3 min.

Workflow Automation

Workflow automation is the key to efficient business processes: The approach describes the use of tech­no­logies to auto­matize work­processes. The technologies, which are often AI-based, enable the seamless inte­gration, execution and monitoring of tasks and steps within a work­flow. The main goal of work­flow auto­mation is to identify work­tasks that can be auto­mati­ed with tools. This leads to faster, more precise execution of tasks, which increases efficiency and productivity.
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The basis for this increased efficiency is the use of rule-based logic, such as “if-then” rules, which can be used to automate processes and tasks. An illustrative example can be found in customer service: When a customer inquiry is received by email, a ticket is created in the system and assigned to the relevant employee. Another key tool is conditional branching: Here, different actions are executed based on different conditions, such as specific customer segments or product categories. This leads to customized solutions.

Workflow automation makes it possible to increase productivity, minimize errors and make optimal use of resources. The precise control of tasks creates the basis for agile and efficient company management.

Types of workflow automation

A distinction can be made between static and dynamic workflow automation: Static automation refers to predefined processes that are used in recurring situations. No external variables are taken into account here, only “if-then” rules are followed. Dynamic automation uses flexible and customizable automation rules. This makes it possible to respond to changing conditions and complex scenarios.

Dynamic automation not only reacts to specific words or data, but can also capture context and semantics to trigger customized actions. This is illustrated by the following example: a company that manages contracts from different suppliers can use dynamic workflow automation to ensure flexible processing, taking into account real-time data and changing conditions: Instead of only reacting to fixed delivery dates, Workflow Automation can take into account variable factors such as current stock levels.

Advantages of workflow automation

The automation of workflows offers a number of advantages:

Time saving: the automatic execution of tasks eliminates time-consuming manual steps and therefore shortens working times.

Error minimization: Automating (repetitive) tasks reduces human error.

Increased efficiency: Automated workflows run more smoothly and without delay. The seamless sequence of steps ensures efficient use of the time available.

Scalability: Workflow automation can be flexibly adapted to growing requirements: New tasks can be easily integrated into existing workflows and additional steps can be added.

Cost reduction: The automation of tasks leads to a reduction in manual workload. This can reduce personnel costs.

Transparency: Workflow automation enables clear tracking of tasks and processes.

One platform,
endless possibilities.

ExB is an Intelligent Document Processing platform that transforms unstructured data from any type of document into structured results. Our AI-based software can not only extract all relevant information from your documents, but also understand them. This allows you to automate your processes and save both time & money, while improving your customer experience and employee satisfaction. Win-win. 


Application areas of workflow automation

The areas of application for workflow automation are diverse and by no means industry-specific. In day-to-day operations, workflow automation can support the distribution of tasks to specific employees according to due date, workload and other criteria.

In finance, for example, workflow automation can optimize the processing of invoices and the release of payments. It plays a crucial role by automating the entire process (from the capture of invoice data to the final release of payment), reducing errors and avoiding delays.

The automation of workflows also opens up a wide range of opportunities to improve processes in the healthcare sector: for example, the automation of billing processes can facilitate the correct billing of medical services with health insurance companies. This reduces the bureaucratic burden on hospitals and medical practices.

Another application example of (static) workflow automation can be found in document processing: incoming inquiries containing the word “complaint” can be automatically forwarded to the customer service provider or quality management.

In the logistics sector, supply chain optimization provides a clear example of dynamic workflow optimization. Here, various factors are taken into account in order to react quickly to changing conditions (e.g. stock levels, transport routes).

Accounting automation is a very profitable example of automation in all industries and companies with accounting obligations.

RPA vs. workflow automation

Robotic process automation (RPA) is designed to automate individual tasks. RPA systems aim to take over certain recurring actions that would otherwise have to be carried out manually. This includes, for example, updating information in databases.

Workflow automation, on the other hand, takes care of a whole range of tasks and not only handles individual, isolated tasks, but also takes into account the connections between the individual steps of a process. Workflow automation enables the seamless handling of complex processes and can connect decision points.

Workflow automation with AI & ExB

Workflow automation uses advanced AI-based technologies to automate tasks. Intelligent Document Processing goes one step further and uses AI to understand documents like a human and process them accordingly. The symbiosis of both approaches enables the seamless integration of workflows. Contact us without obligation and find out more about the topic.


Written by:

Dr. Ramin Assadollahi

CEO & Gründer ExB

Dr. Ramin Assadollahi is a computational linguist, inventor and clinical psychologist and is considered one of the AI thought leaders in Germany.
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