Workflow application: what is it, how to use it?

The world of workflow applications has changed in recent years. A new generation of software has emerged. It enables any company, SME or large corporation, with or without an IT department, to create workflows to simply and cost-effectively transform their day-to-day processes. A workflow application is software that digitizes and partially automates a process.

What is a workflow application?

A workflow application, also known as process management software or BPM Business Process Management software, is software that transforms business processes into a guided, actionable experience for teams. Such software is often no-code, i.e. it can be used without having to write a single line of code. This experience is built around two elements:

• Dynamic forms enabling teams to enter information and create efficient approval circuits
• Automations to free teams from tedious, non-value-added tasks such as multiple entries, complex searches for information, reminders, etc.

Below you’ll find a workflow composed of manual tasks in blue and automated steps in green.

Since a process is simply a sequence of steps and tasks, all of a company’s processes and activities can be built into a workflow application. For example: integrating a new employee, managing expense claims, requesting quotes, approving purchases, administrative requests, managing interventions, incident management, invoicing…

So a workflow application is software that creates an orderly flow of tasks and data through 100% customizable steps. It helps companies centralize information, streamline processes and free teams from repetitive tasks.

Examples of workflow applications

Example 1 – Managing quote requests with a workflow application

The sales process consists of several distinct stages, each optimized to improve sales efficiency:

1. The first task is a structured interview with the potential customer. The sales team follows the interview guide to understand the prospect’s needs and expectations.
2. The information collected is then centralized in a CRM. A prospect, his company and an opportunity are created in the CRM.
3. Next comes the cold analysis of the request. This assessment determines the feasibility and relevance of the project.
4. Depending on the findings, two paths are possible: either a quotation, or a reasoned response explaining why we can’t proceed.

Building the process and guided experience in a workflow application

This path is then built on the workflow application. For information, each block of the process corresponds to the creation of a guided experience for the teams, i.e. a personalized dynamic form.

One-click transformation into a dynamic form, approval workflow and automation

A workflow application is also a collaborative workspace for teams. Employees can live the guided experience you’ve created, task by task.

With workflow software, an employee can create a 100% personalized workflow:

• Step 0, the employee initiates the correct process from his personal space
• Task 1, he is guided in the discovery of the prospect thanks to a dynamic form that follows the interview framework.
• Task 2, the salesperson is freed from the non-value-added tasks of updating the CRM. Thanks to the reduction in errors, the data is of higher quality.
• Step 3, the employee must qualify the opportunity using a dynamic form featuring automatic calculations. In addition, the experience can be enriched with data from other software (e.g., starting from the qualification of a past prospect, or selecting a quotation model…). The salesperson can then concentrate on what’s needed, guided by the experience.
• Step 4, depending on the answers to the previous form, the request is directed either to the production of the quote, or to the sending of an automated e-mail in the event of refusal.

Example 2 – Purchasing approval workflow

Purchasing management is a very important process for a company, guaranteeing stable production without stock-outs, and enabling budget utilization to be monitored. Without a workflow application, there can be efficiency problems in the approval circuit, and sub-optimizations such as multiple entries or complex information searches.

Thanks to a workflow application like Lapala. Employees can simply enter requests. Tedious tasks are automated. What’s more, with just two clicks, a person can start from an existing purchase without having to re-enter information. Workflow software then proposes optimized approval circuits. A condition system based on a company’s know-how can easily be set up.

Finally, all kinds of automation are chosen to notify, update software, automatically launch order processes…

Example 3 – Service management workflow

Incident management is a process that requires efficiency and few errors, because technicians are in direct contact with customers. Nevertheless, some companies experience problems at many levels linked to this workflow: errors in the customer’s request, poor qualification, delays in handling, communication problems with the customer, no-shows by the caller and repetitive administrative tasks… All these factors contribute to a decline in customer satisfaction.

With a workflow application, the request is entered simply, error-free, effortlessly and with all the necessary information. If a customer already exists, you can retrieve all its data and history from the workflow software’s dynamic forms. A simple yet powerful condition management system allows you to customize the process in line with your company’s know-how. Thanks to this tool, information and tasks are distributed to the right person, at the right time, without unnecessary clicks.

Example 3 – Supplier invoice management with a workflow application

It is important to ensure the quality and conformity of an order received before initiating payment to the supplier. Nonetheless, it is not uncommon for there to be friction in the process: storage and filing of the invoice, loss of the invoice, response times, communication problems between accounting and production, late payment…

A workflow application centralizes invoicing and collaboration on a single platform. Thanks to the creation of control rules and dynamic approval circuits, the whole process is improved. Automation also enables software updates, notifications, reminders and financial control. Teams are freed from non-value-added tasks, and errors are eliminated.

