--- title: Workflow Management System date: 2024-08-01T10:48:17Z modified: 2026-08-20T08:59:58Z permalink: "https://easy-software.com/de/workflow-management-system/" type: page status: publish excerpt: Workflows are among the little helpers. Workflow management systems summarise these - for the business process. Details here ➜ wpid: 76195 translation_priority: - Optional featured_image: "https://easy-software.com/wp-content/uploads/workflow-hero.jpg" timestamp: 2026-08-20T08:59:58Z tags: - Optional --- [⌂ Home](https://easy-software.com/de/) # Workflow Management Systems Workflows are handy little helpers in work processes. Designed to steer processes, they harbor great potential for automation. If you want to work less, get more done and keep an overview of everything, workflow management systems will be a big benefit to you. They manage all of the digital work processes in companies. All for the sake of a successful business process. Overview [ What is a workflow?](#definition)[ Where are workflows used?](#workflow-usage)[ What is a workflow management system?](#workflow-management-system) [ Benefits of workflow systems](#benefits)[ Workflow vs. business process](#workflow-differences)[ FAQ](#faq) Definition ## What is a workflow? A workflow can be seen as a model for a large number of work processes that are repeated over and over. It is a flow chart for work processes. A workflow essentially handles the following aspects: - Defining the **trigger** for the upcoming tasks - Summarising the **sequence** of tasks into a **meaningful workflow** - **Determining** the **departments** and **persons** involved in the process - **Identifying the relationships** **to** and **dependencies** **on** other **work processes** **in different departments**. Workflows organise and structure all recurring work processes of a company. **Who approves what, when, where, how and under which conditions** – this is what the workflow describes. Even exceptions and errors, such as malfunctions and people not being available, are identified and regulated by workflows. The focus is always on efficiency, simplification and achieving goals. ![Invoice Workflow](http://easy-software.com/wp-content/uploads/gettyimages-475436478.jpg) ## Where are workflows used? These automated helpers are an integral part of automation in many business software applications. For example, workflows can be found in the following areas: - [Incoming invoice management](https://easy-software.com/wp-content/uploads/wp-mfa-exports/page/accounts-payable.md) (e.g. for [approval processes](https://easy-software.com/wp-content/uploads/wp-mfa-exports/page/accounts-payable.md#processing)), - [Contract management](https://easy-software.com/wp-content/uploads/wp-mfa-exports/post/vertraege-digital-unterschreiben-in-4-schritten.md) (e.g. for [signature processes](https://easy-software.com/wp-content/uploads/wp-mfa-exports/post/vertraege-digital-unterschreiben-in-4-schritten.md)), - [HR work](https://easy-software.com/wp-content/uploads/wp-mfa-exports/page/easy-hr.md) (e.g. for the [onboarding process](https://easy-software.com/wp-content/uploads/wp-mfa-exports/post/digitales-onboarding-neuer-mitarbeiter-warum-sie-es-ernst-nehmen-sollten-und-wie-ein-remote-onboarding-prozess-gelingen-kann.md)) or - [Contract lifecycle management](https://easy-software.com/wp-content/uploads/wp-mfa-exports/post/der-clm-leitfaden-contract-lifecycle-management.md). Workflows structure and organise all of these work processes, ensuring that the defined steps are followed and controlling the flow of documents as well as the overall coordination. ### Example of a workflow Let’s illustrate this with the following workflow example from an **approval process in contract management:** #### **A new draft of a contract is available** The workflow starts as soon as the contract sum exceeds 20,000 euros. It instructs both the **contract manager (position A)** and the **managing director (position B)** to make sure the content of the contract is correct and approve it. #### **As soon as the contract has been verified as correct and has been approved** The workflow instructs the **contract manager (position A)** to initiate the signing process for the contract: The **managing director (position B)** and **external contract partner (position C)** receive an invitation to sign the contract in digital form. #### **Once the signing process has been completed** The workflow triggers [easy contract](https://easy-software.com/wp-content/uploads/wp-mfa-exports/page/easy-contract.md) to retrieve the signed contract and store it in the contract management system. As soon as this is done, the workflow notifies the **contract manager (position A)** to take over deadline monitoring. ## What is a workflow management system? Ideally, a digital workflow management system ([WfMS](https://en.wikipedia.org/wiki/Workflow_management_system)) controls all of the workflows in the company. In other words, it’s also about task management. A system of this kind comprises at least three key features and functions: ### Modeling and simulation One of the central workflow management functions concerns the need for a graphical representation of workflows consisting of many work steps for the sake of easier handling. However, workflows first have to be entered, divided into subsections, precisely described and finalised before they can be displayed in the workflow management system. This requires answering the 6W questions. Once all that has been clarified, the WfMS provides visual support during the modeling and workflow configuration by displaying the structure tree of the workflow, its branches, dependencies and conditions, etc. Once the workflow model has been finalised, you definitely want to test it in a simulation. For example, the workflow must be tested to ensure it is functional and free of errors. ### Instantiation and execution The workflow management system must instantiate precise and case-specific processes so that it will later be able to execute the workflow models. In this context, instantiate means that the workflow management system has an “idea” of which data, people, applications (programs), etc. it can interact with via the workflow model. In practice, this can mean that the workflow management system determines the appropriate processors and programs for all sub-steps. Once this has been done, the workflow must be executed within the relevant programs, initiated by the workflow management system. No simple matter. This is because the appropriate applications and staff must be identified, their presence and restrictions taken into