Comparing Business Process Management Software
Comparing BPM software is like comparing apples with oranges. There are several common features, but most tools have their own “flavour” and differ in terms of core objectives, intended use, and philosophy in process management. In this article, we will compare some of the most popular tools in terms of features and user reviews and pinpoint the distinct characteristics of each.
Table of contents
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How to get started
Whether you are looking for your first genuine business process management tool or are looking to replace the current solution that supports your evolving business processes, your options are overwhelming.
There are hundreds of available software tools that can help you execute, document, analyse and improve your business processes. Some are developed to support a sub-set of processes – for example for a specific industry or line of business (HR, customer service etc.) – while others can manage all types of processes and potentially provide a complete end-to-end view of all processes in your company.
There is no universal best BPM software, as it depends on your specific objectives, your system landscape, as well as your personal preferences. However, as discussed in Selecting the best business process management (BPM) software in the age of Gen AI, there are a number of criteria that must be met – including:
- Facilitate business user involvement
- Clearly explain standard operating procedures
- Enable ongoing communications and feedback
- Support consistent operations
- Gather insights for continuous improvement
- Integrate with other systems for automation
- Ensure solid governance
- Leverage AI capabilities
Using Software Review Websites
In many organizations, shortlisting BPM software and conducting initial comparisons, are done using different software review web sites and simply Googling or Co-piloting. In this comparison, we will use the same approach to compare a selection of BPM software from the top vendors, Appian, Software Gmbh (Aris), Gluu, Kissflow, Nintex, and SAP (Signavio). We rely on feature information and reviews from Gartner Peer Insights and Gartner’s review platforms (Capterra, Getapp and Software Advice).
While review sites are very definitely valuable, there are some inherent challenges. First, the feature information is largely based on vendor input which means that whether a feature is available or not, is somewhat up for interpretation. Also, you should be careful about looking only at one software category, as very similar tools may be categorized differently – e.g. as process analytics or workflow management software.
However, by searching for specific features and browsing for tools in related categories, you can find a list of great tools that you should investigate in more detail.
All selected vendors provide top-performing BPM software, but ultimately our top pick as the best all-round solution is Gluu as it is feature-rich, has the best user reviews, and is highly operational with its focus on ensuring that defined work processes are followed. However, depending on your specific needs and preferences, one of the other options may be the better choice.
Feature Comparison and User Reviews
Looking at the number of features, the six selected vendors are divided in two – 3 vendors with around 100 features or more (Nintex, Gluu and Kissflow) and 3 vendors with 25-30 features (Appian, Signavio and Aris). This, however, does not mean that the companies in each group are similar. For example, there are only 42 features that Nintex, Gluu and Kissflow all share and 9 that Appian, Signavia and Aris share.
Of course, the number of features does not say anything about the usability and quality of the software. However, looking at the features that are not shared by all vendors, is a great pointer for understanding the focus and core strength of the tool. Also, for a BPM software to meet all the requirements for an end-to-end solution a sizeable number is needed.
The best way to examine the quality of the software is to test it. Unfortunately, there are rarely time to trial more than a couple of alternatives, but with several serious review sites available, a lot of information is already available.
As we purposefully compare some of the best available alternatives, it is no surprise that all suppliers have great reviews. Nonetheless, two vendors edge ahead of the pack, as Gluu and ARIS lead on overall satisfaction as well as on ease-of-use and functionality. Looking specifically at customer support and value for money, Gluu holds the best appraisals which result in an impressive recommendation likelihood, being the only vendor with a score above 9.
One-on-One Comparisons
Gluu vs. Nintex
Gluu and Nintex are feature-rich BPM tools with around 100 features each and almost all core BPM features covered. However, when looking at the key and distinct features, there are obvious differences with Nintex focusing on document management, signatures and approvals, while Gluu focus on supporting the specific tasks and workflows and engaging the users through feedback mechanisms and training.
GLUU
Nintex
Total Features
100
Key Features
Task Management
Workflow Management
Process Modeling & Designing
Access Controls/Permissions
Workflow Configuration
Task Progress Tracking
Complete list of features on getapp.com
Total Features
100
Key Features
Electronic Signature
Task Management
Business Process Automation
Mobile Signature Capture
File Sharing
Forms Creation & Design
Complete list of features on getapp.com
Both vendors have solid user ratings and are good options for managing your processes. If you have advanced document and file-based processes, Nintex could be your best bet, but if you look for a broader solution with focus on supporting process owners in everyday work, Gluu is likely the better option.
Review comparison available at softwareadvice.com
Gluu vs. Kissflow
Gluu and Kissflow are feature-rich tools covering virtually all core features. There are many similarities between the two, but Kissflow also includes an “app store” and an app development platform for providing end-users with easy-to-follow descriptions and check lists. The app-like approach to process management, however, means that users may miss the possibilities for building and revising workflows as well as for handling non-digital workflows.
