Basic Concepts: Workflow Management Application

In today’s modern business world, we have access to a wider – and more attractive than ever range of tools – that can help us function a lot better, change for the better and only move forward as businesses. Choosing the best suited tools for your needs, such as a quality workflow management application, can be the turning point in the way you run your business, helping you set and achieve your goals.

We’ve already gone over the basics of what a workflow is, as well as the concept of workflow management and, when talking about workflow management systems, we went over briefly about how an application developed specially to aid you in the process of managing your workflows may be just what you need.

However, in order to decide using a workflow management application and choose the best one for your business, you need to first understand what these tools can bring to the table, specially when it comes to using software.

So, what does a workflow management application do, and why do you need one?

Most of the pre-designed applications available in the market are developed to be used on desktop/notebook computers (and some of them, such as Pipefy, are cloud based, meaning you don’t need to install any software to use it and you can access from your office as well as your home computer).

The least you can expect from any workflow management application is a set of management tools that’ll allow you to adopt the kind of management and as much automation as you need to make a solid and effective workflow or plan for the day/week/month.

Whilst some steps of your workflow may still require people to get involved, a large chunk of the workflow management application process is carried out entirely on its own, once it’s been properly set up to fit your needs.

These applications are typically designed with a user-friendly graphical interface to ensure that everyone in your company will be able to learn how to make the most of the software as quickly as possible. This is a very important aspect to consider when choosing your workflow management application as, especially in a company’s case, the ease of use can be vital for staff to understand and get to grips with.

To make sure this can be accomplished correctly and everyone in every company can understand the use of the application without breaking a sweat, these application’s designs are normally made to ensure the minimum amount of learning is needed (and the basic instructions are normally presented when the user is starting to use it, through tutorials or even videos). However, this does not mean the tools are necessarily basic.

One of the most effective features about these applications, such as Pipefy, though, is the fact that they can be effectively be altered and customised to fit your business’ current situation. Let’s say, for example, part of your current workflow involves someone making a basic purchase of a material. Let’s also use Pipefy’s Purchase Process template’s structure to show easily this can be done in an workflow management application developed specially to meet your business’ needs.

This purchase might need approval by a pre-determined member of a selection of members amongst a group. If the approval in a certain phase of the process (let’s say John approves the request to be quoted and Mary approves purchases) is always done by the same person, Pipefy allows you to auto-assign the approver.

This little details will make it easier for you to ensure that the process can stay automated and easy to handle for everyone, as well as making sure that every member of the team can fully understand the importance of using a workflow chart to help them through the day.

Looking for a workflow management application? Try Pipefy!

We help companies keep organised and more productive by running their processes and day-by-day routines on an easy and intuitive tool, making them leave in the past inefficient manual forms, spreadsheets and email threads.

Written by Isabelle Salemme, Product content manager at Pipefy. She uses her extensive Pipefy knowledge to write informative pieces teaching users to make the best of Pipefy. Besides being responsible for all product-related content, she's an avid reader, a coffee lover and a professional photographer.