Engineering Workflow Management Software

What are the five steps of workflow management?

Workflow management provides a structured approach to managing tasks, projects, or operations from start to finish. Workflow management software plays a key role in supporting each of the five major steps in workflow processes.  It streamlines each phase, from planning to continuous improvement, helping teams work more efficiently, track progress, and ensure high-quality and faster outcomes.

STEP 1: Planning

This is the initial stage where you define the objective(s), the steps needed to complete the objective(s), and the resources required. It's about setting clear goals and deciding how the work will be approached.

Workflow management software organizes tasks, resources, and deadlines in one central location, offering tools for task lists, project plans, and needed participants. It allows team members to share ideas and receive real-time feedback, which improves efficiency and transparency. Additionally, you can use templates for common workflows, reducing the need to define each step for similar objectives.

STEP 2: Execution

During this step, tasks are carried out according to the workflow plan. Resources are allocated, and team members or systems begin working on the specific actions or activities to be completed.

Workflow management software simplifies task delegation, ensuring everyone knows their responsibilities and deadlines. It automates workflow steps like task routing and notifications, reducing manual effort and speeding up execution. Team members can also track their progress and receive instant status updates, promoting smooth coordination.

STEP 3: Monitoring and Reporting

This step involves tracking progress to ensure tasks are completed as expected. It helps to identify any issues or delays early and makes it easier to adjust the plan, if necessary.

Workflow management software offers real-time tracking through dashboards and reports, helping managers identify bottlenecks and intervene, when necessary. Automated alerts and reminders keep team members on schedule, while performance metrics, like task completion time and efficiency reports, enable managers to detect issues early and take corrective actions.

STEP 4: Evaluation

After execution, results are assessed. At this step, outcomes are compared to the goals or standards set during the planning phase. It ensures the workflow execution meets the quality and performance expectations.

Workflow management software solutions offer built-in reporting tools that analyze workflow data to highlight successes as well as opportunities for improvement. They often include features for reviewing completed tasks to ensure quality standards are met before progressing. Additionally, these tools facilitate feedback collection from team members and stakeholders to assess process effectiveness.

STEP 5: Improvement

Based on the evaluation, opportunities for improvement are identified. This step involves refining processes and resourcing, correcting issues, and adjusting future workflows to be more efficient or effective.

After assessing the workflow, managers can pinpoint inefficiencies and redundant tasks, and workflow management software enables quick adjustments to enhance the process. This software provides historical data and performance metrics that inform decisions on which areas require refinement or reorganization. Additionally, many systems support iterative changes, allowing businesses to adopt agile methodologies and continuously refine their workflows to increase effectiveness over time.

The four basic components of a workflow are:

Tasks/Activities:

These are the individual actions or steps to be performed within the workflow. Tasks are the core components and are typically assigned to individuals, groups, or systems. They can vary in complexity and can be manual or automated.

Roles/Participants:

The people, teams, or systems responsible for performing the task. Roles define who is responsible for what actions within the workflow. This component ensures accountability and clarity on who does what.

Rules/Conditions:

These define the logic, constraints, and dependencies that guide how tasks are performed within the workflow. Rules might include decision points, deadlines, approvals, or conditions that must be met before moving to the next step. These conditions help automate decision-making and ensure the workflow progresses smoothly and efficiently.

Schedules/Timing: 

The dates, times, or periods that tasks or steps need to be completed.  Step scheduling can be done based on absolute dates/times, or offsets based on when the workflow is started, when previous tasks/steps are started or completed, or on rules based on when specific actions or changes are enacted. Together, these components form the foundation of any workflow, ensuring tasks are completed in an organized and controlled manner. Once you have defined the components you have a solid foundation and can develop a framework for success.

Advantages of workflow +

Workflow+ includes task automation and automated adjustment of user permissions at each workflow step. This feature ensures that your company files are managed and protected at the highest level of security. Users can also create automated workflow templates for approval routing or archiving.  Workflows can also launch parallel workflows to accommodate concurrent tasks, redirect an existing workflow, or change the schedule/timing using a different workflow structure.

