IFS Cloud Workflows: Enabling Adjustments and Improvements of Business Processes

IFS Cloud Workflows: Enabling Adjustments and Improvements of Business Processes

Introduction

In today’s rapidly evolving business landscape, organizations are under constant pressure to optimize operations, reduce manual effort, and respond swiftly to changing market demands.

IFS Cloud Workflows provide a powerful, flexible framework for automating, validating, and enriching business processes across industries. By leveraging a visual, low-code environment and deep integration with business events, IFS Cloud Workflows empower IT managers and business process analysts to streamline operations, enforce business rules, and drive continuous improvement—without the need for extensive custom development.

Scope: This article explores the core concepts, architecture, key features, real-world applications, and best practices for IFS Cloud Workflows.

Core Concepts and Architecture

What Are IFS Cloud Workflows?

IFS Cloud Workflows are sequences of automated tasks designed to process business data, interact with users, and integrate with both internal and external systems. They are built on the Business Process Modeling Notation (BPMN) standard, ensuring clarity and alignment between business and IT stakeholders.

Types of Workflows

IFS Cloud supports three primary workflow types. Below is a breakdown of their specific roles:

1. User Interaction

Purpose: Prompt users for additional information via forms.

Trigger: Specific actions (Create, Read, Update) within an IFS Projection.

Key Feature: Presents forms in the Web client to collect data for decision-making.

2. Validation

Purpose: Enforce business rules and prevent errors.

Trigger: Projection actions or custom business events (Before/After).

Key Feature: Displays error messages and halts transactions using the IFS Failure Event.

3. Process Enrichment

Purpose: Automate data creation or modification.

Trigger: Linked to actions or events (Before, After, or Asynchronous).

Key Feature: Invokes internal operations (CRUD) to enrich processes including background jobs.

Workflow Triggers and Integration

  • Projection Actions: Attach workflows to CRUD operations to ensure automation at the right moment.
  • Event Actions: Trigger workflows in response to status changes or approvals.
  • Cascading Workflows: Enable complex, multi-step automation where one workflow triggers another.

Key Features and Functionality

Workflow Designer Capabilities

A visual, low-code tool leveraging BPMN:

  • Drag-and-Drop Interface: Accessible to non-technical users.
  • Version Control: Ensures stability and traceability.
  • Simulation: Debug issues before deployment.
  • Monitoring: View execution logs for optimization.

User Interaction Forms

  • Customizable Forms: Design specific data collection points.
  • Multi-Step Interactions: Guide users through task sequences.
  • Validation Logic: Ensure data quality before submission.

Automation Features

  • Eliminate Manual Tasks: Free up human resources.
  • Process Enrichment: Auto-update data during transactions.
  • Async Processing: Run background jobs (e.g., emails) without blocking.

Integration Points

  • Event-Driven: Real-time automation via projection actions.
  • Native IFS Integration: Connects Finance, SCM, and Manufacturing.
  • AI & IoT: Embed intelligent data for real-time automation.

Real-World Examples

Manufacturing: Streamlining Operations

Scenario: Modernizing ERP to boost efficiency and automate routine tasks.

Implementation:
  • Automated inventory updates and scheduling.
  • Integrated shop floor sensor data.
  • Enforced quality checks via validation workflows.

Outcome: Significant efficiency gains and real-time decision-making.

Construction: Project Management

Scenario: Managing complex project approvals and financial reconciliation.

Implementation:
  • Automated milestone approvals and budget changes.
  • Triggered document generation via business events.
  • Ensured data consistency across modules.

Outcome: Improved transparency and reduced financial errors.

Best Practices for Effective Workflows

  • 1. Start Clear: Define pain points and KPIs. Start with simple, high-impact workflows.
  • 2. Choose the Right Type: Use User Interaction for inputs, Validation for rules, Enrichment for background tasks.
  • 3. Use Templates: Accelerate development with the visual Designer and pre-made templates.
  • 4. Event Integration: Attach workflows to specific Projection calls or CRUD operations.
  • 5. Data Quality: Validate early. Assign data stewards.
  • 6. Test & Monitor: Use troubleshooting mode and review execution logs regularly.
  • 7. Document: Keep documentation up to date and train users on new workflows.
  • 8. Governance: Integrate data strategy into design. Migrate only clean data.
  • 9. Automate: Identify repetitive manual tasks and integrate via REST APIs.

Conclusion

IFS Cloud Workflows offer a comprehensive, flexible, and scalable solution for automating, validating, and enriching business processes.

Key Benefits:

Eliminate Manual Tasks
Accelerate Processes
Enhance Agility
Lower Costs

Recommendations: Start with process mapping, engage cross-functional teams, and continuously monitor performance. As digital transformation accelerates, IFS Cloud Workflows will be a key enabler for maintaining competitiveness.

Appendix: Workflow Types Summary

Workflow Type Purpose Typical Use Case Triggered By Timing Options
User Interaction Collect additional user input Prompting for extra data during a transaction Projection Action After
Validation Enforce business rules Blocking invalid transactions Projection/Event Action Before, After
Process Enrichment Automate data creation Updating related records Projection/Event Action Before, After, Async

This article is based on the official IFS Cloud documentation. For further details, refer to the IFS Cloud Business Process Automation Documentation.

Frequently Asked Questions (FAQ)

No. IFS Cloud Workflows are classified as Configurations (or Tailoring). Because they are built using the native BPA (Business Process Automation) framework and stored as configuration data, they do not require code compilation. This significantly reduces the effort required during IFS Cloud generic updates compared to traditional code-based customizations (CRIM).

IFS Cloud Workflows utilize a Low-Code/No-Code environment based on standard BPMN. While you do not need to be a developer to build them, understanding the underlying IFS data structure (Projections and Entities) is highly beneficial. For advanced logic, knowledge of basic expression syntax is helpful, but full-scale coding (Java/PLSQL) is generally not required.

They can replace a significant portion of them, particularly for validation logic and simple data updates. Workflows are preferred over Custom Events because they offer a visual interface and better debugging tools. However, for extremely high-volume data processing or complex algorithmic calculations, native PL/SQL or server-side logic may still be more performant.

IFS Cloud includes a built-in Workflow Troubleshooting mode. When enabled, you can view the execution path of a workflow instance visually in the designer, seeing exactly which path was taken and what data was passed at each step. This allows for rapid diagnosis of logic errors or missing data inputs without needing to parse complex server logs.

Generally, the impact is minimal. However, because workflows run on the application layer, poorly designed workflows (e.g., infinite loops or excessive queries) can impact user experience. Best practice dictates using Asynchronous execution for "Process Enrichment" tasks that do not require immediate feedback, keeping the user interface snappy.