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What are processes

Any organization operates according to certain rules. For example, all sales employees know what to do on receipt of a client request. Usually the process depends on factors such as whether it’s a new or existing client, whether payment will be in advance or on receipt, delivery terms and conditions, etc. The sales employee’s sequence of actions takes account of the separate circumstances for each client. Moreover, employees of other business units (for example, accounts and storage) also adjust their sequence of actions accordingly. To ensure that employees were aware of who should do what and when, these rules, conditions, and actions were noted down on paper. This is called a “client service business process.” In addition, someone was needed to oversee the proper implementation of these processes. Today, every employee has a phone and a tablet, so everything is paperless, and much faster and more convenient. And monitoring is also automated. This is what makes WorkFlowSoft a business process management system.

Every business process has a certain logic in the form of actions (tasks) and connections between them, in which regard it is important that each link has a condition that enables or disables it, as required. For example, it is possible to review the results of past tasks (which button the user pressed, etc.) or compare information entered by the user in a field. Depending on these inputs, a different sequence of other tasks will start after the current task.

It is these conditions that allow any process in your organization to be automated.

The business process operating logic is described in the workflow. Based on the one workflow, it is in effect possible to run as many processes as required. For example, “Request for printing business cards” is a workflow; it needs to be created only once. After that, any employee will be able to initiate a request with a single click.

When you create a workflow, you can add fields of various types (text, numeric, dates, etc.) to this process just with a few simple clicks. For example, if you are creating a process for ordering business cards, fields allowing employees to specify their name, position, phone number, and the proposed lead time are mandatory.

Usually the process consists of several tasks, which are needed to be combined into a workflow. For this, a workflow editor can be used to add new tasks, link them together, and set conditions for the links. After the process is started, it switches from one task to another as per the set conditions; different Assignees can be responsible for different tasks. Workflows can branch and be merged, and it is possible to move forwards along them and return to previous tasks.

No assistance is required from programmers or administrators; WorkFlowSoft users themselves can easily create processes.

Every business process owner creates own workflows in the user-friendly graphics editor (similar to drawing) — this is the main concept of WorkFlowSoft. The heads of sales, marketing, etc., create processes for their respective business units.

Workflows can also be created by employees fulfilling queries, orders, or instructions. Creating workflow ensures the prompt and timely execution of requests, and does away with endless emailing.

For example, the Supply Division constantly receives requests for spare parts or equipment. If workflow is created for such processes, all employees will always have all the information required to fulfill the request, plus all orders and tasks will automatically appear on the computers, tablets, and smartphones of all process participants.

Examples of processes that you can create:

  • for the Supply Division — “Delivery order for spare parts and materials" and “Request for purchase, exchange, return”
  • for the Administrative Division — “Request for furniture repair” and “Request for purchase of housewares”
  • for the IT Division — “Request for technical support” and “Request for installation/deletion of software”
  • for the HR Division — “Request for personnel recruitment” and “Request for calculation of vacation leave”
  • for the Reception —  “Request for pass”

To accelerate the learning curve, we created some demo processes – please go to the Main tab in the menu on the top, and click the ►Process button. You can start any of the ready-made processes and see how the tasks run in them.