Workflow automation or Business Process automation

In simple term, workflow is the automation of a business process, in whole or part, during which documents, information or tasks are passed from one participant to another for action, according to a set of procedural rules.

One of the toughest steps in the paper-processing world is waiting for a supporting document to arrive for approval and other follow-up handlings. For example, an application may be received, but a medical or credit report must be ordered and received before the application can be considered. In a small organization the application may be held on the desk of the person who will make the decision. In larger organizations the problem is harder since the recipient cannot remember every case, or there may be multiple people who could make the final decision. The documents need to be filed, and each arriving document that could satisfy a requirement needs to be checked that something isn’t waiting for it. A list must be maintained—a tickler system—to trigger a follow up, if the missing information doesn’t arrive in a timely manner.

Automated work management systems support the automatic matching of incoming information to the work that is suspended, waiting for the arrival of that information. The systems also manage the follow-up processing when the information does not arrive on time.

With the automated workflow management system:

• Work doesn’t get misplaced or stalled—expediters are rarely required to recover from errors or mismanagement of the work.
• The managers can focus on staff and business issues, such as individual performance, optimal procedures, and special cases, rather than the routine assignment of tasks. The army of clerks is no longer required to deliver and track the work.
• The procedures are formally documented and followed exactly, ensuring that the work is performed in the way planned by management, meeting all business and regulatory requirements.
• The best person (or machine) is assigned to do each case, and the most important cases are assigned first. Users don’t waste time choosing which item to work on, perhaps procrastinating on important but difficult cases.
• Parallel processing, where two or more tasks are performed concurrently, is far more practical than in a traditional, manual workflow.

The Key Benefits of Workflow

• Improved efficiency - automation of many business processes results in the elimination of many unnecessary steps
• Better process control - improved management of business processes achieved through standardizing working methods and the availability of audit trails
• Improved customer service – consistency in the processes leads to greater predictability in levels of response to customers
• Flexibility – software control over processes enables their re-design in line with changing business needs
• Business process improvement - focus on business processes leads to their streamlining and simplification

With the best person doing the most important work following the correct procedures, not only is the business conducted more effectively, but also costs are lowered and the service to the customers is generally better. Therefore workflow is good for the company, good for the customers, and good for the users.

What Syfolink contributes in the area of Workflow

Workflow software products, like other software technologies, have evolved from diverse origins. While some offerings have been developed as pure workflow software, many have evolved from image management systems, document management systems, relational or object database systems, and electronic mail systems.

Vendors who have developed pure workflow offerings have invented terms and interfaces, while vendors who have evolved products from other technologies have often adapted terminology and interfaces. Each approach offers a variety of strengths from which a user can choose.

In 2004, Syfolink began to customize workflow solutions for the market basing on our experience as a software house since 1998. We built the solution totally on a self developed technology platform, and in addition from 2005 onward, we also started to use some big brand named workflow engine from US as the technology platform on which to build workflow solution for customers from various fields of business such as finance, insurance, entertainment, social work, manufacturing, retailing and Government department.