What is a workflow engine

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workflow is a series of repeatable tasks that lead to accomplishing some sort of business goal. The key word here is repeatable. It has to be something that your business does on a regular basis, not just a series of one-off tasks.

workflow engine is a software application that manages business processes. It is a key component in workflow technology and typically makes use of a database server. Workflow engines are also known as orchestration engines.

Some common examples of this is onboarding new team members. Each time you’re hiring, you need to get them up to speed with the business, projects, jobs, etc.

Despite this, the tasks you complete are almost similar with any new recruit. Register your personal information, introduce all related team members to the employee, assign them tasks and so on.

When an employee fails a crucial step for the workflow, this may lead to inefficiency. For example, if the team leader isn’t ready for the new recruit, they won’t be able to hand out the employee the initial tasks. So, you’re going to have the newbie just sitting in the room, doing nothing.

This results in less productivity and a general frustration for the employee (“wow, this company is inefficient!”). To insure that all the operational activities are done properly, you need software that keeps track of the whole process and ensures that all goes according to plan.

That’s where a workflow engine comes in – it’s a piece of software that helps enforce workflows. Wondering what, exactly, does that mean? Read on!

Workflow engines mainly have three functions:

  • Verification of the current process status: Check whether it is valid executing a task, given current status.
  • Determine the authority of users: Check if the current user is permitted to execute the task.
  • Executing condition script: After passing the previous two steps, the workflow engine executes the task, and if the execution successfully completes, it returns the success, if not, it reports the error to trigger and roll back the change.
control logic

Why use workflow engine?

Businesses that runs on workflow engine are more efficient — low likelihood of errors, faster lead time, and more. There are many benefits to implementing workflow engine. Here are few reasons you should begin.

  • Maintain Consistency and Standard — Everyone can mess up once in a while, needing guesswork due to lack of clear instructions. Automating them creates standardized, optimized workflows which ensures quality work as work is done in a pre-defined way. Lower error, higher quality work, less frustration.
  • Monitor productivity,efficiency and accountability — Workflow automation software creates digital trail of activities and team members. By automating workflow you effectively create one person who is responsible for every steps of the workflow. For each step in the workflow, there is one person designated to perform a specific task. Leaders can use these data to analyze tasks that take the most time to complete.
  • Encourage collaboration and communication — Promotes collaboration across the teams and departments. Your team can easily ask around to get answers quickly and eliminate ambiguity and guesswork altogether. Plus, it reduces the rate of employee turnover because one of the biggest reasons your team member leaves is a lack of communication.
  • Delegate efficiently — The role of delegating tasks can be democratized as anyone can view workloads and distribute them more efficiently. You can assign approval responsibilities to anyone within the team, no matter what current reporting hierarchy is in place. Gone are the days management have to intervene in every touch points.

Start creating and managing workflow today

Whether you need to close leads faster, streamline your processes, streamline your expenses, or ensure that new team members are engaged, workflow management software can be helpful.

Workflows can make your business more agile and efficient, increase employee performance through collaboration and clear instructions and boost your bottom line, all while automating repetitive tasks and creating useful documentation for critical processes.

Zoadesk offers a process management tool that can be used to address issues in all business units. If you’re ready to deploy reliable, trouble-free workflow management software, sign up for our pilot programme.

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