Workflow Orchestration – Explained

The term “orchestration” traces its origin from musical groups. In orchestral groups, musicians play different instruments simultaneously to create a single piece of music. Just as several musicians coordinate to create a single piece of music, orchestration of workflows is the strategy that ensures that workflows are operating together smoothly to achieve expected results for each process. 

Businesses do not outgrow their workflows, rather, they transform them to align with evolving business environments. When businesses started out, small and simple processes might have worked well for them.

As businesses grow to add new projects, new employees, and stakeholders, processes need to undergo massive changes to adapt to changing business environments. The new processes are going to be far more complex than the simple ones that businesses started out with.

These new workflows need to talk to each other and integrate seamlessly with moving parts like data lakes, ERP systems, and other apps. How is this achieved? Workflow orchestration. 

Workflow orchestration is the end-to-end management of people, digital assets, and data in a process. Orchestration of workflows ensures that tasks in the process communicate seamlessly, data is shared effectively, and actions are triggered subsequently for optimal results. Orchestration of a workflow involves design, execution, and optimization of workflows by bringing together disparate elements. Orchestrated workflows are automated to enable seamless coordination and management of tasks, systems, and data, to create a unified end-to-end business process. 

Orchestration of workflows involves the arrangement of individual automated tasks into coordinated, efficient processes. To understand the concept better, let us consider the scenario of a new employee joining. The tasks in the new employee onboarding process include –

• Creation of employee ID 
• Allocation of official email account and other work-related accesses
• Allocation of computer systems and work locations
• Handing over the welcome kit
• Introduction to the team
• Conducting induction session

Workflow orchestration focusses on managing the entire process, by making sure that each task is executed in the right sequence, with the right data, at the right time. With workflow automation platforms like Cflow workflow orchestration becomes accessible to businesses of all sizes. 

Key Components of Workflow Orchestration

Task scheduling – Determines the sequence of activating the tasks

Automation Engine – Workflow orchestrator for executing tasks and integrating systems

Resource allocation – Manages the computing resources required by each task

Dependency tracking – Monitors dependency of each task in the workflow

Error handling – Identifies and responds to issues to minimize downtime

How to Implement Workflow Orchestration Systems?

How does workflow orchestration work? In the context of technology and business, workflow orchestration involves defining the sequence of tasks, setting dependencies, and ensuring seamless communication between components or systems. The first step in workflow orchestration is defining the workflows in the process. Each decision point, integration, and potential exception conditions needs to be mapped. Once the mapping is done, workflow orchestration tools need to be used to provide the framework for designing and running workflows. Orchestration tools can be used for establishing seamless interaction between different business units and consistent data sharing aligned with organizational goals. 

Implementing workflow orchestration requires a systematic approach that includes steps for identifying and mapping processes, piloting small projects, and monitoring performance. While implementing workflow orchestration, it is better to start small by implementing pilot projects. Monitoring the performance of pilot projects is much easier than monitoring the performance after full implementation. Beginning implementation with a manageable process to pilot the orchestration concept without disrupting critical functions is a safe way approach to workflow orchestration. The feedback from the pilot project can be used to fine tune the approach before scaling up to more complex workflows. 

Types of Workflow Orchestration

The orchestration workflow can take various forms depending on the specific business requirements and the nature of business processes. The most common classification of workflow orchestration is data workflow orchestration and application workflow orchestration. 

The other types of workflow orchestration include –

Cloud orchestration –

This type of orchestration focuses on automating and managing cloud infrastructure resources. Cloud orchestration includes tasks like virtual machine provisioning, network configuration, and storage allocation. Orchestration of cloud infrastructure helps manage interactions between workloads on private and public cloud environments more efficiently. 

Service orchestration –

Service orchestration provides end-to-end solutions for coordinating the entire lifecycle of services, starting from the design of applications to deployment to running them in production environments. This orchestration integrates various micro services into a cohesive application, which ensures that all components work as a single unit. 

Business process orchestration –

This type of workflow orchestration focuses on business processes that are handled by multiple teams, departments, or systems. Business process orchestration ensures smooth execution of tasks such as order fulfillment, HR onboarding, and invoice processing. An example of business process orchestration is automation of the approval process for expense claims across finance and HR departments. 

IT Workflow Orchestration –

IT orchestration is specifically designed to streamline IT operations and infrastructure management. This type of orchestration includes tasks like provisioning servers, managing application deployments, and automating incident responses. An example of IT orchestration includes automatic provisioning of cloud resources when demand increases. 

