Architectural Structure

F-ONE process digitalization approach compared to
in-application process automation

Case study

Some drawbacks of in-application automation

You have come up with a clever way to automate a business process in your company (be that order fulfillment, customer inquiry, invoice processing, employee onboarding or anything else).

That process already involves an IT system (ERP, DMS, accounting system, etc.), you speak to them about your idea, and they are happy to help. Of course, the expensive system you bought can be configured to automate parts of your process. You probably have been through this and know what comes next.

The development project becomes lengthy and costly. First, you have to explain to the vendor what it is that you want done. You might already have adjustments to your system, which need to be navigated around. You are changing a live system, and one has to be extra careful not to damage any dependencies. 

As the automation is hard-coded into the system, there is a lack of transparency, as process excellence and IT executives joining a new company are painfully aware. 


Process become difficult to optimize, because in part they are hard-coded into systems which are difficult and expensive to change. Everybody in the company knows that the process diagram uploaded on Sharepoint only directionally reflects what really happens in the business, because some exceptions became known after the development project, and employees had to come up with a workaround using Excel.  

Ultimately, systems with thousands of adjustments become difficult to replace. Custom modifications are one of the reason why ERP migration projects come with so much operational risk. There is no single person, neither in the company not at the software vendor, who maintains working knowledge of all the modifications. 

F-ONE way of process automation avoids those drawbacks

Process diagrams are created in collaboration between business and IT, which brings transparency from Day 1 and avoids miscommunication and forgotten features. Digital process twin, using a workflow engine, brings together people, applications and automations, resulting in a live, up-to-date virtual representation of the process that will remain current for years to come. 

If a process needs to be optimized, the dependencies between different actors and systems are clearly laid out in the process diagram. Every step of the process can by modified individually. If the underlying systems need to be replaced, only some process steps need to be adjusted to accommodate the new system. The processes can be tested on the new system in parallel to still running the old one, before the migration is consummated. 

Finally, F-ONE process automation projects are quicker and less expensive compared to in-application automations, because they steer clear of the complexities of modifying a complex live system. 

We are here to help you

We have spent much time discovering the best practices for future-proof process digitalization. Please get in touch to discuss your ideas and requirements and we will be happy to support you on your process digitalization journey.