Workflow Agents

Cross-system process orchestration with Decision Layer.

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Definition: Workflow Agent

A Workflow Agent is a specialized AI agent for cross-system orchestration of enterprise processes. It coordinates tasks between multiple systems – including escalation, approval logic, and exception handling.

Unlike RPA (Robotic Process Automation), the Workflow Agent does not operate on application interfaces but via APIs, understanding the business context of the decisions it coordinates.

How a Workflow Agent Works

Example: Sick Leave

Incoming         →  Document Agent     →  Decision Layer
(Email with         reads sick note       checks labor law
 attachment)        and extracts          and policy constraints
                    data                       │
                                    ┌──────────┴──────────┐
                                    │                     │
                             Rule-compliant         Clarification needed
                                    │                     │
                             Calculate              HR clerk
                             continued pay          is notified
                                    │                     │
                             Propose SAP            Waits for
                             posting                decision
                                    │                     │
                             Audit Trail            Audit Trail
                             documented             documented

Every step is logged. Every decision is traceable. When clarification is needed or information is missing, the workflow pauses – it doesn't abort.

Orchestration Principles

  • Cross-system: A workflow can coordinate SAP, DATEV, SharePoint, email, and other systems in a single flow
  • Decision-based: The Workflow Agent makes business decisions, not just if-then rules
  • Pausable: When information is missing or human decisions are needed, it pauses, documents, and resumes after resolution
  • Auditable: Every step creates an audit trail entry – including wait times and escalations
  • Idempotent: Every step can be re-executed without side effects

Use Cases

HR Processes

Onboarding (contract, IT provisioning, orientation), sick leave, contract changes, exit processes. Orchestrated via SAP SuccessFactors, Workday, Active Directory, and email.

Finance Processes

Invoice receipt, verification, posting, approval, booking. Orchestrated via DATEV, SAP FI/CO, and banking interfaces.

Compliance Processes

Automatic verification against policies, escalation on deviations, documentation in the audit trail.

Integration

Workflow Agents connect existing systems via standardized interfaces:

  • SAP FI/CO, SAP S/4HANA, SAP SuccessFactors
  • Workday
  • DATEV
  • SharePoint, Microsoft Teams (via Microsoft Graph)
  • Active Directory / Azure AD
  • Email (IMAP/Exchange)
  • Others via REST/SOAP

Workflow Agent FAQ

What is a Workflow Agent?

A Workflow Agent is a specialized AI agent that orchestrates enterprise processes across systems. It coordinates tasks between SAP, DATEV, SharePoint and other systems – including escalation, approval logic, and exception handling. Every step is documented via the Decision Layer.

What happens when a workflow is interrupted?

The workflow is paused – not aborted. Missing information or required human decisions are escalated, the current status is documented. Once the information is available or the decision is made, the workflow resumes.

How does a Workflow Agent differ from RPA?

RPA simulates mouse clicks and keyboard inputs on existing interfaces. A Workflow Agent understands business context, makes decisions based on rulesets, and orchestrates via APIs. Every decision is auditable via the Decision Layer.

Which process should your first Workflow Agent orchestrate?

Talk to us about your specific use case.

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