Visual Laboratory Workflows: How They Work & Why You Need One

From Concept To Execution: Designing Visual Lab Workflows

Designing and managing workflows is at the heart of any well-functioning laboratory. But traditional SOPs and rigid data models often fall short. Laboratory workflow management helps labs define, control, and optimize their processes, from sample prep to data review, while ensuring consistency and traceability.

Translating these workflows into software can be challenging. Without clear, visual representation, teams risk miscommunication, inefficiency, and non-compliance. That’s why Labbit leverages graphical workflows built with BPMN (Business Process Model & Notation) to make lab workflows both actionable and understandable.

What Is Laboratory Workflow Management?

‍Laboratory workflow management refers to the design, execution, and optimization of lab processes using structured systems and tools. It encompasses every step, from sample accessioning and equipment validation to quality checks and result approvals.

Without effective workflow management, labs often struggle with bottlenecks, inconsistent outputs, and manual errors. Software systems that support workflow modeling and automation give labs the ability to standardize operations, ensure compliance, and track progress in real time.

What Is BPMN & How Does It Apply To Lab Workflows?

Business Process Model and Notation (BPMN) is a graphical standard for designing and managing complex processes. Originally developed for business operations, BPMN has become a powerful tool for laboratory workflow management, enabling teams to create standardized, visual models of every step in their lab processes.

Labbit uses BPMN to power intuitive, no-code workflow configuration, enabling labs to design, execute, and refine complex processes with precision. From sample intake to reporting, Labbit provides a flexible, visual approach to workflow management that aligns scientists, managers, and operations teams, no developers required.

Why BPMN Is The Ideal Standard For Laboratory Workflow Configuration

Instead of inventing a new modeling language, Labbit adopted BPMN, a global standard with decades of refinement and broad community support. This choice wasn’t just about efficiency, it was about flexibility, compatibility, and openness.

With BPMN, your lab isn't locked into proprietary formats or custom tools. You get a universally recognized, open standard for modeling even the most complex lab workflows, one that’s readable by scientists, implementable by developers, and shareable across institutions.

Using BPMN Diagrams To Configure & Automate Your Lab

The best tool we have found for representing lab workflows is the Camunda Modeler®, a collaborative BPMN workflow design and process automation platform we’ve integrated into Labbit. Labbit is configured simply by drawing BPMN diagrams that match your lab’s workflows. Below is an example of a BPMN diagram that represents a sample preparation workflow (Figure 1).

Visual Laboratory Workflow Preview — Figure 1: A BPMN representing a single Illumina DNA Prep workflow. Once samples are accessioned, a decision point (“X”) is reached where samples are sorted by type (tissue, blood, or DNA). The samples then move through various sample preparation processes and are routed at decision points based on certain conditions.

The BPMN in Labbit is integrated in such a way that each “box” in a diagram corresponds to a group of tasks in the Labbit user interface that together forms a logical step in a real-world workflow. As samples move through the workflow, each task defines the processing steps the sample undergoes. Exception handling is built into the BPMN so that samples can be automatically routed to the correct tasks within the workflow. With Labbit, you can use workflows to describe and manage tasks in addition to sample processing, such as sample and reagent lot accessioning, equipment validation and maintenance, and data review and approval, all of which impact laboratory turnaround times and data integrity. The first step to controlling a process is being able to model it, which in our experience is best done visually.

Streamlining Lab Operations With BPMN & Labbit

The BPMN standard bridges the gap between lab workflow design and implementation. It can be an empowering experience for labs that have never seen their workflows in a standardized graphical format. The benefits to seeing the workflow, versus reading through it in an SOP, are impactful for both stakeholders and implementers. Once labs see an accurate depiction of their processes, they begin to understand where variation can be introduced, where processes need to be formalized, and where bottlenecks may be affecting turnaround times. Since BPMN is a standard that most business analysts are already familiar with, it can accelerate both new employee onboarding as well as new and updated workflow design. And due to its readability, lab stakeholders can collaborate on complex workflows with ease. Perhaps most importantly, the BPMN standard opens up a way for labs to share and understand each other’s workflows across platforms.

The experts at Labbit can take any process, whether described in a series of bullet points or a detailed SOP, and quickly turn it into a BPMN diagram that accurately represents your specific laboratory workflow in a standardized way.

Labbit can help you accelerate the design and implementation of your laboratory workflows. Connect with us for a consultation.

Laboratory Workflow Management - FAQs

What Types Of Laboratories Benefit Most From Visual Workflows?

‍Visual workflows are ideal for pharmaceutical, biotech, chemical, and clinical labs - especially where process standardization, traceability, and compliance are critical. Any lab looking to improve reproducibility and collaboration can benefit.‍

Visual Workflow vs Traditional Protocol: What’s The Difference?

‍Traditional protocols are usually static, text-heavy documents. Visual workflows, on the other hand, offer a dynamic and interactive representation of lab procedures - making it easier to visualize, optimize, and automate processes at a glance.

Are Visual Workflows Compliant With Regulatory Standards?

‍Yes. Visual workflow platforms designed for regulated environments typically support full compliance with standards like FDA 21 CFR Part 11, EU Annex 11, and GxP.

They include features such as:

Electronic signatures for verification and approval
Audit trails that log every action and change
Role-based access control to restrict editing or viewing rights
Version control to maintain a documented history of all workflow revisions

These capabilities help ensure data integrity, traceability, and accountability across the entire lab process.

Do I Need Technical Knowledge To Use BPMN In Labbit?

‍No. Labbit makes it easy to create and manage BPMN workflows through an intuitive interface. Our team also supports translating your SOPs into ready-to-use diagrams.