Top five varieties of SharePoint workflows that enhance business processes

What Does 'Workflow' Really Mean in the Business World?

'Workflow' has become a buzzword in the business world, but what does it truly signify?

In today's fast-paced business landscape, automation is the cornerstone of efficiency, bringing speed and precision to business processes. Workflows are systems designed to automate these processes, usually consisting of four main components:

1. Tasks: Activities to be performed in a set sequence or based on certain business rules.
2. Concerned Department/Role/Individuals: Personnel responsible for completing the tasks from specific departments or roles.
3. Results: The final outcome or output of each step.
4. State: The status of the project as it progresses through different stages.

Workflows can cover a range of tasks, from collecting signatures from relevant personnel to tracking the status of projects. They enable organizations to automate tasks, improve collaboration, and enhance overall productivity.

Microsoft SharePoint is a powerful platform for building efficient and customized workflows. In this blog, we'll explore the world of SharePoint workflows and discover different types that can significantly streamline your business processes. Let’s dive in!

What is a SharePoint Workflow?

SharePoint workflows are structured collections of activities, or mini-programs, consisting of several steps designed to complete a task or project. These programs run within the SharePoint environment, automating various business processes to reduce manual effort and speed up operations. They bring efficiency and consistency to the daily tasks and processes an organization performs. Here are some examples of workflows used 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 Major Steel Manufacturing Company

Why Implement SharePoint Workflows?

SharePoint development enables the creation of customized workflows tailored to the unique needs of any company. By creating SharePoint workflows, organizations can set up sequences of activities and tasks that need to be completed by designated team members. These workflows automate and digitize tasks, ensuring that processes are followed systematically and consistently. This not only streamlines decision-making but also fosters a collaborative environment within the organization.

Five Commonly Used SharePoint Workflows to Consider

1. Approval Workflows

These are the most common type of SharePoint workflows. Approval workflows are crucial for many business processes, ensuring that documents, requests, or projects go through the appropriate channels for review and authorization. SharePoint transforms manual approval steps into digitized processes. For example, when an employee submits a leave request, an approval workflow routes the request to the respective managers for approval, maintaining a seamless and auditable process.

2. Document Review Workflows

In today's digital age, document collaboration is common in most organizations. Document review workflows efficiently manage this collaboration. With these workflows, documents are automatically sent to designated reviewers for feedback and edits, ensuring thorough review and refinement before finalization. Click Here for an insightful post detailing a Document Approval Workflow System.

3. Notification Workflows

Notification workflows are excellent for keeping individuals or departments informed about 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 notifications to the relevant individuals or teams. This eliminates the need for manual follow-ups and ensures everyone stays in the loop.

4. Collect Feedback Workflows

Collecting feedback from stakeholders is integral to process improvement. SharePoint workflows can automate the feedback collection process. For example, 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 helps make informed decisions and refine processes based on real-time feedback.

Key Benefits of Utilizing SharePoint Workflows

SharePoint workflows offer numerous benefits that make business processes effortless. Here’s a glimpse of these benefits:

• Streamlines mundane business operations
• Reduces human errors
• Ensures faster approval processes
• Increases process accuracy
• Fosters smooth communication between departments
• Retains important business data

Concluding Thoughts

SharePoint workflows streamline, automate, and digitize several critical business processes, saving significant time and costs by speeding up operations.

We are a renowned provider of SharePoint development and consulting services with offices in Cincinnati, USA, and Pune, India. We specialize in developing bespoke solutions such as SharePoint intranet solutions, SharePoint workflows, and more for global organizations across various industries, including Software, Retail, Manufacturing, Public Utility, Healthcare, Oil and Gas, and others.

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Consult with us today for details. Write to us at 1point1.com/contact-us.

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