Workflow management, directly in the ERP: Definition & first steps

Many of these processes follow clear rules, but are still coordinated manually in practice. This is exactly where workflow management comes in. It describes the structured control of tasks and decisions within a business process. The aim is to make processes transparent and automate recurring work steps.

This approach is particularly effective when workflows are implemented directly in the ERP system. This is because all relevant workflows are already located there and can therefore access operational data directly and control processes automatically.

What workflow management actually means in a company

Workflow management describes the operational control of individual work steps within a process. Tasks are created automatically, responsibilities are assigned and processing statuses are documented.

A very typical workflow could look like this: Quotation is created → then approved by sales → then automatically sent to the customer.

Instead of coordinating e-mails or manual coordination, the system controls the process itself. Responsible persons automatically receive their tasks and deadlines. The current status of the process remains transparent at all times.

For companies, this means three things in particular:

– Less manual coordination
– Clearly defined responsibilities
– Traceable processes

Workflow management thus provides structure in operational processes.

Differentiation from Business Process Management (BPM)

Workflow management is often confused with business process management (BPM). Both approaches deal with business processes, but pursue different goals.

Workflow management focuses on the operational execution of individual processes. It controls tasks, decisions and processes in day-to-day operations.

Business process management, on the other hand, looks at processes from a strategic perspective. BPM deals with the analysis, modelling and continuous optimization of business processes throughout the company.

Workflow management answers the question: How is a process actually executed?
BPM answers the question: How should a process ideally be designed?

In practice, both approaches complement each other. BPM helps to analyze and improve processes. Workflow management then implements these processes in the operational system.

Process modeling as the basis for automated processes

Before a workflow can be automated, the underlying process must first be described in a structured manner. This step is known as process modeling. Processes are represented visually, for example as a diagram with individual process steps, decision rules and responsibilities. Such representations help companies to fully understand their internal processes in the first place.

Typical elements of a process model are

– Individual work steps
– Decision-making logic
– Roles and responsibilities
– Dependencies between tasks

Visual process modeling not only facilitates the analysis of existing processes. It also forms the basis for subsequent automation in the system.

Process automation with the Nuclos ERP system

The greatest benefit of workflow management is achieved when processes are implemented directly in the ERP system. In many companies today, workflows are still managed using separate tools or manual communication. However, these systems are often not directly connected to the central business data.

This often leads to media disruptions: Information has to be transferred several times, processing statuses are unclear and decisions are delayed. In ERP, on the other hand, workflows directly access existing business data. This creates automated workflows along your business processes.

Nuclos, on the other hand, can automatically create tasks, monitor deadlines or start follow-up processes, directly linked to the central data records. At the same time, the stage a process is at remains visible at all times. This provides decision-makers with significantly greater transparency regarding operational processes.

→ Workflow management with Nuclos

First steps towards the introduction of workflow management

Many companies assume that workflow automation is a complex transformation project. In practice, however, initial successes can be achieved with just a few clearly defined processes. Processes that occur regularly, have several participants and run via clear approval or decision paths are particularly suitable. Typical initial scenarios are, for example, quotation approvals or invoice checks. These processes are clearly structured and can be automated relatively quickly. As soon as the first workflows have been established, companies get to know their needs better and can digitize further processes step by step.

Workflow management as the basis for scalable processes

As companies grow, processes become more complex. More projects, more customers and more internal coordination increase the coordination effort. Workflow management creates a clear structure here. Tasks are distributed automatically, responsibilities are clearly defined and decisions are documented.

Especially in combination with a flexible ERP system, workflows can be adapted to individual business processes. This allows companies to digitize their operational processes without having to completely rebuild existing structures. For companies, this creates a transparent, scalable basis for digital business processes.