workflow engine allows several processes to run concurrently.
This microservices architecture enables flexibility and efficiency of the system.
c) Types of workflow engines and BPMN modeling
Most workflow engines use BPMN (Business Process Modeling Notation) to structure diagrams.
Thus, it can be used for:
- Server tasks.
- Application workflows.
- Employee approval processes.
- Data processing or integration.
This technology allows customization tailored to each use case.
d) Video example with AirProcess's SAAS
In this video example, you will understand how to use a workflow engine and discover its many advantages.
https://www.youtube.com/embed/tpdPXe0-xGs?start=707&feature=oembed
We have seen how workflow engines manage automation and task streamlining, as well as their ability to run several processes concurrently thanks to a microservices-based structure.
Now let's look at the benefits of integrating them into companies.
How do these systems transform business processes and what concrete benefits do they offer?
3) Benefits of integrating a workflow engine
a) Time saving and industrialization of processes
Undoubtedly, using a workflow engine in your organization brings a significant improvement in time management.
This system automates and industrializes processes; as a result, every customer request is processed in a uniform manner, with a constant level of quality and within optimized timelines.
Moreover, the automation of low-value-added tasks frees your teams to focus on their core business.
The integration of management solutions like a workflow engine significantly improves productivity and traceability.
b) Focus on core activities
Keep your teams focused thanks to automation.
Users of management tools such as AirProcess are relieved of repetitive tasks.
They can thus fully focus on their expertise, rather than spending time on the complex handling of software.
c) Simplicity of implementation and evolution
One of the major advantages of a workflow engine lies in its ease of setup and its ability to adapt to changes.
Your processes can evolve with ease: an intuitive visual editor allows you to adjust them quickly, in just a few clicks.
b) Improving organizational effectiveness
Using a workflow engine increases the overall effectiveness of the organization.
By delegating time-consuming tasks to an automated system, employees have more time to focus on higher value-added activities.
e) Increased accountability and satisfaction
This system provides clear visibility into responsibilities and deadlines, which leads to better work management and higher team satisfaction.
Everyone knows exactly what they must do and when the important tasks must be completed.
f) Transparency and visibility are improved
With a workflow engine, employees and management gain transparency into all activities.
The traceability of tasks and the clarity of responsibilities are ensured, making process tracking easier and more effective.
g) Compliance and traceability
Finally, a workflow engine helps to improve regulatory compliance.
It helps maintain clear and reliable audit trails, essential for meeting standards and risk management within the company.
Let's now explore the difference between workflow engines and rules engines.
While we have seen how a workflow engine optimizes and automates business processes, it's essential to understand how this differs from rules engines, which focus more on decision logic.
This understanding is important for choosing the right technology based on your company's specific needs.
4) Workflow engine vs rules engine: understanding the difference
a) Definition and role of the workflow engine
The workflow engine acts as a router, guiding the various steps of a workflow, whether sequentially or following conditional paths.
This system is able to manage simple rules, such as the use of boolean operators or manipulating data fields specific to the process.
b) When does the rules engine come into play?
It's simple!
When it comes to managing more complex processes, with sophisticated or evolving rules, the workflow engine relies on a rules engine.
This latter is designed to handle a wide range of rules, including those expressed in natural language, thus offering greater flexibility and precision.
c) Who does what? The conveyor and the signalman?
To clearly distinguish these two tools, it would be helpful to view the workflow engine as a conveyor belt, moving the process step by step.
The rules engine, on the other hand, plays the role of the signalman, deciding the path the process should take based on complex and varied rules.
The workflow engine and the rules engine, although complementary, have distinct roles in process management.
The former orchestrates the flow of activities, while the latter provides an additional layer of sophistication in rule-based decision making.
This synergy between the two enables efficient and intelligent automation of business processes.
Take a concrete example: suppose a purchase request reaches a workflow step titled Approval by the N+1 Manager. The role of the workflow engine is to automatically propose to the actor at this step the decisions they can take: for example, Accept the request, Reject the request, or Ask for additional information.
