Difference between workflow automation and iPaaS - is there even one?
In the world of automation, there are numerous terms and technologies that are somehow always used but rarely really defined or delineated. Two of these terms are workflow automation and iPaaS. Both are used especially in the context of cloud automation (another term), sometimes even synonymously. Nevertheless, both terms mean two different things, which we would like to try to differentiate. In doing so, however, we note that there is definitely a large overlap and that it is not always possible to clearly divide the two terms. iPaaS, after all, cannot do without workflow automation. Why? We explain.
Workflow Automation - What is it?
A workflow is simply a work process. If it meets certain requirements, it can be automated, i.e. it can run completely independently. What are these prerequisites?
For a workflow to be automated, it must be...
Run digitally: If at any point the process moves from digital applications to paper, it is first necessary to digitise this analogue step.
Run in a standardised way: If the workflow is completely different every time (and by "completely different" we don't mean different data or different people carrying out the process, but different process steps or applications), it must first be clearly defined and thus standardised.
Be recurring: We love automation, yes. But automating a workflow that only occurs once is then probably a waste of time. However, our experience shows us that almost all workflows within a company are recurring, even if only once a year.
Workflow automation - two examples
If these requirements are met, workflow automation can take place. But what exactly does workflow automation mean? If the data of a process are simply moved from A to B, i.e. a "process automation", we are talking about workflow automation. Here is a simplified example: Employee B submits a leave request, which is approved by employee A and supervisor C. The leave request is then simply moved from A to B. This is called workflow automation. The leave request is simply postponed.
Workflow automation means that this process is automated in itself. Another example is Microsoft's Power Apps: these are intended to help develop and share apps quickly and with little code. In principle, it is also possible to add external tools to such Power Apps, but it is not so easy and requires a lot of time and technical knowledge. The Power Apps are designed to be self-contained and to create automated processes.
iPaaS - What is that?
Integration Platform as a Service is a term or rather a cloud automation technology. As the name suggests, it refers to a platform that enables integrations (i.e. automated processes) to be developed, executed and monitored. This involves integrating a variety of processes, apps, data and services, both inside and outside an organisation. There is software that offers just that, i.e. iPaaS. Two providers:in are Zapier and Make. Both tools create an interface on which data and applications can be "plugged together", enabling us not only to map entire processes, but also to model them. But IPaaS can do much more: migrate data, create complex integrations and automate a complex sequence of workflows.
An example of iPaaS
A good example of what iPaaS can do compared to workflow automation is the "Iterator" module in Make. This module is built into a process. It looks something like this:
An iterator enables us to break down bundled incoming data into several individual parts. An example to illustrate this: You receive an e-mail with three attachments. However, all three attachments have to be stored in different folders. With the Iterator module, we can "read" the email, recognise that there are three different attachments and split them up. Each attachment can then be saved in the appropriate folder.
So, what is the difference between workflow automation and iPaaS?
The so-called multi-connectivity of iPaaS is significantly higher than with workflow automation. IPaaS is embedded in a huge landscape of data, applications, processes and services, allowing us to map much more complex scenarios.
In short, iPaaS allows us to easily connect complex tools and processes. On such a platform, it is possible to build integrations to other tools and also to build workflow automations THERE. This means that workflow automation and iPaaS belong together, iPaaS cannot work without workflow automation, but iPaaS can do much more.
Okay, that was a lot of technical terms. We try to make the whole topic of automation more understandable and thus more tangible. But even with the definition of technical terms, we sometimes have to use other technical terms. If there are still or even more question marks on your forehead, let us know. We are happy to support you in the analysis and subsequent automation of business processes, explain possibilities and individually address your company's processes.
Cloud Integration, iPaaS, SaaS, BPA… Ough, hard to keep track of all these terms. They are currently used frequently (and increasingly) in the context of automation, and it is sometimes difficult to make a clear distinction and distinction. We have already written blog posts on the terms iPaaS, SaaS and BPA, but we’ll take them up again here to make the difference.
But let’s start with cloud integration, because that’s the central umbrella term in which we embed all the other technologies in this blog post.
To illustrate these advantages, an example is suitable that we know well from our everyday work as an automation agency:
The central data to be used here is the data of a major customer. This can be the simplest information, such as the address. This address is required in numerous but completely different processes in the company: on the one hand, for correct invoicing in accounting. On the other hand, in the CRM system, where all the data of the large customer is also stored. But the address is also important in sales, for example, when employees go to the sales meeting on site.
Now the customer announces that the address of the company has changed after a move. This information will reach you by e-mail. There are now two options:
01. The e-mail is forwarded to all affected departments, accounting, sales, customer service, marketing… All persons open their corresponding program, CRM, accounting software, marketing tools (such as newsletter marketing) and change the data already stored there of the customer. This means that in multiple applications, different people do exactly the same thing: change one address. 02. But there is also an alternative: By connecting your applications, thus by integrizing them, the customer’s e-mail, or rather the information it contains about the address change, is automatically passed on to all affected applications: CRM, accounting, marketing, ERP. This does not require any clicks, because the cloud integration detects a trigger, i.e. address change, and thus automatically starts the process.
What sounds unimpressive in a single process becomes more effective when such a process occurs several times a day or weekly. Because there is a lot of data that is available in different applications and should always be correct. If these applications are cloud applications they are suitable for cloud integration.
But cloud integration doesn’t just happen. There are now a variety of applications that enable and implement this. Such tools usually allow us to link the relevant cloud applications on a central platform and define clear rules on when, how, where, how much data should be passed on and what happens to them.
IPaaS, SaaS, BPA, ABC – who can still see through it?
To realize cloud integration, there are various applications and technologies that are sometimes used interchangeably.
Cloud integration cannot be done without SaaS, iPaaS and BPA
Cloud integration is rather an umbrella term that includes numerous technologies, such as SaaS, iPaaS and BPA, and this is also absolutely necessary. Cloud integration is a concept that is made possible by appropriate technologies.
However, all terms share the commonality that they are cloud-based and thus offer enormous potential for growth and scaling. In addition, they are often cheaper to implement and maintain because changed requirements are easy to implement.
As an independent automation agency, we implement cloud integration according to your requirements. We use a variety of SaaS tools and iPaas (strictly speaking BPA) software. Together we find individual solutions that are flexible and scalable.