Workflow+ is user friendly and can be used to manage your review and approval processes and includes a versatile customizable voting feature. The Workflow+ module is highly intuitive and saves time by allowing users to create and automate complex engineering workflows in minutes.

The Workflow management platform automatically notifies users at each step, either through conventional emails or internal notifications that appear in the users' Dashboard, or through both. Users can establish how often they receive internal notifications and through which mechanism they prefer.

Read the White Paper: Managing Technical Workflows in Real-Time

Why use engineering workflow management software?

Internally, Workflow+ can be used to create work process automation in small groups or across an organization to vastly increase project efficiency and ensure nothing falls through the cracks. Externally, it's a great way to connect with vendors, contractors, and customers. You can utilize Workflow+ to increase productivity and control key document-centric workflows, such as engineering change requests, drawing/document approval, file distribution, document processing, and document retention/archival. You can even integrate Workflow+ capability with Transmittals and RFIs/Submittals to initiate, track, and report on these key functions.

Benefits of workflow management software

The needs of engineers differ vastly from those of other departments. Organizations can design engineering workflows to manage the review and approval processes needed for quality and compliance management and to ensure no errors in prior specifications. Workflow+ helps organizations manage engineering workflows and the complex file relationships between them to eliminate human error from the equation.

Engineering workflow management software can streamline processes for a small business by improving key metrics like time to complete, by reducing delays caused by poor or inefficient communication with vendors, contractors, and customers. With integrated workflows, team members across various departments and organizations can seamlessly communicate changes and express ideas and solutions in a unified environment.

What are the five steps of workflow management?

Workflow management provides a structured approach to managing tasks, projects, or operations from start to finish. Workflow management software plays a key role in supporting each of the five major steps in workflow processes.  It streamlines each phase, from planning to continuous improvement, helping teams work more efficiently, track progress, and ensure high-quality and faster outcomes.

STEP 1: Planning

This is the initial stage where you define the objective(s), the steps needed to complete the objective(s), and the resources required. It's about setting clear goals and deciding how the work will be approached.

Workflow management software organizes tasks, resources, and deadlines in one central location, offering tools for task lists, project plans, and needed participants. It allows team members to share ideas and receive real-time feedback, which improves efficiency and transparency. Additionally, you can use templates for common workflows, reducing the need to define each step for similar objectives.

STEP 2: Execution

During this step, tasks are carried out according to the workflow plan. Resources are allocated, and team members or systems begin working on the specific actions or activities to be completed.

Workflow management software simplifies task delegation, ensuring everyone knows their responsibilities and deadlines. It automates workflow steps like task routing and notifications, reducing manual effort and speeding up execution. Team members can also track their progress and receive instant status updates, promoting smooth coordination.

STEP 3: Monitoring and Reporting

This step involves tracking progress to ensure tasks are completed as expected. It helps to identify any issues or delays early and makes it easier to adjust the plan, if necessary.

Workflow management software offers real-time tracking through dashboards and reports, helping managers identify bottlenecks and intervene, when necessary. Automated alerts and reminders keep team members on schedule, while performance metrics, like task completion time and efficiency reports, enable managers to detect issues early and take corrective actions.

STEP 4: Evaluation

After execution, results are assessed. At this step, outcomes are compared to the goals or standards set during the planning phase. It ensures the workflow execution meets the quality and performance expectations.

Workflow management software solutions offer built-in reporting tools that analyze workflow data to highlight successes as well as opportunities for improvement. They often include features for reviewing completed tasks to ensure quality standards are met before progressing. Additionally, these tools facilitate feedback collection from team members and stakeholders to assess process effectiveness.

STEP 5: Improvement

Based on the evaluation, opportunities for improvement are identified. This step involves refining processes and resourcing, correcting issues, and adjusting future workflows to be more efficient or effective.

After assessing the workflow, managers can pinpoint inefficiencies and redundant tasks, and workflow management software enables quick adjustments to enhance the process. This software provides historical data and performance metrics that inform decisions on which areas require refinement or reorganization. Additionally, many systems support iterative changes, allowing businesses to adopt agile methodologies and continuously refine their workflows to increase effectiveness over time.