GLUU
Kissflow
Total Features
100
Key Features
Task Management
Workflow Management
Process Modeling & Designing
Access Controls/Permissions
Workflow Configuration
Task Progress Tracking
Complete list of features on getapp.com
Total Features
119
Key Features
Task Progress Tracking
Progress Tracking
Workflow Management
Business Process Automation
Workflow Configuration
Access Controls/Permissions
Complete list of features on getapp.com
While Kissflow definitely has good user reviews, Gluu is slightly ahead on all parameters. The lead is particularly clear in customer support and perceived value for money. If you are looking for having an app to support all your processes, Kissflow is probably the better option. However, if you are looking for a tool to build and adjust all your workflows in a more traditional way, and appreciate good customer support and value for money, Gluu should be your top pick.
Review comparison is available on softwareadvice.com
Gluu vs. Appian
Gluu has significant more listed features than Appian. It is particularly functionalities related to process execution and communications that are missing compared to the most common BPM features. One reason is that Appian is also an app development platform with the idea that users should be provided with apps rather than with traditional work descriptions and check lists. On the other hand, Appian has more features for process automation.
GLUU
Appian
Total Features
100
Key Features
Task Management
Workflow Management
Process Modeling & Designing
Access Controls/Permissions
Workflow Configuration
Task Progress Tracking
Complete list of features on getapp.com
Total Features
23
Key Features
Task Management
Document Storage
Business Process Control
Business Process Automation
Process Modeling & Designing
Audit Management
Complete list of features on getapp.com
Gluu has somewhat better reviews than Appian, especially for customer support and value for money. However, Appian still have good scores, and if you are looking for a tool for developing and deploying apps for supporting your organization’s workflows, Appian is a strong candidate. If, however, you are a process manager or specialist looking for an operational tool that offers an end-to-end overview of your business processes and facilitates user feedback, Gluu is more likely to meet your needs.
Review comparison is available on softwareadvice.com
Gluu vs. Signavio
Signavio has significantly fewer features listed than Gluu and comes short on functionalities related to activity and responsibility management. Signavio focuses on reporting and process intelligence – e.g. process mining and automation. It ephasizes insights for optimizing and transforming business processes rather than ensuring efficient day to day operations.
GLUU
SAP Signavio
Total Features
100
Key Features
Task Management
Workflow Management
Process Modeling & Designing
Access Controls/Permissions
Workflow Configuration
Task Progress Tracking
Complete list of features on getapp.com
Total Features
100
Key Features
Process Modeling & Designing
Business Process Automation
Third-Party Integrations
Access Controls/Permissions
Forms Management
Document Management
Complete list of features on getapp.com
The two vendors both have great reviews, but Gluu edges ahead, particularly in value for money. Though the tools score well on ease-of-use, several reviewers emphasize that the learning curve is steeper for Signavio. If you are a business analyst or business strategist, the insights capabilities in Signavio may be what you are looking for. If your focus is ensuring uninterrupted business operations, Gluu’s added features in activity management should make Gluu the better alternative.
Review comparison is available on softwareadvice.com
Gluu vs. ARIS
Gluu is more feature-rich than ARIS, though ARIS also has most core features covered. Nonetheless, there are some apparent differences between the two tools. Gluu has more features for orchestrating tasks and workflows, while ARIS focuses on process analysis, process mining, and process automation.
GLUU
ARIS
Total Features
100
Key Features
Task Management
Workflow Management
Process Modeling & Designing
Access Controls/Permissions
Workflow Configuration
Task Progress Tracking
Complete list of features on getapp.com
Total Features
30
Key Features
Process Modeling & Designing
Business Process Automation
No-Code
Business Process Control
Document Storage
Audit Management
Complete list of features on getapp.com
Of all vendors in this comparison, Gluu and ARIS have the best customer reviews, and they are assessed equally overall as well as on features and ease of use. Gluu however has better reviews in value for money and customer support. Nonetheless, the reviews should not be the basis for which tool you choose. If your objective is to thoroughly analyse and transform your processes, ARIS should be on your short list, but if your focus is operational, you should pick Gluu due to the capabilities in orchestrating tasks and activities.
Review comparison is available on softwareadvice.com
Conclusions
This article provides valuable insights into the differences in business process management software. While all of the selected tools include most necessary BPM features and have great reviews, they are inherently different, and your choice of tool should depend on whether you aim to support your business processes with custom apps, you need deep process insights for transforming your business, or if you need a operational tool to ensure all tasks and activities run smoothly.
Frequently Asked Questions
Business process management (BPM) software is designed to help organizations visualize, execute, improve, and manage their recurring work processes efficiently. It provides a single platform for streamlining workflows, enhancing communication, and ensuring effective governance of business processes.
To select the right BPM software, consider factors like ease of implementation, user-friendliness for administrators and end-users, support for ongoing communication and feedback, integration capabilities with other systems, data collection for process improvement, and robust governance features. Evaluate potential solutions against these criteria to find the best fit.
Gluu stands out by emphasizing clear communication of processes to employees, making it a strong choice for organizations looking to ensure work happens efficiently across different systems. Its focus on geolocation reporting and compliance monitoring sets it apart, making it suitable for specific business needs related to process execution and visibility.
