'Workflow' has become a buzzword in the business world, but what does it mean and signify?
Well, in today's fast-paced business landscape, automation is the cornerstone of efficiency as it brings speed and perfection to business processes. Workflows are a kind of system designed to automate such processes. These workflows usually consist of four main components:
- Tasks: The tasks/activities that are to be performed in a set sequence or based on certain business rules
- Concerned department/Role/Individuals: Personnel from a particular department/role who are responsible for the completion of the tasks.
- Results: The final outcome or output of every step.
- State: The state when the project is in the midst of different stages.
The workflows can range from tasks like collecting signatures of concerned personnel to tracking statuses of projects. They enable organizations to automate tasks, improve collaboration, and enhance overall productivity.
Microsoft SharePoint has been an amazing platform for building efficient and tailored workflows. So, in this blog, we will delve into the world of SharePoint workflows and explore different types that can significantly streamline your business processes. Let’s get started.
What is a SharePoint Workflow
SharePoint workflows are a structured collection of certain activities, rather mini-programs which consist of several steps and are designed to complete a task/project. These programs run within the SharePoint environment for automating a host of business processes to reduce manual efforts and speed-up the operations. They bring efficiency and consistency to the tasks/processes an organization performs on a daily basis. Here are some examples of how workflows work in large organizations:
- Dynamic Workflow System for A Large-scale Gas Company in the Middle East
- Configurable Workflow Solution for a US-based IT Security Giant
- Seamless Workflow Solution for A Steel Manufacturing Major Company
Why the need for SharePoint Workflows
SharePoint development enables the creation of customized workflows that suit the unique needs of any company. When you create SharePoint workflows, a sequence of activities and tasks are set up that need to be completed by individuals from concerned team members. SharePoint workflows enable organizations to automate/digitize tasks effectively, which helps ensure that certain processes are followed in a systematic and consistent way. This streamlines decision-making and also fosters a collaborative environment in the organization.
Five Commonly Used SharePoint Workflows to Consider
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Approval Workflows
These are the most common kinds of SharePoint workflows. Approval workflows are a fundamental part of many business processes, ensuring that documents, requests, or projects go through the appropriate channels for review and authorization. With SharePoint approval workflows, manual approval steps are transformed into digitized processes. For instance, when an employee submits a leave request, an approval workflow can route the request to the respective managers for approval, all the while maintaining a seamless and auditable process.
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Document Review Workflows
In today's digital era, document collaboration is a common scenario in most organizations. Document review workflows help in managing this collaboration efficiently. With these workflows, documents are automatically sent to designated reviewers or contributors for feedback and edits. This ensures that the documents are thoroughly reviewed and refined before finalization. Here’s an insightful post showcasing details of a Document Approval Workflow System: Click Here
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Notification Workflows
Notification workflows serve as an excellent tool for keeping different individuals, or departments informed about the statuses, updates, and modifications. Whether it's notifying a team about a new document upload, an upcoming meeting, or a task assignment, these workflows automatically send out notifications to the relevant individuals or teams. This eliminates the need for manual follow-ups and ensures that everyone stays in the loop.
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Collect Feedback Workflows
Collecting feedback from stakeholders is integral for process improvement. SharePoint workflows can automate this feedback collection process. For instance, after a training session, an automated feedback form can be sent to participants, allowing them to provide insights and suggestions for enhancing future sessions. This data-driven approach aids in making informed decisions and refining processes based on real-time feedback.
Key Benefits of Utilizing SharePoint Workflows
SharePoint workflows offer a huge number of benefits making the business processes quite effortless. Let’s get a glimpse of these benefits:
- Streamlines mundane business operations
- Reduces human errors
- Ensures faster approval processes
- Ensures increased accuracy in processes
- Fosters smooth communication between different departments
- Retains important business data
Concluding lines
We have seen how SharePoint workflows help in streamlining and automating/ digitizing several critical business processes and thus save a lot of cost and time by speeding up operations.
We are a renowned provider of SharePoint development and consulting services having offices in Cincinnati, USA, and Pune, India. We specialize in developing bespoke solutions such as SharePoint intranet solutions, SharePoint workflows, etc. for global organizations. We cater to diverse industries, such as Software, Retail, Manufacturing, Public Utility, Healthcare, Oil and Gas, etc.
So, do you want to develop SharePoint workflows? Consult us today for details. Write to us at inquiry@itcube.net.