What Is a Workflow?
What is a workflow and how is it managed? Learn task, approval and document steps with a procurement example, and discover the difference between workflow automation and BPM.
Start Your Efficient Digital Transformation Today!
The digital world and competition require work to be done as fast as possible. PaperWork Business Suite lets organizations manage the software technologies they need to work faster and more efficiently from a single platform. In today's digital world, growth and operational excellence are only possible with automation in every area.
- Lets management focus on strategic operations instead of day-to-day operations.
- Ensures work is assigned to people with the right competencies.
- Enables you to continuously improve processes.
- Increases management's control over processes.
- Increases productivity by working integrated with your enterprise applications.
- Lets mobile and other participants work on a single platform.
- Helps reveal the problem areas in your processes.
- Optimizes resource usage.
- Helps your processes adapt quickly to changing conditions.
- Shortens decision-making time.
- Lowers your operating costs.
- Increases productivity because you use your human resources more effectively.
Ticket User
Freedom for users outside the company!
PaperWork's ticket user feature is a free user type that lets people outside the company take an active role in workflows and document-related tasks. With a ticket user, any form sent from within the company can be filled out and documents can be uploaded from outside.
Rule Engine
Change the rule, and related forms and workflows update automatically!
The PaperWork platform includes an integrated rule engine. Checks in workflows and electronic forms, constants, lists, tables and rules that require coding are collected in a central library. When a rule component in the library is changed, the entire system runs with the new parameters without any changes to forms and workflows. The rule engine shortens workflow adaptation time and lowers support costs.
Dynamic Document Generation
The easiest way to generate documents!
During a process, dynamic document templates automatically generate the required document using the data on forms. This happens without coding, thanks to a ready-made document generation activity added to the design by drag and drop. For example, in a customer complaint process, when a user enters the complaint response on the form at a certain step, the system automatically generates the response letter to the customer from the information on the form. It sends the document to the customer by email or as a download link according to the defined rule, then archives it among the customer's documents in the document management system.
Watch: Automatic Document Generation from Templates Without Coding
Native Mobile App
Wherever you are, PaperWork is there!
With our native mobile app, processes and documents are easily accessible even outside the office. Employees start new work, approve and revise documents, and complete assigned tasks from any environment and device with our advanced mobile forms. With push notifications, users quickly reach their assigned tasks.
Frequently Asked Questions
What is workflow management and what is it used for?
Workflow management is the organization and automation of tasks, approvals and information flow in an organization according to defined rules. Steps such as a purchase request, leave approval or invoice process are defined and owners are assigned. With the PaperWork platform, you can design your workflows by drag and drop and monitor bottlenecks.
What is the difference between workflow automation and BPM?
Workflow automation focuses on the automatic execution of a specific sequence of tasks. BPM is a strategic approach that covers designing, measuring, analyzing and continuously improving the entire process. PaperWork offers both workflow automation and end-to-end BPM capabilities on a single platform.
What should you look for when choosing workflow management software?
Ease of use, integration with existing ERP/CRM systems, mobile access, reporting modules, scalability and security certifications are the key criteria. The system should support integration with external systems and be manageable by non-technical users. With its low-code infrastructure, PaperWork lets you design without technical knowledge.
Which departments use workflow management?
It is used for invoice approval processes in finance, leave and recruitment in HR, contract management in legal, quote preparation in sales and complaint tracking in customer service. Every department needs workflows specific to it. PaperWork lets you manage cross-department workflows from a single center.
What does workflow management bring to a business?
In businesses that implement workflow management, approval times are shortened by up to 70 percent on average, manual errors are minimized and process transparency increases. You can see instantly who is holding which task, and bottlenecks are identified. Operating costs fall, employee productivity and customer satisfaction rise, and compliance costs decrease.
Featured Articles
3 articles
PaperWork Document Management and Content Server: Bring All Your Documents Together in One Place and Access Them from Any Application
PaperWork Content Server unifies scattered documents in one secure content layer that every application can use, with AI-based archiving via Intelivus.
Read more
See Risks with PWGRC. Plan Audits Right. Drive Actions to Completion.
PWGRC unites enterprise risk management and internal audit on one platform, from risk assessment and audit planning to closing corrective actions.
Read more
A New Era in Quality Management with PWQMS: Quality Now Lives in the Field, in the Process and at the Heart of Management
PWQMS digitizes nonconformity, CAPA, audit and action management end to end on the PaperWork platform, with mobile and offline field reporting.
