Top 5 business process management tools comparison

Process management

Top 5 business process management tools comparison

top business process management software comparison with a race track. Athletes competing is similar to software companies.

By on 20/09/2018

Selecting process management software is hard. This article scores five top business process management software tools on 27 requirements from medium-sized businesses.

Business process management is a comprehensive effort to visualise, execute, improve, manage and automate your company’s recurring work across roles, on an ongoing basis and on one single platform. Consequently, we have written this article to help you find that platform that can improve your ability and agility as a business.

How was this written?

We have written this guide for managers and executives in medium-sized businesses and organizations that want to succeed with business processes.

The guide is a result of our internal competitor research efforts. So Gluu is also in the vendor comparison below. Consequently, we’re trying hard to be objective and we’ve had two independent reviews of this article to ensure that we’re fair. However, remember that the requirements and approach are what we find important in this space. They represent what we have found during seven years of talk around the business needs of hundreds of customers and prospects look for the best business process management software tools. If the criteria below don’t match your management needs then this guide will not be able to help.

In writing the guide we have looked at the following variations of BPM: work processes, workflow automation, workflow process, workflow software and process modeling.

Dedicated compliance, case management and process automation software is only lightly covered.

With this out for the way – let’s dig in to find the best applications!

Critical requirements for top business process management software

The right business process management software solution will allow you and your management team to say a clear “yes!” to (almost all of these criteria):

  1. Easy to implement and use for both administrators, management and end users.
  2. Secondly, make the standard way of working easy to understand.
  3. Enables ongoing communications and feedback so everyone is involved.
  4. Makes business workflows easier to execute the right way.
  5. Collects input and data to improve business processes.
  6. Integrates with other systems to automate tasks.
  7. Finally, to ensure solid management and governance around business processes.

For an in-depth explanation of each requirement, you should read our guide to business process management software.

How we selected the tools to include

So how do you select five tools from hundreds? We’ve done this by:

  • Focusing on SaaS and cloud-native tools
  • Also, focus on the needs of business people and management
  • Looking at the numbers of user reviews at a variety of software selection portals (GetApp, Capterra, etc.)
  • Eliminating old and “classic” BPM software made for a large enterprise
  • Asking prospective customers about which other tools they’re looking at besides Gluu

We have excluded software tools that were either too heavy and sophisticated or too light and focused on task management and automation. Certainly, they may be good software tools in their own right – just not suitable for business process management in medium-sized businesses.

Due to this, only Heflo, Tallyfy, Kissflow, Flokzu and Gluu met all of our criteria.

Even among the top business process management software, each software program has a slightly different focus within the business process management space. We’ve illustrated it below:

Comparison graph for best business process management software

(You can see the full list of excluded business process management software tools at the bottom of this article.)

#1 Easy to implement and use

Firstly, all of the top business process management software tools are easy to start with and put to use. Where workflow tools such as Kissflow and Tallyfy are easier when it comes to automating a business process, Gluu is easier to use when it comes to communicating to employees. (This is the key for the scores: 0 = Not available, 1 = doesn’t meet, 2 = meets, 3 = exceeds)

Features
Heflo
Tallyfy
Kissflow
Flokzu
Gluu
AD integration 0 0 2 0 3
G Suite integration 2 0 3 2 2
Process templates available 0 1 3 2 2
Mobile friendly interface 2 2 2 2 2
Native apps for field service 0 0 2 0 2
Search all content 0 0 2 2 2
Total 4 3 14 8 13

#2 Makes the standard way of working easy to understand

Once a workflow is set up inside any of the tools, then it is enforced well. The challenge arises when the flow spans multiple departments, systems and roles, then visual flow and clear organisational roles are needed. This is where tools such as Tallyfy seem to miss the end-to-end overview.

Features
Heflo
Tallyfy
Kissflow
Flokzu
Gluu
Drag – drop flow mapping. 3 0 1 2 2
Process maps, architecture and connections. 2 0 0 0 3
Organisational roles, business rules, job descriptions and workflows. 3 0 2 1 3
Reuse flows and activities across. 0 0 2 0 3
Work instructions with video, files, links and images. 2 2 2 1 3
Communicate changes to coworkers in specific roles. 2 0 3 2 2
Total 12 2 10 6 16

#3 Enables ongoing communications and feedback

The main difference when it comes to communications is that where the other top business process management software is focused on communications around the specific case, Gluu is more focused on communications around the business process and its activities.

So, if you plan to do most of the work using the tool only, then workflow-based tools are better. If you plan to use the tool to control and ensure that activities happen in other systems, then Gluu is the choice for you.

Features
Heflo
Tallyfy
Kissflow
Flokzu
Gluu
Let users comment on any activity and let process editors reply. 2 1 2 2 2
Create common tags or labels to flag comments for follow up. 0 2 0 0 2
Hide comments and issues that have already been resolved. 0 0 3 2 3
Filter comments by time range and label. 0 0 2 0 3
Get regular updates via email or internal social media. 1 2 3 2 2
Total 3 5 10 6 12

#4 Makes business work flows easier to execute the right way

When focusing is more on “doing the job” rather than “why and how to do the job” then Tallyfy and Kissflow comes out slightly ahead.