account, data transferred to and from other applications and synchronised – all by the workflow management system. ### Monitoring and analysis The key features and functions of workflow management systems also include the monitoring of current work steps and the analysis of processes that have already been carried out. This involves answering questions using the data generated in the workflows. Not only does this help to identify errors, the workflow management system also uses this data to provide the basis for ongoing workflow optimisation. It can also be used to generate meaningful reports and statistics – with the consistent aim of continuously improving workflows within the company. ![Workflow Management](http://easy-software.com/wp-content/uploads/gettyimages-1327495670-vertragsmanagement.jpg "gettyimages-1327495670-vertragsmanagement") ## Why workflow management? From a macro perspective, workflow management systems (WfMS) combine the overarching strategic corporate planning of management and its business objectives with the operational level of process management. For better task management, both levels should ideally be continuously linked to one another through reports and analyses, e.g. via the workflow management system. ![workflow management system](http://easy-software.com/wp-content/uploads/gettyimages-670889743-1_managed-services.jpg) Good to Know ## The benefits of workflow management systems At the operational process management level, a WfMS ensures that collaboration is simply better, more transparent and more efficient. The advantages of workflows are: - **Process compliance** to ensure that the sequence of individual work steps is followed in defined procedures - Provision of the necessary information for all process participants, resulting in greater **transparency** - Workflows automatically **distribute tasks** to the designated process participants - Simplified process **monitoring** - **Problems** and weak points are **easier to detect** While a digital workflow management system does drive process standardisation, these systems should not be seen as a straitjacket. Modern workflow management systems have workflows that can be dynamically adapted at runtime, ad-hoc workflows and much more, which greatly simplifies and streamlines work processes in the company. ### What is the difference between a workflow and a business process? The business process is made up of individual sequences or work steps. It takes a **business management perspective** as the work steps have the primary task of achieving a defined operational goal. An **example of a business process** is the **core business process** of an **online store**, i.e. the customer visit and the purchase process. In simplified terms, the workflow for placing orders from suppliers consists of four processes: - Checking stock levels, with triggering of a supplier order by the workflow if stocks are below a certain limit - Processing the supplier invoice - Receiving goods and processing the delivery bill - Incoming goods inspection: Has everything been delivered as ordered? It is obvious that this workflow is essential to support the core business process. ### Workflows support and enable the business process The individual sequences of the core business process are clearly not merely accompanied and supported by various work processes: - A **successful business process** is only **possible** by **linking** the individual steps **with other work processes**. And that’s what **workflows** do – they **shape, control and structure** the necessary work processes and the **tasks** to be completed. Blog ## 7 Challenges in Digital Document Workflow Management - Digital processes must not be a **black box** - Digital processes must have a defined **structure** - Digital processes must be able to react to **changes** in an agile manner - Find out more in the blog post [read more](https://easy-software.com/wp-content/uploads/wp-mfa-exports/post/7-herausforderungen-beim-workflow-management-digitaler-dokumente.md) ## Workflows FAQ ### What are the advantages of workflows? A workflow ensures clear structure and efficiency by processing tasks in a fixed order. This reduces errors and ensures that nothing is skipped or overlooked. The workflow includes defined roles and responsibilities. This simplifies collaboration and communication in the course of work. Automated processes save time and minimise human error. They also enable better traceability and transparency, making it possible to monitor progress and identify bottlenecks. Finally, workflows offer the flexibility to react to changes and can be continuously optimised to improve processes. ### What does a workflow management system do? A workflow management system (WfMS) is a software solution that supports the design, execution, management and monitoring of workflows. ### What kinds of workflows are there? A workflow consists of a series of activities or tasks that are performed in a specific order. The sequence can be linear, conditional or impromptu, e.g. if the process only consists of a few work steps. - **Ad-hoc workflows:** These come without a fixed schedule and can be used flexibly. An example might be obtaining approval for the amendment of a contractual passage that must be approved by management. - **Linear workflows:** The individual work processes are executed in a fixed, sequential order. - **Rules-based workflows:** All decisions within the workflows are based on previously defined rules, e.g. for [Automated Accounts Payable (AAP)](https://easy-software.com/de/glossar/dunkelbuchung-definition-und-erklaerung/). ### What is an example of a workflow? One illustrative example is the substitution workflow. This ensures that tasks and responsibilities in organisations continue seamlessly. For instance, the substitution workflow takes effect as soon as employees go on vacation, fall ill or are absent for other reasons. ### How can I create a workflow? Planning a workflow begins with identifying the tasks and their logical sequence. This is conveniently sketched on paper. Only then is it time to open the workflow management tool, which serves for visually defining the work steps and setting conditions. WfMs also enable a clear allocation of roles and responsibilities. The workflow must be put to the test before it is deployed. This ensures that it functions efficiently and can be further optimised as required. Next, the workflow is documented. Only then is it put into practice. Going forward, it is important to regularly review the workflow-controlled work processes and make any necessary adjustments.