Workflow management system explained

Category Automation & AI Last updated , created on Reading time 8 Minutes

How Software Supports Your Workflow Management
More efficient, transparent workflows and better collaboration – these are the key benefits of a modern Workflow Management System. Here, you’ll learn what the term means, which digital workflows you can implement, and how to find the right workflow management software for your organization.

What Is a Workflow?

A workflow is the sequence of steps required to complete a task – for example, processing an invoice.

Unlike a process, which describes the business procedure itself, a workflow focuses on who performs which step, when, and how on a technical level.

Every defined workflow follows a structured pattern and consists of several components:

  • Triggers (events that start the workflow)

  • Roles (people or systems performing the steps)

  • Tasks/Steps (actions that run sequentially or in parallel)

  • Task assignments (to individuals, teams, or systems)

  • Results (such as deliveries, approvals, or documents)

  • Result assignments (linking outcomes to the responsible party)

  • Statuses (current progress or completion level)

  • Cardinality (how often a task is performed or a result is produced)

  • Defined end (workflow completion)

Types of Workflows

While every workflow is a sequence of tasks and results, they differ in how they are executed. 
 These five types are most common in practice:

Sequential

Steps are completed in order. 

Rule-based

Follow-up tasks start automatically based on conditions.

Parallel

Multiple tasks run simultaneously; the next step begins once all are finished. 

Split-Merge

Workflows split into sub-processes that later rejoin. 

Ad-hoc

Manual tasks can be delegated or skipped flexibly. 

What Does Workflow Management Mean?

Workflow Management includes modeling, monitoring, controlling, analyzing, and optimizing workflows across your organization. 

Its main goals are to:

  • Design optimal workflows

  • Avoid errors and delays

  • Eliminate redundancies

  • Maintain visibility into process status and task progress

Webinar recording : How Process Automation Works – Different Use Cases & Industries

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How Does a Workflow Management System Work?

Workflow Management Systems (WfMS) are software solutions that support companies with workflow automation and process digitization.

A typical system includes:

  • Process modeling & organization – often visualized in flowcharts

  • Workflow Engine – automatically controls, monitors, and triggers follow-up steps

  • Document management – stores and links your documents

  • Analytics & reporting – provides insights and identifies optimization potential

From a technical perspective, workflow automation works like this:
 After installation, you connect the platform to all relevant company systems, such as:

  • ERP, CRM, and accounting systems

  • Office applications

  • Archives and specialized business apps

The Workflow Management System becomes the central hub for your processes, enabling seamless process digitization across system boundaries.

JobRouter Digital Process Automation Platform : More Than a Workflow Management System

With JobRouter®, you get a low-code digital transformation platform that connects workflows, documents, and data intelligently.

You benefit from:

  • Digital Process Automation (DPA)
  • Integrated document and data management
  • Flexible and scalable workflow automation

This goes far beyond the capabilities of traditional BPM or DMS solutions.

Experience JobRouter® in action!

Discover how easily you can automate your workflows – schedule a demo now. We’re always here to help.

Schedule a demo now

The Difference Between Workflow Management and BPM

Business Process Management (BPM) operates on a strategic level, integrating processes into the organization’s structure, culture, and long-term strategy – often supported by BPM tools.

Workflow Management, on the other hand, focuses on the operational level: analyzing, modeling, and improving workflows and embedding them into the larger process framework.

Improve Workflow Quality with a Workflow Management System

Improve the Quality of Your Workflows

Workflows that follow defined structures and rules deliver higher quality results. A Workflow Management System ensures consistent use of templates and controlled access to information.

Increase Workflow Efficiency

By applying clear rules and standardized steps, you reduce processing times and minimize delays. Workflow automation is especially valuable for recurring processes.

Make Your Processes More Transparent

Digital workflows give you visibility into ongoing tasks, expected completion times, and potential bottlenecks. You can easily identify weak points and uncover opportunities for optimization.

Enhance Com­mu­nic­a­tion and Col­lab­or­a­tion

Workflows automatically provide everyone with the information they need and notify them of current tasks. This reduces unnecessary questions and improves overall team alignment.

Benefit from Easy Low-Code Im­ple­ment­a­tion

Low-code platforms like JobRouter® support both data-driven and document-centric processes—no programming skills required.

Workflow Management in Practice

Whether in finance, HR, procurement, customer service, or logistics, Workflow Management Systems offer numerous applications.

Popular digital workflows include:

With JobRouter®, workflows are always tailored to your specific use case.

Example: Accounts payable automation

Accounts payable automation is a classic example of a digital workflow with complex requirements, such as:

  • Parallel processing on line-item level
  • Audit-proof logging of every change
  • Direct questions from within the workflow step
  • Automatic data transfer to ERP systems like SAP
  • Background activities (read/write database entries, trigger external programs)
  • Multilingual task lists for international teams

Traditional DMS solutions often can’t fully meet these demands. Modern workflow systems can handle all types of workflows, allow parallel processing, and manage roles and permissions flexibly – enabling true workflow automation.

Project Spotlight – Global Workflow Management with ZF TRW

JobRouter® helps companies worldwide digitize and standardize complex workflows – just like it did for the automotive supplier ZF TRW.

Across 120+ locations in 17 languages, ZF TRW rolled out standardized workflows covering: Vacation and leave requests, Purchase and approval processes, Training and onboarding procedures, Business travel management, Pro forma invoices for customs, Scrap and disposal processes, Audit preparation

In an exclusive interview, company representatives share how the Workflow Management System transformed their day-to-day operations and streamlined processes across the globe.

Learn more about the project

In 5 Steps to a Digital Workflow

Tip: Modern workflow management software automatically handles documentation and control.

Define your goal

Decide what your workflow should achieve.

Plan your workflow

List all necessary steps and arrange them in the best order. 

Analyze your workflow

heck efficiency and optimize if needed.

Visualize your workflow

Create a diagram and map it in your Workflow Management System.

Test and improve your workflow

Run it in practice and refine regularly.