What are fundamental differences between SharePoint workflow and BPM software?

Today when it comes to managing business processes, companies have a variety of options, from manual tools to software-based collaboration and workflow solutions. Therefore, deciding on the right technology for your process improvement initiative can be challenging. In this post, we will clarify the differences between two of the most effective tools for your business process management: SharePoint workflow and BPM software.

1. Overview 

• Workflow is concerned with tasks and application-specific sequencing of activities through a series of predefined steps, involving a small group of people and/or closely related applications.

SharePoint workflow is a pre-programmed mini-application that streamlines and automates a wide variety of business processes. The benefits of SharePoint workflow are mentioned many times in the previous posts. Overall, it is an efficient tool to save time and effort by streamlining, routing, approving, reviewing and auditing documents, data and tasks that you perform on a regular basis.

• With its roots in workflow software, BPM is a structured approach employing methods, policies, metrics, management practices and software tools to manage and continuously optimize an organization’s activities and processes.

Unlike the goal of SharePoint workflow which is to replace the physical movement of documents with the electronic movement in a predefined sequence, the goal of BPM software is to manage business process management and optimize using process-centric technology.

2. Capabilities and task suitability.

The differences in capabilities and task suitability of workflow and BPM are presented as below:

(Source: Bizagi)

3. Conditions of use

• SharePoint workflow is used mostly by smaller offices. If you need a simple automation tool for directing documents and tasks to the responsible users which can be controlled at a local level, SharePoint workflow is your right choice.

• BPM software is mostly used in companies and organizations which have a large amount of documents and data to be handled. The BPM tool typically comes with business rules engines that can define and manage processes logically. This process is independent from the workflow and provides more flexibility, support and faster changes. 

Above are some principle differences between two prevalent tools to managing business process. Engage us if you want to receive further information and details.

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