Closing Session

Workflow and Document Management  (WDM) is a cloud-oriented, no-code platform designed to ensure intelligent, compliant, and efficient management of all business documents and their association with information flows.

At its core, the solution combines advanced AI with lifecycle governance and flexible information architecture, enabling organizations to move beyond traditional file storage into a fully integrated, smart document ecosystem.

Unlike conventional systems, the WDM adapts to your business, allowing you to control how documents are captured, classified, validated, used, retained, and archived within a secure and compliant framework.

The embedded AI transforms how users interact with content:

• Extracting key data from documents automatically
• Enabling contextual search using natural language
• Suggesting classifications and actions based on content
• Triggering workflows directly from document data

It’s more than productivity; intelligent automation is applied to everyday work.

The solution supports metadata configuration by type of document, detailed lifecycle management, allowing organizations to define retention policies, apply version control, maintain audit trails, and enforce access rights across all types of documents. This ensures full alignment with legal and regulatory requirements, including GDPR and sector-specific obligations.

Key capabilities include:

• AI-powered document search, classification, and metadata extraction
• Flexible document cataloguing structures, tailored to each organization’s reality
• Full lifecycle control: versioning, retention, archiving, and auditability
• Role-based access and permissions management
• Intuitive, no-code interface for configuring rules and workflows
• Integration with identity systems and process automation platforms

With the WDM, organizations gain control, intelligence, and agility in the way they manage information — reducing risk, accelerating decisions, and ensuring long-term compliance.

Online Portal is a web-based solution designed to centralize and simplify the delivery of services, whether to external users or within the organization itself.

It allows institutions to offer a consistent, accessible, and digital-first service experience, supporting multiple interaction models:

• Public-facing portal for citizens or customers
• Internal portal for front-desk staff or internal request management
• Hybrid models where requests can start online and be completed in person or by phone

The platform supports full-form digitization and service configuration via a centralized back office. Organizations can define service types, structure service catalogs, and associate custom forms with each service. These forms support dynamic logic, conditional fields, and validations and are linked to internal workflows, ensuring process continuity from submission to resolution.

The Online Portal, when integrated with the Process Factory module, acts as the interface to external users interacting with internal workflows.

Users can access the portal to:

• Submit requests and fill in structured forms
• Schedule appointments and receive confirmations
• Make payments and track the status of ongoing requests
• Access personalized content and manage their profile

Administrators manage everything via Backoffice, including:

• Creation of service categories and navigation structure
• Form definition (fields, rules, dependencies)
• Message templates and content personalization
• Integration with authentication mechanisms (Citizen Card, Mobile Key, OAuth, AD)
• Workflow connection for automatic routing and processing of requests

The platform includes features such as:

• Chatbot for information search
• Alerts and deadline control
• GDPR-compliant data handling
• Responsive design and accessibility
• Secure, modular architecture with plug-in logic

The Online Portal transforms how services are delivered, enabling full dematerialization, faster response times, and better user experiences while ensuring operational efficiency and integration with existing systems.

The Process Designer component of the eProcess project enables the definition and configuration of end-to-end business processes. These processes can operate across multiple environments and span different organizations, offering high flexibility in distributed workflow execution.

Serving as the starting point for process creation and deployment, Process Designer integrates tightly with the Process Monitor component, which collects execution data and provides insights into task performance across environments.

Key Features of Process Designer:

1. BPMN Canvas – Allows users to model processes using BPMN (Business Process Model and Notation).
2. Workflow Engine Selector – Lets users define where each activity will be executed by selecting from available workflow engines.
3. SLA Configurator – Enables the creation of Service Level Agreements (SLAs) to enforce deadlines, even across distributed execution environments.
4. FormBuilder Integration – Allows form configuration for each activity directly within the BPMN canvas.
5. BPMN Splitter – After designing a complete process, users can split it into multiple fragments to be deployed on the respective execution environments.

Process Analysis and Mining – Once the process is deployed and execution data is collected via Process Monitor, users can analyze process performance, including metrics such as average task duration and visual representations of gateway decisions.

Form Builder is a no-code tool designed to simplify the creation of customized forms within digital transformation initiatives.

Organizations often need to collect structured information from users, apply validation rules, and initiate workflows. Traditionally, building forms with complex data types, conditional fields, and tailored layouts require technical development. Form Builder removes that barrier by allowing non-technical users to design and deploy forms independently.

With this module, any power user can create forms in a few minutes. No coding knowledge is required since they just must know what to build, with which fields, and a general knowledge of logic to create the sequence of steps using the module toolbox and properties. They can quickly build any form to create seamless workflows that can be used in any department’s process of their organization.

The module includes two main components:

• Designer – a visual tool for creating and configuring forms using a drag-and-drop interface
• Viewer – a rendering engine that generates the final form layout, applying all defined logic and behavior

The interface provides a components toolbox and a canvas where users can arrange elements and configure properties with no coding required. Forms are instantly ready to publish and connect to business processes.

Form Builder integrates seamlessly with Document Management and Business Process Automation systems, ensuring data is captured and handled consistently across the organization.

The result is faster deployment of digital services, more autonomy for business teams, and smoother data-driven workflows.

Process Factory is a digital implementation model designed to accelerate and scale process transformation within an organization.

Many organizations face challenges in coordinating multiple process changes, aligning with strategic priorities, and ensuring consistency across teams. Process Factory addresses this by offering a structured, iterative approach that transforms processes with speed, visibility, and control.

The model manages all process requests centrally, whether for new implementations or changes to existing workflows. These are analyzed, prioritized, and delivered through work packages that follow a standard cycle: design, implementation, testing, and deployment.

Once in production, processes are continuously monitored and refined. This ensures long-term stability, measurable performance, and readiness for change.

The model includes:

• Centralized backlog and prioritization
• Iterative delivery through structured work packages
• Monitoring and performance tracking
• Support for corrective maintenance and continuous improvement
• Alignment with enterprise architecture and strategic planning

By integrating strategy, execution, and governance into a single delivery model, Process Factory enables faster adoption of new processes, reduces implementation risks, and ensures consistent transformation across the organization.

Process Monitor is the core analytical component of the eProcess project, responsible for collecting, storing, and processing events generated during the execution of distributed processes. As each workflow engine executes part of a process, it emits events—such as task start and end, alarms, and SLA violations—which are sent to the Process Monitor via Kafka messages.

These events are recorded in a centralized event log, enabling a unified view of process execution across all environments. Through tight integration with Process Designer, users can trigger a detailed analysis directly from the modelling interface.

The analysis is based on process mining techniques. It uses the open-source PM4Py library to compute metrics such as average task duration, minimum and maximum times, task frequency, and the number of SLA violations. Results include performance metrics along with process visualizations, such as BPMN diagrams and Heuristics Nets, which support detailed analysis and monitoring.

Process Monitor is composed of two main modules:

1. Process Monitor Log – Stores events from all environments and process versions, including instance identifiers, tasks, users, and timestamps.
2. Process Mining – Runs the analytical algorithms, produces performance metrics, and generates visual representations, supporting various analysis modes: per case instance, per activity, or global process view.

This component is essential to ensure visibility over distributed process execution, support operational decision-making, and enable the automated detection of deviations, inefficiencies.