Event-driven Orchestration –

This type of orchestration is based on specific events or conditions, which makes it highly responsive. In this model, workflows respond to events and triggers within business processes. Event-driven orchestration is widely used in DevOps and real-time applications owing to its agility and responsiveness. For example, Triggering of the CI/CD pipeline when new code is pushed to a repository. 

Machine learning orchestration –

This type of orchestration is specifically designed for managing complex workflows in machine learning projects. The tasks included in such projects include data processing, model training, and deployment. Machine learning workflow orchestration automates these tasks for streamlined machine learning operations. 

Release orchestration –

This type of orchestration manages the end-to-end release pipeline of software applications. All tasks related to software deployment are coordinated, which ensures that all components are properly integrated and functioning as expected. 

Each of the types of workflow orchestration serves a unique purpose. Two or more of these orchestration types can be integrated to create a comprehensive approach that addresses the organization’s diverse business process requirements. 

Why is Workflow Orchestration Important?

Workflow orchestration plays an important role in how an organization automates processes. It also makes it easy and seamless to integrate enterprise systems and gain deeper visibility over complex workflows. Here is why you need to orchestrate workflows in your organization –

Enhances workflow design –

A workflow orchestrator helps coordinate and monitor your processes more efficiently. Workflows operate smoothly without any bottlenecks. With a workflow orchestration tool, you can incorporate advanced technology like AI, machine learning, and low-code design for creating workflows, mapping processes, and embedding workflows into forms and dashboards. 

Improves process performance –

Workflow orchestration systems provide real-time visibility into the status and progress of workflows. These insights are helpful in tracking process performance, identification of bottlenecks, and making data-driven business decisions. 

Elevates productivity and process efficiency –

Workflow orchestration’s most important attribute is its ability to elevate productivity. Routine repetitive tasks in a process are automated by workflow orchestration, by freeing human resources from repetitive work. This time can be used for working on tasks that demand human intelligence, creativity, and strategic thought. 

Reduces error and enhances compliance –

Orchestrated workflows help in reducing the error rate in processes. Automation of workflows reduces human intervention, which in turn reduces errors. Automation brings precision and predictability into workflows, which brings consistency and accuracy into processes. Orchestration can enforce regulatory compliance and compliance with company policies. 

Facilitates digital transformation –

Workflow orchestration is much more than just a facilitator. It can catalyze digital transformation. Renewing of legacy systems to build digitally mature enterprises can be easily done with workflow orchestrators. Businesses can modernize their legacy systems without disrupting daily operations by deploying new technologies and methodologies with workflow orchestration. 

Workflow Orchestration Vs Process Orchestration

Workflow orchestration is an invaluable tool in crafting seamless process operations. Workflow orchestration and process orchestration are used interchangeably. The distinction between workflow orchestration and process orchestration lies in the scope and complexity of both methodologies. Workflow orchestration mainly focuses on automating and coordinating a series of tasks within a process. The scope of workflow orchestration is usually limited to one domain or business unit. 

What is process orchestration? Process orchestration, on the other hand, takes a bird’s eye view by coordinating a collection of workflows that may span across multiple business domains, applications, and organizational boundaries. Process orchestration addresses overarching business objectives by ensuring synchronized execution of a suite of interrelated workflows. This is achieved by facilitating communication between software applications. 

Workflow orchestration is the foundation of optimized digital operations. Process orchestration expands the organization to an enterprise-wide scale. With its broader scope, process orchestration ensures efficiency within tasks and ensures a harmonious execution. 

Workflow Automation Vs Workflow Orchestration

Workflow automation and workflow orchestration are 2 different approaches but with a unified focus of improving business efficiency. Understanding the difference between these two approaches is a must for appropriate application. 

An AI-powered workflow platform like Cflow can create custom workflows as per unique requirements of businesses. Having a no code workflow automation solution like Cflow can improve the efficiency of workflow orchestration significantly. This feature-rich workflow platform has been designed from the ground up to build agile and flexible workflows within minutes using the visual form designer. 

Examples of Workflow Orchestration

Workflow orchestration can be applied across various industries and business functions. Here is a list of potential use cases for workflow orchestration. The true value of open source workflow orchestration can be seen in practical scenarios where it tackles real-world problems. 