Gluu differentiates itself by enabling frontline and field service staff to report back with geolocation and photos when tasks are done.

Features
Heflo
Tallyfy
Kissflow
Flokzu
Gluu
Run recurring tasks. 1 2 0 0 2
Run workflows “on demand” across the roles in a process. 2 3 3 2 2
Record the person and time when a task was done. 2 2 2 2 2
Proof that a task was done (e.g. with location and photo). 0 0 2 0 2
Monitor if tasks are not done in time. 2 2 2 2 2
Report on tasks by time, process and case. 2 3 3 2 2
Total 9 12 12 8 12

#5 Collects input and data to improve business processes

Tallyfy falls short since it has no “meta-level” where you get an overview across. In contrast, Heflo, Kissflow and Flokzu offer more advanced reporting with run data. While Gluu is focused on reporting on compliance in terms of task completion and documentation.

Features
Heflo
Tallyfy
Kissflow
Flokzu
Gluu
See the volume of coworkers that have a problem, or request a certain change. 0 0 0 2 2
See patterns in tasks that are being done too late, or not being done. 3 0 3 2 2
Get an overview of your worst performing processes 3 0 3 0 2
Total 6 0 6 4 6

#6 Integrates with other software to automate tasks

A Zapier integration offers easy integration with hundreds of cloud software apps. For this reason, Tallyfy, Kissflow and Flokzu come out on top in this area. On the other hand, for companies that have a “Microsoft focused IT strategy” then only Gluu is hosted in Microsoft’s Azure cloud.

(At Gluu we have a Zapier integration in our product roadmap, so the gap will be closed with the other top business process management software.)

Ideally ready integrations to integration software platforms such as Zapier.

Features
Heflo
Tallyfy
Kissflow
Flokzu
Gluu
An open, RESTful API that is accessible via a token. 2 2 2 2 2
Ideally ready integrations to integration platforms such as Zapier. 0 3 3 3 0
An integration with Microsoft Graph if you’re using Office 365. 0 1 2 0 2
An integration with G Suite if you’re using this as your company platform. 2 2 3 2 2
Total 4 8 10 7 6

#7 Ensures solid governance

Medium-sized businesses require solid governance of their business process portfolio. Therefore, they need advanced rights management, multiple editors and tools to manage hundreds of flows.

Here how Gluu’s capabilities within process portfolio management stack up against other top business process management software.

Features
Heflo
Tallyfy
Kissflow
Flokzu
Gluu
Automatic change tracking: Changes in processes, instructions and editors. 2 0 0 0 3
Manage Rights by Process: Assign separate owners and editors to each process. 2 0 2 2 3
Manage Rights by Feature: Allow separate users to manage hierarchy, roles and users. 0 0 0 0 3
Total 4 0 2 2 9

The final result

As a result, we can conclude that there are some great tools out there (and here ;-). Finally, to visualise our results we mapped each tools scores per main requirement area, which gave us this result:

Comparison map for top business process management softwareSo, if you’re looking to automate tasks across multiple cloud services then all of the top business process management software such as Tallyfy and Kissflow may be your best options.

On the other hand, if you’re looking for a tool that spans all the moving parts of business process management – the process maps, instructions, organisational roles and communications needed – then you should try Gluu.

… and lastly if you’re looking for an entirely different type of business process management software solution, then here are the tools which didn’t quite make our top business process management software:

The business process management software tools that we didn’t cover

The ones that are too heavy

This includes “enterprise architecture” such as the ones described in this review by Gartner. Furthermore, the selection also includes what we would call “classic” BPM tools that for a small group of well-trained and experienced experts can help deliver on all the disciplines of BPM as listed above.

Verj.io
Thinksmart – Mitratech
cDevWorkflow
Bpm-online
ProcessGene
Ninox
Nintex
UI Path
Ultradox
Comidor
ValeurHR
Digital Business Transformation Suite
OptimumHQ
Cube Data management system
Mykosmost
AppBase DCM & BPM Platform
Camunda
Zoho Creator
Erwin
Engage process modeler
CWA SmartProcess
CANEA Process
Bizagi
Pega 7
Logix
BizFlow Plus BPM Suite
JBoss BPM Suite
Ultimus BPM Suite
Barium Live
Datapolis Process System
Edoras One
Mega
Abacus
BIZZDesign
QualiWare
Alfresco

Example of Heavy BPM Tools

Example screenshot from this group of software.

The ones that are too light

Some top business process management software talks about BPM when in fact they are mostly focused on automating procedures and writing work instructions.

Process Street
Metatask.io

Some are just for drawing:

Lucidchart
Magicdraw
Gliffy
IBM Blueworks Live

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