What is workflow management? A practical guide

6 minutes
Workflow management

Workflow management makes it possible to digitize and automate internal company operations and processes in no-code. These processes represent a sequence of different tasks or contributions within a specific operational perimeter of a company.

Workflow management has many advantages, such as reducing processing times, boosting performance, improving operating margins, eliminating errors, collecting data, documenting company know-how…

This article and the resources we’ve shared with you will give you the basic knowledge and tools you need to set up an effective workflow management system.

Procurement process
Example of a workflow on the Lapala workflow management platform

How do you define a workflow?

Workflow definition

A workflow is a series of activities carried out by different participants within a certain time constraint, resulting in the transformation or processing of files or products. Workflow is the digitization and automation of a business process.

Workflow participants can be employees, customers, suppliers or even automations.

Workflows can be of various types: sequential, simultaneous, subject to conditions or requiring validation.

Example workflow management – Purchase approval

Procurement process
Example of a workflow on the Lapala workflow management platform

In this example, partly using the BPMN standard, you can see all the steps involved in making a purchase in a company. We find :

  • Tasks and actions in white rectangles
  • Actors and collaborations on the colored dots: Collaborator, Director, Purchasing Manager and Finance Manager
  • Conditions represented by diamonds with the letter “x
  • Simultaneous actions represented by diamonds with the “+” symbol
  • Operational data collected at any point in the workflow

Thereare many ways to model a workflow: simple flowchart, BPMN, SIPOC, VSM…

What are workflow management systems?

A workflow management system is software or a platform built around a workflow engine. These solutions are also known as BPM for Business Process Management.

Thanks to this engine, a company can replicate the current operation of a business process (as close as possible to the existing one) on a 100% customized workflow. This workflow takes into account simultaneous steps, conditions, validations and automations.

This means better collaboration between teams, fewer errors and shorter lead times.

Discover workflow software comparison

The main features of workflow management software

A graphic designer or workflow engine to create 100% customized processes.

A designer of forms to be used for user experience and data entry.

Automations to free employees from certain non-value-added tasks, reducing errors.

Integration and connection of a company’sexisting software: CRM, ERP, HRIS, business solutions, etc.

A collaborative work platform to enable everyone to find out what needs to be done and to be notified.

Dashboards and reporting to monitor the progress of tasks in the various processes

Administration of users, roles, responsibilities and all other parameters related to data access

Benefits of a workflow management system

Process improvement

By eliminating and automating time-consuming, non-value-added manual tasks, and limiting the errors associated with the use of complex software, workflow management systems contribute to process improvement. As a result, data quality is enhanced and the risk of errors reduced.

Best collaboration

These tools help to strengthen collaboration between company members. The sequence of activities and approvals becomes more fluid between the various players. Better communication and automated management foster a pleasant working environment.

Traceability and tracking

With the help of workflow management platforms, it is possible to put in place various solutions to control and monitor performance indicators, turnaround times and the progress of different projects or dossiers.

Reliability of data and information

Filling in information accurately becomes simpler for employees. What’s more, automated processes help reduce errors. This makes it easier to find information.

Digitalization and automation

The use of workflow management systems enables companies to adopt digital technology more easily, by simplifying change management. The financial benefits of automation can be used to finance the rest of the process.

Simplified process audit

As processes are fully documented and digitized, auditing them becomes easier thanks to the data collected. Analyses of this data are made simpler and more concrete. If you would like to carry out a process audit, we have put together a detailed method for you.

Find out more in our article on process automation

Automated process

Differences between workflow management, business process, process, procedure?

In the business world, several terms are commonly used to describe a sequence of steps in a specific context and field of activity. Words such as “Processus”, “Process”, “Workflow”, “Flux”, “Activité” or “Procédure” may be encountered. Although theoretically they have distinct meanings, in practice they essentially refer to the same thing: a sequence or circuit of successive tasks, sometimes carried out simultaneously.

The real difference between these terms lies in several aspects:

  • The field of activity concerned
  • Collaboration: steps can be carried out by a single person or by several individuals, in collaboration or not.
  • Documentation associated with the step sequence
  • The use of software or specialized platforms to computerize or digitize the process.

Definition of a business process: This is the sequence of different actions, tasks or contributions within a given scope within a company.

Process definition: A process is a generic anglicism used to define a wide range of organizational means within a company. It can be used to name a process, a procedure, a workflow, a method, an operating procedure, an action…

Procedure definition : A procedure is a tool for documenting a process. This specification can include modeling (flowchart, BPMN, SIPOC, VSM, etc.), data description, presentation of software, resources, responsibilities, etc.

Workflow definition: A workflow is the operational and IT tool that supports a business process.

How do you create an automated or non-automated workflow?

Step 1 – Analyze existing processes with key personnel

It is advisable to carry out a audit of existing processes in order to understand them and involve the relevant employees in the process, thus facilitating change management.

Step 2 – Define and map the target workflow

Illustrate the ideal functioning of the process with a map. This will facilitate project management and the configuration of the selected workflow software.

Step 3 – Choosing the right workflow management / BPM software

Step 4 – Set up the entire workflow

Use workflow software to create and parameterize your process, defining roles, actions, tasks, triggers, conditions and rules.

Step 5 – Automate relevant tasks

Data entry, information retrieval, validation, consolidation and updates to other software can all be easily automated using these platforms. Managing connections between software applications may require some technical expertise in APIs.

Step 6 – Test the process with key users.

Organize test sessions with key players in the organization to check that the workflow is working properly. Use real-life cases for better understanding. Don’t hesitate to set up a pilot project for a restricted group of users to avoid any errors at launch.


Now you know all about workflow management. Now it’s your turn! See you soon for more content!


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