Thanks to digitalization, the majority of processes in companies and production facilities are now automated. Nevertheless, many steps still require human intervention - for example, when working through paper lists, changing over a machine to a new batch or carrying out control activities. Employees require intensive training, which costs time and money.

Workflow solutions with which the step chains and user guidance can be digitized provide a remedy. The smart solutions offer advantages: The employee is guided through the program step by step, with the relevant knowledge available to them in a clearly visualized form. They can see at a glance what happens when and why, and what needs to happen next. The process becomes more efficient, and the digital process steps are traceable and protected against manipulation. Transparent processes ensure less susceptibility to errors. Higher quality and process reliability are achieved throughout the entire production process. And finally, the data is easier to manage and can be processed flexibly.

The development of software for workflow management was triggered by the high demands of the pharmaceutical industry: The preparation of medicines, i.e. the mixing of individual active ingredients, requires precision. Various work steps must be carried out in a fixed sequence and according to predefined parameters. Workflow management software provides employees with the work steps and parameters to be fulfilled and guides them through the process step by step. These solutions are now being used in other areas of production. This is because they are basically suitable for all procedures that are based on a "recipe", i.e. when it comes to working through predefined step chains.

The software offers additional advantages when it is directly integrated into the manufacturing process. This allows many work steps to be fully automated. The digitally recorded data can be transferred to the digital test logs - reading and entering the figures is therefore no longer necessary. In the event of error messages, the responsible employees are automatically informed and the necessary work steps are initiated. This not only makes processes more efficient, but also safer. With the Zenon automation software from Copa-Data, the testing process for conformity with CE standards can be reduced from three weeks to five days.

Smart checklists are another example of efficient workflow solutions. The Zenon software platform has an integrated function that allows paper checklists to be digitized and operated via a graphical user interface. According to the manufacturer, the digital checklists offer advantages over conventional paper lists, especially for functional tests, maintenance work and guided machine conversions: when processing the individual steps, the user is only allowed to move on to the next point once the previous step has been completed. The digital lists can also be supplemented with additional information - such as circuit diagrams, standards or 3D models. A comment field is available for comments to colleagues. Typing handwritten comments to send them by email is now a thing of the past.

Smart Checklists can be used flexibly. They can be used both on a PC and on mobile devices. Data recorded on site using a smartphone can be processed later on a laptop in the office, for example. The data can also be displayed in different languages and country-specific units of measurement - perfect for cross-border collaboration. All test steps are stored in a tamper-proof manner and the data is transferred to an SQL database or an ERP system. It is also possible to create reports and test protocols in PDF format, which are then available for further digital processing - and of course take up much less space than paper.

A typical area of application for smart checklists is the automotive industry. Manufacturers today have to offer a wide variety of models and react quickly to customer requirements. Flexible production management is a must for them. The industry is therefore playing a pioneering role in the digitalization of workflows and production processes, the smart factory. Vehicles are manufactured worldwide according to the concept of lean production, which provides for optimized production processes while simultaneously increasing efficiency and effectiveness in production. Intelligent checklists are used in the automotive industry for safety checks and maintenance work, among other things: when operating a machine, the employee is guided through the program step by step and potential errors are ruled out in advance. The individual steps are digitally documented and can be further processed flexibly - for example in quality management.

In standardized processes, workflow solutions are ideal for speeding up processes, creating more transparency and keeping the error rate as low as possible. They ensure that the specified sequence of work steps is adhered to and that all relevant information is available to those involved. The automated control and monitoring of processes helps companies to optimize their workflow. D.Hellinger/as