Häufig gestellte Fragen
What distinguishes workflow automation from RPA?
Workflow automation controls business processes within a system's defined logic using rules, triggers, conditions and actions, often modelled according to the BPMN standard. Robotic Process Automation (RPA), by contrast, imitates human on-screen interactions such as clicks and keystrokes at the user interface and thereby bridges systems that offer no programming interface (API). In practice, the API-first principle widely applies: where a clean interface exists, rule-based workflow control is more stable and lower-maintenance, while RPA serves more as a bridge for legacy systems without an API. Modern platforms such as SAP Build Process Automation now combine both approaches in a single product.
What is the BPMN 2.0 standard and what role does it play?
BPMN stands for Business Process Model and Notation, a graphical notation for modelling business processes with tasks, branches (gateways) and events. It is maintained by the Object Management Group (OMG); version 2.0 was released in January 2011 and was later adopted as the international standard ISO/IEC 19510. BPMN is considered the de facto standard and creates a common language between business departments and IT, because the same diagrams are both readable for business users and technically translatable into executable processes. Many ERP and BPM systems turn modelled BPMN diagrams directly into running workflows.
Which ERP systems have native workflow engines?
Workflow functions are now included in almost all larger ERP platforms, but they differ in depth and user experience. SAP S/4HANA, for example, offers the Flexible Workflow for common approval scenarios as well as the overarching SAP Build Process Automation, Microsoft Dynamics 365 uses Power Automate, and mid-market systems such as proAlpha, abas or Sage X3 also come with their own graphical workflow designers. Which tool fits depends on the process scope, the existing system landscape and the available skills, not on any general ranking. The specific form should therefore be agreed with the respective vendor on the basis of the processes to be mapped.
Do you need programming skills, or is low-code enough?
Many workflows can now be configured via low-code or no-code using graphical designers, so trained key users from business departments can build processes without diving deep into languages such as ABAP. SAP explicitly describes its Flexible Workflow as a no-code/low-code option, and Power Automate follows a comparable approach. For complex special cases, custom integrations or computationally intensive logic, developer skills are nevertheless often required in practice. A rule of thumb is therefore: standard approvals can be achieved through configuration, while deep customizing still requires technical expertise.
What does a BPM or workflow platform cost?
The range is wide, from functions included in the ERP licence to standalone enterprise platforms. Microsoft quotes a list price starting at around 15 US dollars per user per month for the Power Automate Premium plan, although regional euro prices may differ and add-ons such as hosted RPA bots or process mining are charged separately. With specialised process orchestration platforms such as Camunda, note that the Community Edition of Camunda 7 reached end-of-life in October 2025 and the current Camunda 8 is sold as a paid subscription product whose price depends on user numbers, environments and support level. Binding terms can therefore only be obtained from the respective vendor on the basis of the specific volume structure.
What should you pay attention to when introducing workflow automation?
Before automating, the as-is process should be properly documented and, where appropriate, simplified, because an automated but poor process remains a poor process. Also important are BPMN support and open interfaces to avoid dependence on proprietary formats, as well as clearly defined roles, escalation levels and deputy arrangements from the outset, so the process does not stall during holidays or sick leave. A complete audit trail is indispensable both for troubleshooting and for the audit-proof documentation of approval paths, and it is a key driver in regulated industries. Overall, the principle is process before tool: first the well-thought-out process, then the technical implementation.