When approvals disappear into email inboxes for days and key information gets lost between Excel spreadsheets and departments, process chaos is inevitable. And in today’s world, businesses and organisations simply can’t afford that. Especially in times of digitalisation, AI, skills shortages and increasing time pressure, leaving inefficient processes to chance is no longer an option. A workflow engine offers a clear solution: it enables automated data flows, connects systems via interfaces, reliably manages every task, and relieves users of repetitive work. Whether modelled using BPMN 2.0, configured through an intuitive user interface, or customised with scripting – modern business process engines provide everything needed for seamless process automation.
In this blog post, we’ll show you how a powerful process engine can help you digitise workflows, orchestrate services, and future-proof your platform.
What is a Workflow Engine? — Simply Explained
A workflow engine is a specialised software component designed to manage business processes in a systematic, rule-based and automated way. It forms the core of modern workflow automation, ensuring that tasks are routed to the right people or systems at the right time – based on defined rules, events and interfaces.
Workflow Engine: Focused on Technical Execution
Unlike a traditional workflow management system or general BPM software, a workflow engine focuses purely on the technical execution of processes. Whether it’s approval workflows, release procedures, onboarding or invoice processing – the engine works behind the scenes to ensure everything runs smoothly and according to predefined rules.
How a Workflow Engine Works
- Rules and events define how the process flows
- Services and interfaces connect external systems (e.g. ERP, DMS, email)
- Deployment and configuration allow quick adaptation to new requirements
- The engine handles execution – automated, transparent and traceable
As part of process automation, a workflow engine is a central element of any BPM solution. It helps reduce manual steps, avoid errors, and increase efficiency across the organisation.
Why Do You Need a Workflow Engine?
Imagine if holiday requests, invoice approvals or onboarding processes could run entirely on their own – transparently, quickly and without errors. That’s exactly what a workflow engine does. It translates business processes into digital workflows – no more paperwork or email chaos. It ensures that defined rules, events and responsibilities interact automatically.
Typical use cases include:
- Invoice approvals: including multi-level authorisation and ERP integration
- Holiday requests: automated from submission to final confirmation
- Onboarding processes: guiding new employees seamlessly through all steps
- Service workflows: for example, in customer or IT support
Thanks to interfaces, the workflow engine can be easily integrated into existing systems such as DMS or ERP platforms. This creates smooth collaboration between departments, IT and existing applications – without media disruptions. And the best part: many solutions today can be configured using low-code or no-code platforms – no programming skills required. This empowers business departments to model and adapt processes independently.
Enabler for Smart Business Process Management
The result: greater transparency, shorter turnaround times, scalable processes and fewer errors. A workflow engine is not just a tool for IT professionals – it’s a true enabler for smart business process management (BPM).
How a Workflow Engine Works – In Detail
When people think of workflow automation, they often imagine complex IT processes. But in reality, a modern workflow engine is the heart of any BPM system. It enables recurring processes to be structured, automated and flexibly adapted at any time. But how does it actually work?
The Building Blocks of a Workflow Engine
A workflow engine consists of clearly defined components – all interconnected to manage a process efficiently and according to rules. Each component can be individually configured to meet the organisation’s needs – without requiring deep IT knowledge:
- Tasks: individual steps, executed manually or automatically
- Triggers: events that start or advance a process (e.g. receiving a document)
- Rules: conditions that determine branching or decision-making
- Roles: assigning responsibilities – who can do what, when and how
Example: A Digital Workflow in Action
Let’s say an invoice arrives via email. A process like this can be visualised and configured intuitively – often with just a few clicks:
- Event: Email with attachment is received
- Trigger: The workflow engine detects the document and initiates the approval process
- Rule: Amounts over £5,000 must be approved by the finance lead
- Task: The system automatically assigns the task to the responsible team member
- Service & Interface: The workflow communicates directly with the DMS and ERP systems – without media disruption
- Completion: After final approval, the invoice is archived and marked as completed in the system
No-Code/Low-Code: Configure Instead of Code
Modern workflow engines are built on no-code or low-code platforms. This means even business departments can model processes independently – using drag & drop, without writing a single line of code. This not only speeds up implementation but also reduces dependency on IT resources – a major advantage in times of digital transformation.
