Validation, approval, or signature processes are common in organizations and often cause friction. For example, bottlenecks, approval delays, difficulty in finding information, re-materialization, lost or forgotten requests, tedious tasks, repetitive data entry… These problems then lead to consequences on productivity and customer satisfaction. Implementing a validation workflow with modern software allows for better management of operational flows and frees teams from tasks without added value.
In this article, we’ll give you the keys to implementing modern software to optimize your validation workflows.
What is a validation circuit or validation workflow?
A validation workflow, also known as a validation circuit, approval circuit or signature circuit, is a structured sequence of tasks between several players, aimed at validating a production, operation or document. These processes can be found in every department of a company, from accounting and human resources to purchasing and sales administration.
A workflow can be linear or complex, sequential or parallel, depending on the conditions, decisions, deadlines and validation modes required by the process.
Four levels of maturity can be distinguished in the implementation of validation workflows:
- Informal: The workflow exists but is neither documented nor computerized.
- Documented Workflow: The process is formalized through written procedures, but remains non-computerized.
- Digitized or computerized workflow: The workflow is managed by workflow software, but all steps are carried out manually.
- Semi-automated Process: Some steps of the computerized workflow are automated to gain efficiency.
Computerized workflows have one major advantage: they enable data to be collected throughout the entire process, thus increasing efficiency. This increased visibility enables companies to accurately analyze progress, identify bottlenecks and implement improvements.
Examples of validation workflows
Validation circuits are often used in the context of dematerialization, but there are many other possible uses.
quotation
Document validation
Banking transactions
Supplier invoices
Receipt of order
Service request
Candidate recruitment
Budget forecast
Publication
editorial
Expense management
Purchase approval
Request
Signature of employment contract
Response
New product validation
Why use workflow software?
Team efficiency
- Removing bottlenecks
- Reduce time spent searching for answers
- Better monitoring of validation workflow
Compliance and quality
- Checking compliance with instructions
- Standardization and uniformity of treatment
- Compliance with standards and requirements
Work and Collaboration
- Teams are guided to the right task at the right time in the validation workflow
- Smooth employee flows and exchanges
- Reactivity and comfort
Customer satisfaction
- Improving the customer experience
- Simplified requests and exchanges with the organization
- Shorter lead times
Data management
- Centralization of validation workflow data and information
- Traceability of tasks and progress
- Simplified analysis and decision-making
Task automation
- Eliminate multiple entries of the same information in several programs
- Automated information retrieval
- Automated reminders and mailings
Find out more in our article on process automation
The main features of validation workflow software
Creation of no-code validation workflows
Creation of a 100% customizable validation workflow in just a few clicks, thanks to no-code designers. This allows you to parameterize actors, roles, conditions, data, status…
Software connection and automation
Workflow software connects to your existing software (CRM, ERP, HRIS, EDM). This enables you to automate repetitive data entry tasks and display the right data and information directly.
Collaborative collaborative work tools
These platforms make it possible to launch a process or push tasks at the right time, to the right person, without unnecessary clicks, thanks to their collaborative workspace. Collaboration is easier, and validation workflows are faster.
How do you set up a validation workflow?
Step 1 – Audit the validation process
It’s important to fully understand how your validation circuit currently works, to avoid gaps in the system. This step is therefore essential for :
- Specify tasks, roles, actors, approvers and conditions
- Identify inefficiencies and opportunities for improvement
- Involve your key collaborators, making it easier for them to embrace change
Find out more in our article on how to conduct a process audit.
Step 2 – Design target validation workflow
To develop a clear vision of ideal operation, we recommend the following tips:
- Use ofmapping tools to visualize the new process
- Alignment of this vision with the company’s strategic objectives
- Share your vision with all stakeholders to facilitate change management
Step 3 – Choosing the right workflow software
Choose workflow software that meets your company’s specific needs:
- Evaluate flexibility, scalability and integration with your existing systems, such as your DMS and ERP.