The four basic components of a workflow are:

Tasks/Activities

These are the individual actions or steps to be performed within the workflow. Tasks are the core components and are typically assigned to individuals, groups, or systems. They can vary in complexity and can be manual or automated.

Roles/Participants

The people, teams, or systems responsible for performing the task. Roles define who is responsible for what actions within the workflow. This component ensures accountability and clarity on who does what.

Rules/Conditions

These define the logic, constraints, and dependencies that guide how tasks are performed within the workflow. Rules might include decision points, deadlines, approvals, or conditions that must be met before moving to the next step. These conditions help automate decision-making and ensure the workflow progresses smoothly and efficiently.

Schedules/Timing

The dates, times, or periods that tasks or steps need to be completed.  Step scheduling can be done based on absolute dates/times, or offsets based on when the workflow is started, when previous tasks/steps are started or completed, or on rules based on when specific actions or changes are enacted.

Together, these components form the foundation of any workflow, ensuring tasks are completed in an organized and controlled manner. Once you have defined the components you have a solid foundation and can develop a framework for success.

Advantages of workflow +

Workflow+ includes task automation and automated adjustment of user permissions at each workflow step. This feature ensures that your company files are managed and protected at the highest level of security. Users can also create automated workflow templates for approval routing or archiving.  Workflows can also launch parallel workflows to accommodate concurrent tasks, redirect an existing workflow, or change the schedule/timing using a different workflow structure.

Workflow+ is user friendly and can be used to manage your review and approval processes and includes a versatile customizable voting feature. The Workflow+ module is highly intuitive and saves time by allowing users to create and automate complex engineering workflows in minutes.

The Workflow management platform automatically notifies users at each step, either through conventional emails or internal notifications that appear in the users' Dashboard, or through both. Users can establish how often they receive internal notifications and through which mechanism they prefer.

Read the White Paper: Managing Technical Workflows in Real-Time

Why use engineering workflow management software?

Internally, Workflow+ can be used to create work process automation in small groups or across an organization to vastly increase project efficiency and ensure nothing falls through the cracks. Externally, it's a great way to connect with vendors, contractors, and customers. You can utilize Workflow+ to increase productivity and control key document-centric workflows, such as engineering change requests, drawing/document approval, file distribution, document processing, and document retention/archival. You can even integrate Workflow+ capability with Transmittals and RFIs/Submittals to initiate, track, and report on these key functions.

Benefits of workflow management software

The needs of engineers differ vastly from those of other departments. Organizations can design engineering workflows to manage the review and approval processes needed for quality and compliance management and to ensure no errors in prior specifications. Workflow+ helps organizations manage engineering workflows and the complex file relationships between them to eliminate human error from the equation.

Engineering workflow management software can streamline processes for a small business by improving key metrics like time to complete, by reducing delays caused by poor or inefficient communication with vendors, contractors, and customers. With integrated workflows, team members across various departments and organizations can seamlessly communicate changes and express ideas and solutions in a unified environment.

Benefits of disciplined engineering workflow management

What are the 8 stages of a workflow framework?

The eight stages of a workflow can vary depending on the process and its complexity, but an engineering workflow and document management system can significantly help to streamline each workflow stage by providing automation, organization, and real-time collaboration tools.  All ensure that workflows are well-planned, properly executed, and continuously refined for better outcomes. Here's a common framework and how an EDMS solution can help.

Initiation

This is the starting point of the workflow. It involves defining the need or problem and setting the goals, objectives, and scope of the workflow. It could also include gathering initial information and resources required to begin the process. An EDMS centralizes initial documents like project requests and proposals for easy access and collaboration, ensuring everyone starts from the same page. It also offers templates and predefined workflows to quickly initiate processes and ensure all necessary steps are followed while streamlining project management and enhancing team collaboration.

Planning

In this stage, the workflow is outlined in detail. Tasks are broken down into smaller, manageable activities, and resources are allocated. Deadlines are set, and roles and responsibilities are defined for each participant. An EDMS centralizes project plans, schedules, and resources, enabling tracking and version control of documents to keep all stakeholders updated. In parallel, it defines roles, assigns tasks, sets deadlines, and clarifies responsibilities, promoting accountability among team members.