Research and development –

Open source workflow orchestration can be used in orchestrating processes in research and development activities such as experiment requests handling, management of clinical trials, and drug discovery workflows. Using workflow orchestration tools in R&D processes fosters innovation and collaboration. 

Software development and deployment –

Effective software development and deployment can be achieved by balancing tasks like code creation, testing, and deployment. Workflow orchestration can create continuous integration/continuous deployment (CI/CD) pipelines for automatically building, testing, and deploying applications. This way, human intervention is minimized and likelihood of errors and inconsistencies is also reduced. 

IoT Systems management –

The Internet of Things can link countless devices, from sensors in manufacturing to household appliances. These systems generate vast data sets and require perfect coordination, which can be achieved with workflow orchestration. Tasks like data processing, response triggering, and ensuring cohesive performance of devices can be achieved effectively with orchestrated workflows. 

Data pipeline management –

Managing big data requires lightning-fast retrievals, transformations, and analyses of data. This can be made easier and simpler with workflow orchestration. The inherent complexity of data pipelines can be managed by orchestrated workflows that ensure that data moves smoothly from storage to analysis. Businesses that build orchestrated workflows for handling data are able to make timely, data-driven business decisions. 

Multi-system Integration for Enterprises –

Large and medium enterprises use multiple systems, including legacy systems, SaaS applications, and other modern microservices architectures. All these systems need to work in sync to produce optimal results. Workflow orchestration enables enterprises to bring all these systems together by facilitating seamless communication and collaboration.

Features of Workflow Orchestration Systems

With the market flooded with workflow orchestration tools, how do you choose the one that’s right for your business? The key features that are non-negotiable when you are choosing a workflow orchestration tool include –

Comprehensive visualization –

When orchestrating processes, process managers must have a holistic view of all tasks and workflows. Inability to visualize a part of the workflow leads to wastage. So, the workflow orchestrator must provide a comprehensive visualization of the entire process. 

Intuitive design tools –

At the heart of orchestration is the ability to map out complex workflows in a detailed manner. Process/workflow mapping is the first step in orchestration, it is important that the tool offers intuitive visual design tools that help visualize the process. 

Robust integration –

Orchestration brings together disparate systems, workflows, and processes. It is therefore important that the workflow orchestrator provides connectors for a diverse set of systems.

Data security and access –

Workflow orchestrators handle vast amounts of data that needs to be stored, transformed, and analyzed. It is for this reason that the tool provides the highest levels of data security and role-based access. 

Open-source flexibility –

The orchestration tool must support open-source flexibility so that several users can benefit from the collective knowledge and experience of the tool. 

Challenges in Workflow Orchestration

Resistance to change – The idea of changing existing systems to embrace new ones is usually met with resistance and skepticism in a majority of organizations. Change management can be a challenge when implementing the workflow orchestration tool. 

Complex processes – The inherent complexity of processes adds to the challenges in workflow orchestration. 

Disconnected IT and business teams – The measure of success is different for IT teams and business teams. This disparity makes the implementation of workflow orchestration challenging. 

Top 5 Best Practices in Workflow Orchestration

1- Understand your current-state of workflows – Get an objective view of the current state of your workflow before you proceed with workflow orchestration. 

2- Educate and engage stakeholders – The successful implementation of workflow orchestration depends largely on the buy-in of stakeholders. So, engage key stakeholders and educate/train them about the implementation of workflow orchestration.

3- Pilot the changes – It is better to identify a small and manageable process for orchestration. Once the implementation on a smaller scale is successful, you can proceed with larger and complex processes. 

4- Anticipate setbacks – Most implementations are ridden with challenges and set backs at various stages. Workflow orchestration is no exception. Orchestrated tasks need to be reviewed and fine tuned to overcome any challenges along the way. 

5- Use the right workflow automation tools – Choosing the right workflow automation tool makes all the difference to workflow orchestration. An AI-powered workflow platform like Cflow is the best workflow orchestrator for orchestration of your workflows. 

Final Thoughts

After reading through 2500 odd words that elucidated what workflow orchestration is, its importance, and best practices, you are probably wondering: Where do I start? You can kick off workflow orchestration with Cflow. Talk to our experts to get started. 

FAQs

Is workflow orchestration the same as automation?

No, workflow automation is part of workflow orchestration efforts. Workflow automation focuses on individual tasks, while workflow orchestration focuses on the entire process. 

What is a workflow orchestrator?

A tool that facilitates workflow orchestration is a workflow orchestrator. 

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