The rules engine will, however, automatically route the purchase request to the next step based on certain rules related to the request. For example, if our Manager decides Accept the request, the rules engine could evaluate the total amount of the purchase request: if the request exceeds a certain amount, it will automatically send the request to an additional step of Validation by Management, whereas if the amount is within the Manager's authority, the request can be finally approved.
FAQ
1) What is a workflow tool?
A workflow tool is software designed to optimize and automate your company's business processes.
It facilitates modeling and management of workflows, allowing you to structure and orchestrate the various steps of a business process.
Whether you are an information systems expert or not, this tool offers an intuitive interface to model the operational processes.
2) How to make a good workflow?
To create an effective workflow, here is a structured and collaborative approach:
1️⃣ Assign roles and responsibilities : start by clearly defining the roles and responsibilities of each actor involved. Use visual representations like water lanes and pools to illustrate interactions between different departments or collaborators.
2️⃣ Definition of the starting point : clearly identify the trigger or event that starts the process. This can be a form to fill out, a notification, or a specific action.
3️⃣ Establishing tasks and flows : detail each task, event and possible deviation within the process. Use diagrams to model the steps, indicating the workflows and the decisions to be made.
4️⃣ Mark the end of the process : clearly define the conclusion of the workflow. This could be achieving a specific objective, producing a final document, or a validation.
5️⃣ Review and improvement : once the workflow diagram is established, review it with stakeholders to ensure its relevance and effectiveness. Be open to improvement suggestions and adjust the workflow to best meet the requirements of the business processes.
3) How to implement a workflow?
To implement an effective validation workflow in 5 steps, follow these tips:
1️⃣ Conduct an audit : start by examining in detail the existing processes. Analyze the current steps, identify bottlenecks and inefficiencies. This will help you understand where and how the workflow can be improved.
2️⃣ Breaking down of processes : break down each process into smaller, manageable tasks. This clarifies the workflow and makes it easier for all involved actors to understand each step.
3️⃣ Definition of validation rules : establish clear and precise criteria for validation at each step of the process. This ensures consistency and quality throughout the workflow.
4️⃣ Assignment of responsibilities : designate responsible persons for each step of the process. This includes who is responsible for execution, review, and approval at each step. Ensure that each person involved understands their role and responsibilities.
5️⃣ Automation of processes : use a dedicated workflow tool to automate the processes. This reduces manual tasks, increases efficiency, and improves the traceability. Choose a tool that offers flexibility and ease of use to adapt the workflow to your specific needs.
4) Why automate the workflow?
1️⃣ Productivity gain : by automating the workflows, repetitive and tedious tasks are handled by the system. This frees staff to focus on tasks requiring more strategic thinking and creativity.
2️⃣ Focus on value-added : with less time spent on routine processes, collaborators can refocus on value-generating activities for the company, such as innovation, customer service, or development strategy.
3️⃣ Intelligent automation : using workflow tools enables intelligently automating processes. These tools can model complex business processes, manage workflows efficiently, and adapt to the company's specific needs.
5) How to draw a workflow?
To draw an effective workflow, here are a few key steps to follow:
1️⃣ Identify the target audience and the diagram's objective : before starting, determine who will use your workflow diagram and for what purpose. This could be to illustrate the current process or to envision an improved future process.
2️⃣ Define the starting and ending points : start by identifying the beginning and end of your process. On a blank canvas or using a template, place a symbol to mark the workflow's starting point.
3️⃣ Add steps and connect them : For each step of the process, add a corresponding symbol. Use lines to connect these symbols, ensuring arrows indicate the direction of the flow.
4️⃣ Diagram formatting : use conditional formatting to differentiate steps or elements. Incorporate colors, fonts, and styles to make your diagram clearer and more engaging. Group related steps using lanes and containers.
5️⃣ Collaboration and sharing : Work collaboratively with other team members in real time.