Epicor ERP offers a powerful Business Process Management (BPM) engine that enables organizations to automate complex workflows, improve efficiency, and reduce manual errors. However, many businesses fail to fully leverage BPM directives for automation due to unclear documentation or lack of practical insight.
In this article, Epicforce Tech shares practical, field-tested tips to help ERP users and administrators maximize workflow automation using Epicor BPM without relying on custom development.
What Are BPM Directives in Epicor?
Epicor BPM (Business Process Management) is a rules-based engine that allows users to define business logic at key points within the ERP system. These directives help enforce validation rules, initiate automated tasks, trigger alerts, and guide decision-making.
There are two primary types of BPM directives:
- Method Directives: Triggered by business object methods (e.g., update, delete).
- Data Directives: Triggered by changes to database tables (e.g., insert, update, delete).
By using these directives, users can enforce company policies and automate repetitive workflows without writing custom code.
Why Automate Epicor Workflows with BPM?
Automation via BPM delivers value in several ways:
- Reduces human error in high-volume processes
- Improves process compliance and auditability
- Accelerates approvals, updates, and data validation
- Enhances consistency across multi-user, multi-division environments
Now let’s dive into practical tips that will help you do all this smarter and faster.
1. Start with the Right Process Candidates
Not every workflow is a good automation candidate. Start with:
- Repetitive tasks with clear rules (e.g., invoice validations, order approvals)
- Workflows that require frequent human oversight
- High-risk steps prone to errors (e.g., updating inventory levels)
Epicforce Tech recommends prioritizing processes where automation saves time and reduces compliance risk.
2. Use Pre-Processing Method Directives for Validation Logic
Use pre-processing method directives to stop unwanted transactions before they occur. For example:
- Prevent a sales order from being closed without required fields
- Block inventory adjustments if quantities exceed authorized limits
This allows you to intercept errors early saving time and reducing rework downstream.
3. Keep BPM Conditions Modular and Reusable
Avoid hardcoding logic. Instead:
- Use “Set Argument/Variable” steps to make logic easier to update
- Break logic into smaller, testable blocks
- Store global variables in User Codes or UD tables where appropriate
This modularity helps scale and maintain complex workflows across multiple departments or companies.
4. Use BPM to Automate Notifications and Alerts
A common use case is to notify users of key changes:
- Send email alerts when customer credit limits are exceeded
- Alert warehouse team when a PO is approved
Epicor BPM allows integration with the Alerter or via SMTP for automated, condition-based messaging.
Make sure to:
- Use dynamic subject lines (e.g., [CustomerName] Credit Limit Alert)
- Include reference fields in the message body (e.g., OrderNum, Date)
5. Automate Status Updates Based on Data Conditions
Epicforce Tech recommends automating status changes for transactional consistency:
- Auto-change Sales Order status to “Ready for Picking” once payment is confirmed
- Change Job status to “Engineering Complete” after routing approval
Use post-processing method directives to trigger these status changes once the base action completes.
6. Enforce Approval Workflows Without Custom Development
Many approval processes can be built with BPM using standard user-defined flags:
- Add a UD field like
Approved_con a Quote or Purchase Order - Create a BPM that blocks submission if
Approved_cis false - Send approval requests via email or task assignment
This removes the need for code-level customization and keeps everything inside the ERP.
7. Use Conditions and Queries to Enforce Complex Rules
Epicor BPM allows embedding Business Activity Queries (BAQs) inside directives. Use this to:
- Check outstanding balances before approving a new order
- Validate part availability across multiple warehouses
Using BAQ-linked BPMs allows for real-time decision-making without coding.
8. Track and Log BPM Activities for Auditability
Add logging steps to your BPMs to:
- Record who triggered a rule
- Track before/after values of key fields
- Store log entries in UD tables or Event Log
This creates an audit trail that supports compliance efforts and streamlines troubleshooting.
9. Use Data Directives to Monitor Table-Level Changes
While method directives operate at the logic level, data directives allow you to monitor underlying table changes. Use these to:
- Track manual data edits to critical fields (e.g., price overrides)
- Prevent direct SQL-level updates to sensitive tables
Data directives are best for system-wide rules that don’t depend on specific UI or screen interactions.
10. Test Each BPM in a Sandbox Before Moving to Production
Testing BPMs in a pilot environment avoids disruptions to live operations:
- Use Epicor’s “Start Condition Builder” to simulate logic
- Monitor the Event Viewer for BPM triggers and outcomes
- Validate edge cases, role-specific logic, and multi-company impact
Epicforce Tech strongly recommends maintaining a version-controlled library of BPMs and changes.
11. Name Your BPMs Clearly and Use Grouping Logic
Follow naming conventions such as:
SO_Approval_PreProc_BPMAR_CreditLimitCheck_PostProc
Organize BPMs by:
- Module (Sales, Finance, Manufacturing)
- Type (Validation, Alert, Status Change)
- Trigger (Pre/Post Method, Standard/Data Directive)
This makes maintenance easier and ensures clarity across teams.
12. Avoid Over-Automation That Blocks Workflow Flexibility
While BPM is powerful, too much automation can make systems rigid:
- Avoid blocking users from urgent overrides (unless risky)
- Include exception paths in your BPMs
- Provide admin override options if needed
Use BPM to guide, not limit, intelligent user action.
13. Leverage BPM to Ensure Master Data Integrity
Use BPM to maintain consistency across master data:
- Enforce naming conventions for parts, customers, and suppliers
- Prevent duplicate records via field-level checks
- Auto-populate missing fields based on related tables
This improves data quality and reduces manual cleanup efforts later.
14. Use Epicor BPM for Inter-Module Coordination
Example: When a Sales Order is released, trigger a Job Order creation or notification to Production.
This helps:
- Align teams across departments
- Reduce lag time between related transactions
- Ensure timely execution
Such BPMs are critical for Just-in-Time (JIT) or Lean Manufacturing setups.
15. Document Every BPM Rule for Internal Knowledge Sharing
Each BPM you deploy should be documented with:
- Purpose of the rule
- Trigger conditions
- Business impact
- Version history
Epicforce Tech recommends using a shared knowledge base or Confluence-style documentation for easy access.
Final Thoughts: Use Epicor BPM to Drive Smart, Scalable Automation
Epicor BPM isn’t just a tool it’s a strategy. When implemented with clarity and purpose, BPM can transform business workflows, improve accuracy, and reduce overhead across your ERP.
Epicforce Tech helps clients take full advantage of BPM with scalable, easy-to-maintain workflows tailored to business goals.
Optimize Your ERP with Proven BPM Expertise
If your team is struggling with manual steps, inconsistent processes, or audit risks, consider reviewing your current Epicor BPM landscape. The right automation strategy could unlock hours of productivity and ensure long-term ERP scalability.
Need help designing better BPM workflows?
Contact Epicforce Tech where expertise meets execution.
Read More:
How to Use Epicor BPMs to Enforce Data Integrity Across Modules
End-to-End BPM Customization in Epicor: What Epicforce Tech Does Differently
Epicor BPMs Not Working as Expected? Here’s How Epicforce Tech Troubleshoots and Optimizes Workflows