Design

Workflow design focuses on creating a clear blueprint of the process. This includes defining the sequence of tasks, dependencies, and decision points. Workflow diagrams are created to visually represent how tasks/steps are connected. An engineering workflow and document management system streamlines the sharing and collaborative editing of design documents like workflow diagrams, allowing stakeholders to contribute while ensuring automatic updates and storage.  Meanwhile, the system helps map and automate workflows by defining task/step sequences, approvals, and dependencies, using a visual editor to simplify the design of complex processes for efficient collaboration.

Execution

This stage involves the actual completion of tasks as defined in the workflow plan. Participants begin carrying out their respective tasks, whether manually or through automation, following the workflow structure. An engineering workflow and document management system provides easy access to necessary documents and routes them for review or approval, automates task routing, notifications, and reminders to ensure timely completion while preventing delays and keeping tasks organized.

Monitoring and reporting

As tasks are being executed, this stage involves tracking progress, ensuring everything is on schedule, and identifying any problems or bottlenecks. Monitoring often includes real-time updates and feedback to help manage the workflow effectively. An EDMS enhances organizational efficiency by providing real-time document access and version control, ensuring everyone has the latest information. It tracks edits and access for a clear audit trail, and monitors task status through dashboards and reports, allowing managers to quickly identify bottlenecks and take corrective actions while streamlining processes and keeping teams informed.

Control

This stage is about managing deviations from the plan and making adjustments as needed. If issues arise or tasks are delayed, corrective actions are taken to get the workflow back on track. Control can include reassessing resources, timelines, or roles or starting different expediting workflows. An EDMS enhances efficiency and controls access to documents while ensuring that only authorized individuals can make changes. Simultaneously, integrated notifications provide alerts for tasks that are off track, enabling prompt managerial intervention and triggering corrective actions like task reassignment or deadline extensions to maintain workflow control.

Evaluation

After the workflow has been executed, evaluation is enabled to measure the results against the goals and performance metrics set as the goals/expectations. This stage assesses whether the objectives were met, identifies successes, and highlights opportunities for improvement. An EDMS stores all workflow documentation—such as reports, assessments, and feedback—allowing managers to access historical records to evaluate success and identify improvement areas. Meanwhile, the system tracks performance data like task completion times and accuracy, generating reports on effectiveness and providing tools for managers to assess whether objectives were met and pinpoint tasks/steps for enhancement.

Improvement

Based on the evaluation, this stage focuses on refining the workflow for future iterations. It involves learning from the execution, identifying inefficiencies, and implementing changes to optimize the process. Continuous improvement ensures that workflows become more efficient and effective over time. An EDMS centralizes lessons learned, feedback, and improvement suggestions, facilitating easy reference for future workflows and promoting continuous improvement. It provides analytics on past performance, enabling managers to adjust and optimize processes while automating changes based on feedback, ensuring workflows evolve over time.

In summary, an EDMS workflow manager streamlines tasks by automating processes, reducing errors, and enhancing efficiency. It improves collaboration among team members through centralized document management, enabling real-time information sharing. Workflow management assigns tasks, tracks progress, and clarifies roles to ensure accountability. Managers gain visibility over every workflow stage, allowing for effective monitoring and control. Furthermore, by analyzing past workflows, these systems enable continuous improvement and streamlined operations. Robust EDMS solutions, like ImageSite and EngineBox, provide the necessary tools to improve management and enhance transparency in workflows.

What are the 8 stages of a workflow framework?

The eight stages of a workflow can vary depending on the process and its complexity, but an engineering workflow and document management system can significantly help to streamline each workflow stage by providing automation, organization, and real-time collaboration tools.  All ensure that workflows are well-planned, properly executed, and continuously refined for better outcomes. Here's a common framework and how an EDMS solution can help.

