Workflow process


Workflow is a process that is defined and setup to automate and streamline certain business processes within an organisation. For every action taken by an employee, the next person in the workflow process is notified and automatically directed to a page where some decision or action is needed (example: approval of an order). A workflow engine is the component in a workflow automation system that:
  • Knows all the procedures, steps in a procedure, and rules for each step.
  • Determines whether the process is ready to move to the next step.
  • Ensures that each person completes their respective steps before allowing the process to proceed to the next person and procedural step.

Features of the workflow engine:

  1. Workflow Target Audience: A setting determines at which organisation level a workflow business process can be initiated, such as:

    • All active employees involved in the process
    • All Employees
    • Chief Positions
    • All Managers

  2. Workflow Steps: The number of steps available in a workflow is unlimited. For every workflow step, a custom input screen is uploaded through an administration section. Such screens are custom-developed based on the process and data that is managed. Different actions can be defined in each workflow step, but they usually are a combination of:

    • Acknowledge
    • Approve Request
    • Decline Request
    • Request More Information
    • Submit Request

  3. Each workflow step is individually configured by defining the people and organisational levels that the form / data will be sent to for consideration. Each step in the workflow process will have a specific status depending on the decisions made on previous steps or the current step. Some of these statuses are:

    • Closed
    • Open
    • Request More Information
    • Saved For Later
    • To be closed

  4. Some examples of typical workflow applications are:

    1. Manpower Requisition
    2. Job Description changes
    3. Overtime Application
    4. Leave Application

Below is a graphical representation of a typical workflow example:

workflow process

When purchasing the workflow module, the client purchases the workflow engine, but Signify will have to provide a cost estimate for the development of specific workflow processes after a specification document has been created for each required workflow process.