Process Definition Tool: A graphical or textual tool for defining the business process. Each activity within the process is associated with a person or a computer application. Rules are created to determine how the activities progress across the workflow and which controls are in place to govern each activity. Some workflow systems allow dynamic changes to the business process by selected people with administrative clearance.

Simulation, Prototyping and Piloting: Some systems allow workflow simulation or create prototype and/or pilot versions of a particular workflow so that it can be tried and tested on a limited basis before it goes into production.

Task Initiation and Control: The business process defined above is initiated and the appropriate human and IT resources are scheduled and/or engaged to complete each activity as the process progresses.

Rules Based Decision Making: Rules are created for each step to determine how workflow-related data is to be processed, routed, tracked, and controlled. As an example, one rule might generate email notifications when a condition has been met. Another rule might implement conditional routing of documents and tasks based on the content of fields. Still another might invoke a particular application to view data.

Document Routing: In simple systems, this might be accomplished by passing a file or folder from one recipient to another (e.g., an email attachment). In more sophisticated systems, it would be accomplished by checking the documents in an out of a central repository. Both systems might allow for redlining of the documents so that each person in the process can add their own comments without affecting the original document.

Invocation of Applications to View and Manipulate Data: Word-processors, spreadsheets, GIS systems, production applications, etc. can be invoked to allow workers to create, update, and view data and documents.

Worklists: These allow each worker to quickly identify their current tasks along with such things as due date, goal date, priority, etc. In some systems, anticipated workload can be displayed as well. These systems analyze where jobs are in the workflow and how long each step should take, and then estimate when various tasks will reach an individual’s desk.

Task Automation: Computerized tasks can be automatically invoked. This might include such things as letter writing, email notices, or execution of production applications. Task automation often requires customization of the basic workflow product.

Event Notification: Staff and/or managers can be notified when certain milestones occur, when workload increases, etc.

Distribution (Routing) Lists for Messages/Mail: Distribution lists can be created for sending ad-hoc messages among the staff.

Process Monitoring: The system can provide valuable information on current workload, future workload, bottlenecks (current or potential), turn-around time, missed deadlines, etc.

Access to Information over the World Wide Web: Some systems provide Web interfacing modules in order to provide workflow information to remote customers, suppliers, collaborators, or staff.

Tracking and Logging of Activities: Information about each step can be logged.

Administration and Security: A number of functions are usually provided to identify the participants and their respective privileges as well as to administer routines associated with any application (e.g., file back-ups, archiving of logs).