Example 4 – Entering an expense claim with a workflow application

Keeping track of expenses and reimbursing them quickly is a major HR and financial challenge for companies. Managing expense reports is often a source of problems: lost receipts, reminders to request receipts, delays in approval, data entry errors, delays in payment.

A workflow application makes it easy for teams to enter an expense without error or oversight. They can even import their receipts at the click of a button. Thanks to efficient approval circuits, there are no more bottlenecks or delays in the sequence of steps. What’s more, tedious and repetitive tasks are automated, freeing up finance and HR teams.

Advantages of using the workflow application?

Workflow applications represent a key step towards optimizing your company’s operations. These simple, user-friendly tools enable you to quickly demonstrate their usefulness to your teams, without the need for lengthy training or complex change management.

How do you set up a workflow application? The 5 stages of a workflow

For this section, we’ll be using the Lapala workflow application. It’s easy to use, with no need for an IT department, and is suitable for companies of all sizes, including SMEs.

As a reminder, you’ll first build the workflow structure, then design the form, validation or automation you want in each block. Finally, with just one click, you’ll effortlessly transform it into a guided experience that you can test.

Step 1: Design and modeling with the Lapala workflow application

1. On your own or with your teams, build the workflow structure by following these simple instructions:
   • One task = one block (example: one step in the approval circuit)
   • A block can be a manual or automated task
   • Use stage names familiar to your teams
   • If there are conditions and different paths in your workflow, start with the most frequent path and finalize it before moving on to the other cases. You can then merge different paths
2. For each block, define an actor.
   • Start by creating the various actors and roles in the actor management area.
   • For each block, modify the actor.
   • Note that in Lapala, automations are considered as actors.

Step 2 – Create a guided, intuitive experience for your teams using dynamic forms with a workflow application

Each workflow block is either a guided experience or an automation. The guided experience is simply a dynamic form for your teams. With form designers, you can create custom fields according to your expertise, and you can automatically display data that has been entered in previous steps or that comes from other existing software in your company.

Step 3 – Test, run

Is your workflow MVP ready? Get started!

• Test under real conditions on your own or with your teams
• If necessary, iterate quickly with a no-code interface
• Deploy it progressively throughout the company

Tip: Don’t aim for perfection from the outset. Adopt an agile, iterative approach. The first productivity gains will appear quickly, and you’ll be able to continuously optimize based on feedback from the field.

Stage 4 – Steering and monitoring

During the first few weeks, with feedback devices and data tracking. You’ll be able to monitor and track business improvements thanks to the workflow application. Indicators can help you make informed decisions.

Step 5 – Continuous improvement

Workflow applications are great tools for continuous improvement. At the click of a button, you can effortlessly modify the workflow to suit your know-how and gradually achieve perfect operation.

What’s the best application for creating workflows?

Of course, we recommend that you test our Lapala software free of charge, but to help you make the right choice we’ve listed below our competitors such as Kissflow, Process Street, Pipefy, Nintex and ProcessMaker.

Selection criteria for choosing the right software for your needs

It’s important to ensure that every workflow application meets your business requirements. Here are some questions to ask yourself:

• No-code or low-code? In other words, IT service or no IT service? No-code applications don’t need IT departments to be set up, thanks to their ease of use, which means that a business project manager can simply build initial workflows with the help of the software’s customer success department. Lapala is no-code software
• Price ? The annual or monthly cost of the tool should be adapted to your budget. And don’t forget that these software packages also offer attractive cost-cutting benefits. Lapala offers a progressive pricing structure adapted to SMEs. This means that you can go at your own pace, and that each new process is financed by the previous one.
• Support and start-up assistance? You’ll need assistance from time to time. It’s important to study what the software offers
• Employee workspace intuitiveness? In general, these tools offer workspaces for teams that require little or no training. But it’s still important to check.

Comparative table of workflow application: Lapala, Heflo, Pipefy, Process Street, Processmaker, Kissflow…

Q&As on workflow application

What are the three types of workflow?

What are the 3 basic components of a workflow application?

1. Guided experience creation thanks to dynamic forms and a 100% customizable approval circuit . At last, companies can use a tool tailored to their own operations and know-how. This path enables the creation of powerful and intuitive tasks and processes
2. Automatic task allocation. Depending on the conditions a company sets, a workflow application delivers the right task, to the right person, at the right time, without unnecessary clicks.
3. Automation. Data management and non-value-added tasks can be automated. This greatly reduces errors, frees employees from tedious tasks and improves operational lead times.

Now you know everything you need to know to choose the right workflow application. Now it’s your turn!