Read more
What a Workflow Application Covers
What Is BPM?
BPM is a strategic approach that focuses on reshaping an organization's existing business processes to achieve optimum efficiency and productivity. BPM software consists of the following components:
- Workflow engine
- Rule engine
- Responsive web/mobile forms
- Business intelligence
Why Should I Use a Workflow Application?
Trying to build workflows in applications whose main job is not process management creates problems and costs you money:
- Customizing processes by writing code takes long and is costly
- The status of work cannot be tracked
- The workload on individuals cannot be measured
- Problem areas cannot be identified
- Adapting to change is difficult
- Using a separate application for every task wears users out
- Operating and support costs increase
- Process performance cannot be measured
Workflow Speeds Up All Form-Based Processes
- Work running on inefficient paper and Excel forms moves to digital, and efficiency increases
- Workload per person is tracked, enabling performance analysis and resource planning
- The advanced electronic form designer makes creating and managing forms very easy
- Forms are accessible from mobile devices, the web and our Outlook application
- Management becomes transparent: who is holding the work and the process status are visible in real time
- Processes are designed easily with drag and drop, so your organization adapts to change right away
- Information such as where the process is stuck and who is working how much is available instantly
- All documents you need during processes are available instantly
- Process documents are transferred to the document management system automatically
Document Management Integrated with Workflow
PaperWork workflow automatically transfers the documents collected during a process to its own document management system. Your corporate memory builds itself around your processes.
- Find the information you need instantly with the search engine
- Documents are managed centrally together with their versions
- Documents are accessible from any application through integration
- Document templates ensure documents are created to the same standard
- Document creation and approval cycles get shorter
- Every action is recorded with a full history
- Workflow brings documents into the system automatically
Records Management
Records management is software designed to manage the lifecycle of records in an organization, from creation to disposal. Typical features include:
- Information capture and storage: Secure digital archiving of data
- Access control: Restricting document access based on user roles
- Audit trails: Logging every action on a document for compliance and monitoring
- Retention management: Automating the record lifecycle according to organizational policies
- Disposal: Securely deleting records that are no longer needed
Mobile Transformation Puts Your Office in Your Pocket
- Be part of the process anytime, anywhere
- Fill in forms sent to you from mobile devices, comment, attach documents and start new workflows
- Access your documents and add new ones
- Take a photo of an expense receipt with our app, fill in the form, send it for approval and the process starts right away
Design a Form Once, Use It Anywhere
PaperWork offers many ways for users to get their work done as easily as possible. Ease of use speeds up work and lowers customization and training costs.
- iOS and Android native mobile app
- PW Outlook workflow application
- PW workflow running inside SAP
- HTML5 responsive web application
- Approval via a link in email
- Approval from within your enterprise applications
PaperWork BPM & ECM
- Tracks tasks along with processes digitally, according to business rules
- Eliminates email and phone traffic
- Makes management's job easier
- Speeds up work and reduces costs
- Enables monitoring and real-time tracking of work
- Easy process changes let the organization adapt quickly to changing conditions
- Eliminates file servers and gets you the right document at the right time
Watch
Hakan Cem Topal, IT Director at Saya Group: Interview on process efficiency
The biggest obstacle to digital transformation: Paper forms
Prepare your company for the future the easy way!
Fault reporting process: Mobile, Outlook and web user interfaces
PaperWork speeds up your quotation process and increases customer satisfaction
Related success stories and articles
Success storyGemak Gemi İnşaat starts using PWQMS for quality management
Success storyİzmir Demir Çelik starts using PWQMS
Success storyAyen Enerji Chose PaperWork to Increase Operational Agility and Accelerate Digital Transformation in Its Corporate Processes
- Blog
PaperWork Document Management and Content Server: Bring All Your Documents Together in One Place and Access Them from Any Application
- Blog
See Risks with PWGRC. Plan Audits Right. Drive Actions to Completion.
- Blog
A New Era in Quality Management with PWQMS: Quality Now Lives in the Field, in the Process and at the Heart of Management
Let’s Make Your Processes Smarter Together!
Let’s explore how PaperWork’s low-code BPM, document management, ERP integration and AI solutions can be used in your organization.
- 01
We find a time that suits you.
- 02
We hold an introductory meeting.
- 03
We run a demo tailored to you.