4 Major Challenges When Introducing a BPM Engine
The benefits of a workflow engine are clear: greater efficiency, less manual work, and transparent processes. But the path to achieving this is not always without obstacles. Anyone looking to implement workflow automation should first understand the typical challenges – and know how to address them. Introducing a workflow engine is more than just a technical project; it’s a strategic step towards digital maturity. Those who recognise and proactively tackle common hurdles lay the foundation for successful workflow automation across the entire organisation.
1. Technological Complexity vs. User-Friendliness
Modern workflow engines are powerful – but that power can be intimidating. Numerous rules, events, interfaces and configuration options make these systems flexible, but also complex. The solution: a good workflow engine should be intuitive to configure despite its capabilities – ideally through a low-code or no-code interface. This allows business departments to map and automate their own processes without deep IT knowledge.
2. Gaining Employee Buy-In
Technology is only half the story – the other half is people. Employees need to understand, accept and use the new solution in their daily work. That’s why it’s essential to communicate changes clearly, offer training, and involve “power users” early on who can act as internal champions. Only then can the introduction of a BPM system lead to a true cultural shift.
3. Integration into Existing IT Landscapes
No company starts from scratch. Whether it’s ERP, DMS, CRM or ticketing systems – a workflow engine must integrate seamlessly into the existing environment. The key here is connectivity: APIs, webhooks or connectors should be available to ensure data flows automatically and silos are avoided. Effective business process management thrives on integration.
4. Data Protection and Process Ownership
When handling sensitive data, security is paramount. Process ownership, access control and compliance are therefore critical. The chosen solution must be GDPR-compliant and offer the ability to clearly define permissions, roles and approvals – ideally rule-based. This is the only way to build trust in automation.
Why Modern Businesses Rely on Workflow Engines
Organisations are under increasing pressure to make their processes efficient, flexible and sustainable. Workflow engines play a central role in this by enabling the automation of business processes and delivering key advantages:
- Competitive edge through automation: Automated processes increase efficiency and reduce the risk of errors.
- Flexibility for business departments: Workflow engines empower departments to model and adapt processes independently, without relying on IT. This boosts agility and responsiveness to changing demands.
- Sustainability through paperless processes: Digitising documents and workflows helps reduce paper consumption and supports sustainable business practices.
Workflow Automation with the d.velop process studio
The d.velop process studio offers a powerful solution that combines the following benefits:
- Intuitive operation: With a user-friendly interface, the d.velop process studio enables users without programming skills to create and manage workflows. The no/low-code approach lowers entry barriers and promotes adoption across the organisation.
- Visual modelling: Based on the BPMN 2.0 standard, processes can be modelled visually. This improves understanding of complex workflows and supports clear communication between departments.
- Integration with existing systems: The d.velop process studio integrates seamlessly with systems such as d.velop documents, Microsoft 365, SAP and Salesforce. This allows centralised control of documents and processes within familiar working environments.
Conclusion: More Than Just a Nice-to-Have
Workflow engines are no longer just a “nice-to-have” – they are a strategic lever for efficiency, flexibility and future-readiness. Companies that automate their processes benefit not only from faster workflows and reduced costs, but also strengthen their capacity for innovation and competitiveness. With intuitive tools like the d.velop process studio, even complex workflows can be easily modelled, managed and integrated into existing system landscapes. The results: less manual work, clearer processes, and a way of working that is both digital and sustainable. Those who automate today secure tomorrow’s competitive edge.
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FAQ
What is the difference between a process and a workflow?
A process refers to a series of related steps aimed at achieving a specific goal. A workflow, on the other hand, represents the structured flow of these steps – often supported by a workflow engine, which enables automation and modelling using tools like BPMN 2.0 and a low-code platform. With a business process engine (BPM engine), organisations can optimise digital processes and workflows by automating tasks and rules, integrating with other systems, and managing everything via a user-friendly API or dashboard.
What is an example of a data workflow?
A common example of a data workflow is the automated invoice approval process within a company, managed by a workflow engine. In this scenario, digital workflows are modelled to automate tasks such as analysing, validating and scaling data, as well as integrating with other systems (e.g. ERP). A BPM system monitors and controls the process, while a low-code platform allows for easy configuration and customisation of interfaces.
What is an automated workflow?
An automated workflow is a process executed with the help of a workflow engine or BPM engine, where tasks and data flows are carried out automatically based on predefined rules and events – without manual intervention. These workflows are typically modelled using BPMN 2.0 standards and configured via a low-code platform. They can be integrated into existing software environments and managed through an intuitive user interface.