Workflow management

Digital transformation through efficient Workflow management

In times of globalization and increasing networking, manual workflows hinder the development of companies by promoting disruptions, often representing sources of error and slowing down processes. Dependence on the know-how of certain employees and the associated lack of transparency in business processes is becoming an ever-growing problem. Imagine such an employee quitting his job at short notice without preparing a comprehensive handover protocol, what does that mean for your company?

Don't let it get that far!
Digitize and improve your processes with the introduction of IT-supported workflows, such as with the HEINZELMANN Service.Desk workflow module.

Service management:
Successful automation!

For more efficiency, higher employee satisfaction and economic sustainability.

What is meant by "workflow management"?  

Business processes are activities that determine everyday work. They describe which individual activities are required to achieve a business goal. Workflows, on the other hand, represent the technical implementation of these steps. Workflows have a trigger, consist of several work steps that always follow the same pattern, run one after the other or in parallel and have a defined end. Activities are assigned to different roles within a workflow, everyone gets their task. In addition, they provide information, tools and documents to successfully complete a business processn to be able to.  
Many companies still cling to manual workflows. For example, a document is sent by e-mail to a second person who, after filling it out, forwards the document to a third party.  
If software is used to map such a process, valuable results can be achieved for the company.  

In summary, a workflow describes when, how and who carries out the underlying business process with which technical tools.

Improve your business processes by digitizing your workflows!

With the introduction of such a workflow management system, existing processes in the company can be accelerated and the potential for errors reduced to a minimum. Not only increase the productivity of your employees, but also their efficiency and creativity. If you invest in a system like the HEINZELMANN, you are investing in the satisfaction of your employees at the same time. And you know best: Your employees are your greatest asset!  

Wondering how this works? 

The digitization of your processes ensures that more time is freed up that previously flowed into administrative activities or additional communication effort. In addition, it creates transparency. The workflowOwner of for example, has the advantage that he able to act at all times. He knows which steps are being processed at which point and which are being delayed. In addition, work steps are visualized for authorized persons and thus replace tried and tested ones That's it-do lists. 

Make decisions faster, implement measures more quickly and reduce throughput and idle times with the workflow module. A new sub-process becomes namely only dann started when can Start conditions for this are met, i.e. when a certain point in time has been reached or the step has been completed beforehand. And not only does your IT department benefit from this, efficient workflow management can be used across departments. 

Services from departments such as facility management, HR, customer care, etc. can be digitized as well as IT processes.

How do workflows pay off?  

Analyze the current situation so that you can find out how automating your processes pays off. Ask yourself how much effort is currently being caused by the processes! Are all steps of the business process known?  

An example from everyday life:  

Your HR department wants to hire a new employee. Before his first day of work begins, various proceat to be run through. To have to a phone number and an emailAddress created, business cards besand the workplace set up. Several departments are involved in these processes, labor costs as well as personnel costs are incurred. If you have an overview of these numbers, you can calculate what digitization of this process can achieve.  

Companies that have workflow automation in mind are well prepared for their digital transformation and for the future.



  • Ensuring and optimizing work processes
  • Increase in productivity, efficiency and transparency of recurring and ITIL-compliant processes
  • Less communication effort
  • Ensuring a correct distribution of tasks and information
  • Reduction of transit and idle times
  • Uncovering internal deficits and reducing errors
  • Faster access to information and documents
  • Simplification of the monitoring of the processes
  • Make decisions and actions faster
  • Flexible adjustment of work processes and employee organization
  • Improving employee satisfaction
  • Evaluation of workflow processes and targeted inclusion of necessary process changes through reports
  • Increasing economic sustainability



  • Equip new employees as quickly and precisely as possible
  • Bring new applications to market in half the time and at lower cost
  • increase the pace of innovation
  • Deploy IT service personnel to higher value tasks


In general, all standardized tasks can be automated relatively easily and without any problems:
Approve vacation requests, data breach reporting requirements, release documents, approve bills, open customer accounts, process insurance claims, process product orders, create invoices, follow up customers and business contacts, etc.

HEINZELMANN WORKFLOW makes recurring and ITIL-compliant processes transparent and efficient in the long term. By determining the "critical path" you always have control over the possible compliance with the end dates. You can quickly identify when unforeseen disruptions arise, react accordingly and always have an overview of whether changes affect the due date.

Automate process management with the HEINZELMANN!

A new employee has been hired in your administration. Not only does she need an equipped workplace, she needs access to a wide variety of software, perhaps an employee ID card or several keys. Ideally, there is a workflow consisting of ticket sequences that are dependent on each other, which can be checked at any time to ensure that the "critical path" and compliance with the end dates are taken into account. Roles involved in the 'New Employee' workflow are informed precisely when their part in the overall process has to be completed. In this way, everyone involved is always automatically informed at the right time if they are to carry out their part in the overall process.

The great thing is that there are also reports! These help to evaluate the course of the workflow and to include necessary changes in the current process. Only by building up the necessary understanding of the process can cumbersome work steps be optimized and simpler ones implemented for the next time.

And this is how it works:

  • With the initial ticket you start a workflow, eg the provision of a workplace for a new employee
  • Tickets with predefined due dates and consequences are now automatically addressed to the affected groups and employees, e.g. ordering a PC and/or telephone, preparing a workplace, creating an account, assigning a telephone number, ordering business cards, ...
  • Depending on the completion of the previous tasks or the time component, notification of the next necessary activity is automatically sent to the corresponding group, eg “Set up an e-mail account” to IT administration or “Print business cards” to Marketing
  • The initiator of the workflow is always up to date and can monitor compliance with the time window and the "critical path".
  • The person responsible for the process can react at any time and adjust the process if necessary. With each change, all start and end times are recalculated

Elements of a workflow:

  • every workflow has one trigger and one Completion
  • it consists of several work steps (activities, actions, activities), the sequential and/or parallel expire
  • he keeps running after the same or a similar scheme ab
  • he owns one defined statewhen an activity completes successfully or is canceled
  • the workflow assigns activities to different roles (=participants), who are represented either by a person or by the system
  • the workflow Information, tools and documents availablewho use the roles to realize and carry out the activities.


test for free or purchase directly
The price for our HEINZELMANN solution depends on the supporters/employees who process your tickets. The starter version of HEINZELMANN with three supporter licenses including one admin costs only €1.095,00. Talk to us, we will be happy to make you an individual offer.

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