- Consider the long-term return on investment
We obviously recommend that you try out the Lapala platform.
Step 4 – Configuring and customizing the validation workflow
Whether you decide to do it yourself, have your teams do it, or outsource it to a company, it’s important to ensure that the validation workflow is set up correctly:
- Ensure that roles, actions and rules reflect your target audience
- Involve employees in the testing phase
- Ensure that workflow is aligned with your corporate culture and performance objectives
Step 5 – Optimization through automation
Connect your software (CRM, ERP, SIRH, GED…) and identify automation opportunities. For example, eliminate multiple entries, automatically display information without having to search for it, automate reminders and mailings…
- Target repetitive tasks with high added value
- Assess the impact of automation on productivity and employee satisfaction
- Ensure seamless integration between existing information systems (APIs)
Step 6. Validation and gradual deployment
Ensure the viability of the new validation workflow and drive the change through teams and managers:
- Organize test sessions with key employees
- Deploy a pilot project on a limited perimeter to minimize risks
- Set up measurement systems and adjust before large-scale deployment
- Ensure sponsorship of directors to avoid short-circuits, rematerialization…
By following this approach, you position your company for a successful digital transformation, improving operational efficiency and market competitiveness.
Comparison of the 6 main workflow software packages
Process Street
Process Street is an American SaaS workflow and procedure management tool, enabling teams to create, monitor and optimize their processes. It offers customizable templates, integrations with other tools, and automation features, but can reach its limits for complex processes. Its introductory price is $100 per month for 10 users, with a free 14-day trial version. The price then rises to $1,500 per month.
Lapala, with a real freemium
Lapala.io is a French automation and workflow platform, available in SaaS or Private Cloud mode. It lets you create automated workflows, offers integrations with other tools, and provides customized dashboards, all with no-code ergonomics. Lapala offers personalized support in French or English. It offers a free version with no time limit, followed by a first price of 39 euros/month.
Power Automate
Power Automate is a solution in the Microsoft 365 suite that lets you create and run automated workflows between various Microsoft applications and services. Although presented as simple, it requires a certain level of knowledge of Microsoft products and architectures, making it more suitable for ETIs and large groups than SMEs. Its basic price is €14/month per user, but additional costs may be incurred for licenses and expertise.
Workato
Workato is an American SaaS automation platform offering a vast library of integrations with over 500 business applications. Despite its intuitive interface, the creation of automated workflows is reserved for experts, and its price starts at $10,000 per year, which means it is aimed primarily at small and medium-sized businesses and large groups. Workato offers guidance and training, with a team available for support.
Iterop
Iterop is a French workflow software package, acquired by Dassault Systèmes, which enables workflows to be modeled graphically according to BPMN standards. It offers automation, performance monitoring and integration with other systems, all with autonomous administration and no technical intervention. Although the price is not public, Iterop is aimed primarily at small and medium-sized companies and large groups of over 500 employees, with a strong emphasis on supporting their teams.
Kissflow
Kissflow is an Indian cloud-based process management platform, offering workflow management, automation, and performance analysis tools. It integrates with a wide range of other software and offers team collaboration features, with an initial paid plan at $1,500 per month. Kissflow is suitable for companies of all sizes looking to simplify their processes, and offers multi-channel technical support and an interface designed for ease of use.
Conclusion
Implementing an efficient approval workflow is a major challenge for companies seeking to optimize their processes. By adopting a structured approach, from auditing existing processes to implementing suitable workflow software, organizations can considerably reduce friction and inefficiencies in their approval circuits.
The use of modern workflow software offers many benefits, such as improving team efficiency, reinforcing compliance, facilitating collaboration and increasing customer satisfaction.
Finally, it’s important to involve key employees throughout the process to ensure a smooth transition to more efficient, automated validation workflows, thus contributing to their digital transformation.
Now you know all about the validation workflow. Now it’s your turn! See you soon for more content!
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