Initiation

This is the starting point of the workflow. It involves defining the need or problem and setting the goals, objectives, and scope of the workflow. It could also include gathering initial information and resources required to begin the process. An EDMS centralizes initial documents like project requests and proposals for easy access and collaboration, ensuring everyone starts from the same page. It also offers templates and predefined workflows to quickly initiate processes and ensure all necessary steps are followed while streamlining project management and enhancing team collaboration.

Planning

In this stage, the workflow is outlined in detail. Tasks are broken down into smaller, manageable activities, and resources are allocated. Deadlines are set, and roles and responsibilities are defined for each participant. An EDMS centralizes project plans, schedules, and resources, enabling tracking and version control of documents to keep all stakeholders updated. In parallel, it defines roles, assigns tasks, sets deadlines, and clarifies responsibilities, promoting accountability among team members.

Design

Workflow design focuses on creating a clear blueprint of the process. This includes defining the sequence of tasks, dependencies, and decision points. Workflow diagrams are created to visually represent how tasks/steps are connected. An engineering workflow and document management system streamlines the sharing and collaborative editing of design documents like workflow diagrams, allowing stakeholders to contribute while ensuring automatic updates and storage.  Meanwhile, the system helps map and automate workflows by defining task/step sequences, approvals, and dependencies, using a visual editor to simplify the design of complex processes for efficient collaboration.

Execution

This stage involves the actual completion of tasks as defined in the workflow plan. Participants begin carrying out their respective tasks, whether manually or through automation, following the workflow structure. An engineering workflow and document management system provides easy access to necessary documents and routes them for review or approval, automates task routing, notifications, and reminders to ensure timely completion while preventing delays and keeping tasks organized.

Monitoring and reporting

As tasks are being executed, this stage involves tracking progress, ensuring everything is on schedule, and identifying any problems or bottlenecks. Monitoring often includes real-time updates and feedback to help manage the workflow effectively. An EDMS enhances organizational efficiency by providing real-time document access and version control, ensuring everyone has the latest information. It tracks edits and access for a clear audit trail, and monitors task status through dashboards and reports, allowing managers to quickly identify bottlenecks and take corrective actions while streamlining processes and keeping teams informed.

Control

This stage is about managing deviations from the plan and making adjustments as needed. If issues arise or tasks are delayed, corrective actions are taken to get the workflow back on track. Control can include reassessing resources, timelines, or roles or starting different expediting workflows. An EDMS enhances efficiency and controls access to documents while ensuring that only authorized individuals can make changes. Simultaneously, integrated notifications provide alerts for tasks that are off track, enabling prompt managerial intervention and triggering corrective actions like task reassignment or deadline extensions to maintain workflow control.

Evaluation

After the workflow has been executed, evaluation is enabled to measure the results against the goals and performance metrics set as the goals/expectations. This stage assesses whether the objectives were met, identifies successes, and highlights opportunities for improvement. An EDMS stores all workflow documentation—such as reports, assessments, and feedback—allowing managers to access historical records to evaluate success and identify improvement areas. Meanwhile, the system tracks performance data like task completion times and accuracy, generating reports on effectiveness and providing tools for managers to assess whether objectives were met and pinpoint tasks/steps for enhancement.

Improvement

Based on the evaluation, this stage focuses on refining the workflow for future iterations. It involves learning from the execution, identifying inefficiencies, and implementing changes to optimize the process. Continuous improvement ensures that workflows become more efficient and effective over time. An EDMS centralizes lessons learned, feedback, and improvement suggestions, facilitating easy reference for future workflows and promoting continuous improvement. It provides analytics on past performance, enabling managers to adjust and optimize processes while automating changes based on feedback, ensuring workflows evolve over time.

In summary, an EDMS workflow manager streamlines tasks by automating processes, reducing errors, and enhancing efficiency. It improves collaboration among team members through centralized document management, enabling real-time information sharing. Workflow management assigns tasks, tracks progress, and clarifies roles to ensure accountability. Managers gain visibility over every workflow stage, allowing for effective monitoring and control. Furthermore, by analyzing past workflows, these systems enable continuous improvement and streamlined operations. Robust EDMS solutions, like ImageSite and EngineBox, provide the necessary tools to improve management and enhance transparency in workflows.

Additional EDMS Features