Workflow Features

Process and workflow management features

ProcessMate lets you easily create and track processes flows, whether complex multi-task processes or “check list”-style task lists. ProcessMate supports simple sequential and complex flow with branches running in parallel. Other workflow features are available such as sub-tasks, automated task assignment, skipping of tasks based on custom conditions and others.

The major advantage of using ProcessMate in your organization is improve visibility of management and employees on processes, their current steps, get notifications on the progress made and calling for actions. Equally so, ProcessMate provides a set of useful statistics-based reports on the past performance of the entire organization and individual employees.

Process repository shows individual process instances, their data and currently open tasks

Process repository shows individual process instances, their data and currently open tasks

Simple workflows with sequential tasks

Many businesses do not have a need in complex workflows. Their processes are very straightforward (in most cases) and can be viewed as a simple of sequence of tasks, for example an Order delivery workflow may look like the following sequence: Order received, Order processed, Order dispatched. Tasks typically follow one another. ProcessMate is an easy-to-use hosted business process management software, that supports such flows.

Exemplary view on an individual process: order delivery. It shows the tasks completed (all but one) sequentially, one after another

Exemplary view on an individual process: order delivery. It shows the tasks completed (all but one) sequentially, one after another

Checklist

Many teams just need simple check lists to make sure that all necessary steps are taken. This can be daily, weekly or monthly checklists run on schedule. Alternatively, it can be ad-hoc check lists, that run upon users’ request.
Check lists have may have one task or more. Checklist items may stand for an individual action, or an individual action for a client or another entity (such as property, site, etc). Typically checklists are used by accounting consultancies, asset management / trading firms, real estate managers, survey teams and similar businesses.

Exemplary check-list for accounting firms for tracking monthly activities for their clients

Exemplary check-list for accounting firms for tracking monthly activities for their clients

Complex workflows

ProcessMate is a business process management software that supports complex workflows with parallel branches
ProcessMate handles complex work flows. While we do recommend to simplify your workflows, there are a number of features that enable complexity. This includes parallel execution of tasks, with branching. ProcessMate also supports conditional execution of tasks.
ProcessMate does not support task-conditions and conditional branching except in the way explained above.

Types of tasks

ProcessMate supports the following types of tasks:
Regular tasks. Tasks implemented and reported of completion manually.
Approval tasks. Such tasks may be used for approvals, and typically involve a user who submits something for approval and another user who approves and rejects.
Tasks with sub-tasks. Such tasks allow introduce check lists that has to be “checked” for completing the given task. E.g. “check sub items A, B and C” as part of completion of this task. This typically helps establish compliance procedures.

Auto-assignment of tasks, Auto-skipping tasks

ProcessMate may assign users (one or more) or groups of users (one or more) automatically to the tasks upon completion of a previous task.
Auto-skipping tasks may happen based on certain condition (or set of conditions). For example, the tasks “credit-check customer” can be configured to be skipped for all processes where a certain data field “order amount” is less or equal USD 5000.
The tasks assignment and skipping tasks may happen manually on a task-by-task basis too.

Delay management

ProcessMate enables teams to define SLA (service level agreement) or a limit in which tasks have to be completed. For those tasks that breach this time limit, the notification will be sent to users. In addition, a report will be generated showing such tasks. This SLA management features are among the most important ones introduced in this release.

Forms

Forms is a feature for configuring and displaying customizable forms and fields at various stages of process. The fields may be combined in certain sequence, and if needed, made required. If the field is made required (mandatory), then a user would not be able to complete a task without populating needed information. This significantly improves the quality and accuracy of data tracked by users. Additionally the fields may include document attachments.

Example of a form shown to a user who is completing one of the process steps.

Example of a form shown to a user who is completing one of the process steps.

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