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What Are The Features That A Workflow Management System Should Have?


Workflow management involves creating and automating a sequential path for data to streamline routine processes in an organization to achieve optimal efficiency.

The workflow management software tools market is booming as every business wants to utilize them to boost work efficiency. It is up to you to choose whether you need simple TODO apps or Kanban boards or spreadsheets or a holistic workflow management system like that of Origami.

Here is a list of features that should form the baseline of your selection process:

  • Creating a workflow pattern

What differentiates a workflow management system from a basic to-do list is the support for sequential tasks. The system will create tasks one after the other and assign them to employees and departments. A similar pattern is also created for parallel tasks and optional tasks. It should also support approvals at every phase.

  • Agile workflow management

Changes and exceptions will come up, however good a sequence you have created for the workflow. And the more flexible the system is to change, the better it is for your organization. Agile workflow management tools can easily adapt to changes in data, tasks, and processes thus saving a lot of time on re-working.

  • SLA Status indicator

An efficient workflow management system should let employees know the status of tasks at all times. An email notification will be delivered to the next person in the sequence when a process is completed and it’s his turn. All details regarding the tasks are available on the workflow management system for reference thus saving time and cost considerably.

  • Support communication and provide instant notifications

What is the use of having workflow management software if you still have to rely on emails for discussing tasks and processes?

A communication channel that allows easy clarifications and comments on tasks and processes, attach and send files between team members and so on should be available readily on the platform.

  • KPI based reports

Visualization is the key in any workflow management system and reports based on major indicators help to analyze the performance of individual employees and departments and identify bottlenecks involved.

  • Security and access control

Large scale projects revolve across departments and around thousands of employees. So defining access control over process templates and form fields is critical. The workflow management system should support access configuration and permission control over tasks and processes.

  • Real-time user interface

The user interface of the workflow management system should update on its own, without the need for you to hit the “refresh” button every time. As the system is used by several employees at the same time, no comment or task should go missing.

  • Mobile – friendly

People these days do work and get work done on the go! So a mobile-friendly interface that helps you to check for tasks on your smartphone or tablet is highly recommended. Having a workflow management App that is Android and iOS supported can leave you devoid of worries.

  • Integration of cloud services

Workflows may contain important documents, sales reports, cash flows, and contact details. So a workflow management system that integrates with other apps such as Dropbox or Google Drive to backup documents, saves new customers by integrating with the CRM, create invoices with Google Docs, send emails using Gmail can help provide a one-stop solution.

Origami with its API-driven interface and built-in support for integrations through its simple drag-and-drop approach makes it a complete platform to manage workflows.

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