Let’s Give In to the Millennials and Update or Rewrite All Our Processes
I can now see IT teams cringe, stomp their feet, or maybe cry. All that hard work and understanding, tricks of the trade dealing with difficult tools reinvented again, although probably not difficult for the IT folks. If you are an expert, your boss will of course ask how fast processes can be written. It seems in every organization, at least all those I have worked for, the answer required is, “Yesterday.” Sorry. I know the feeling.
At the heart of the digital workplace is the task of not just finding information, but finding information and automating mundane, tedious tasks, and using the time saved for more productive work that can add value to the organization. Workflows are often complex, and become more complex when developing and deploying those workflows that will span both on-premises and cloud environments. According to Real Story Group, “As complexity of workflow increases, you will need to use other tools to model those workflows, and you will probably need multiple tools, including Visio, Visual Studio, and perhaps even the Workflow SDK. Depending on your technical skills and licensing arrangements, this could be cumbersome and expensive.”
This approach is resource intensive and requires a high level of expertise and testing to ensure the workflows are working correctly. There are tools offered by vendors that provide this functionality, with rules being built by subject-matter experts in addition to IT teams. Some classification and taxonomy products will provide the capability to develop complex workflows, with several actions performed depending on criteria that have been met. For example, creating a workflow that will identify privacy or confidential descriptors and phrases in real time from within the content of the document, automatically populate the Term Store, change the content type, and route documents containing an exposure to a protected repository, so they are automatically protected, eliminated from search, and prevented from portability.
To achieve this using Microsoft tools can be complicated. Evaluating products where this sequence of events can be written and tested in minutes reduces costs and resources, and enables the proliferation of workflows that eliminate end user actions, to reduce risk and provide business value. Ideally, workflows should work in any environment enabling the same automated workflows to be deployed across the enterprise.
Almost all our clients use workflows to eliminate data breaches, to declare documents of record and, more simply, just to automate business process workflows within their organizations, based on the meaning of content. Sounds simple enough. How is your organization addressing these issues? Is it with the right tools?