DataPolis Process System – a visual workflow designer explained in 15 bulletpoints

Product overview by Gokan Ozcifci – requested by – thoughts are my own.

During my stay in Poland for the SharePoint Saturday Warsaw – I had the chance to talk to Dominik Daniewski (Presales Engineer / SharePoint Consultant at DataPolis) one of the brains behind DataPolis.

DataPolis develops user-friendly and flexible solutions for SharePoint environments which support dynamic processes, information and document flows in medium and large enterprises globally. Their core solution is DataPolis Process System – also called DPS – one of the most popular platforms worldwide to model, implement, manage, and evolve process-driven applications in SharePoint. It includes drag and drop workflow designer, powerful activities designer, application repository and central administration console. DataPolis Process System is a complete set of tools to simplify complex processes and organize all your workflows into a coherent system.

During our meeting, Dominik showed me the 15 differences they had with other workflow tools available on the market. They are all great to read, but some of them – such as “Roles” and “Applications” are really impressive. Here is the top 15 of Dominik, why DPS is worth testing and using compared to other tools.

1. Separate business and IT layers
The process is way clearer for the information workers and they can understand easily cooperate in creating the solution from the first meeting. They can start drawing the process in DPS instead of Visio and with a single click; they can deploy and have it “up & running”.

2. True state machine workflows

You always know in which state your process is. You can easily go back in your process. In other workflow tools its quasi-state machine and the process gets completely unreadable

3. Built-in user forms

In DPS you have a couple of built-in forms options such as Quick forms, HTML forms, legacy support for InfoPath forms etc. You can also write your own form in .Net. Some other vendors force you to buy their tools

4.Powerful SharePoint lookups

You get access to SharePoint data from a structured tree. You simply have to “drill down” to what you are looking for… Simple as “bonjour”!

5. No restriction to Site Collection Scope

Unlike with OOTB SharePoint mechanism, you can reach data from outside your Site Collection. In DPS, the Web Application scope is the limit (SharePoint permissions are respected)

6.Different user forms for every outcome

In DPS, you can easily create a totally different form for each outcome. You can even decide to not show a form at all for “Approvals” if there is no requirement to fill a field.

7. Bulk approval

Take the example that an accountant from your company enters 10 invoices for approval at the same time. As a manager you can handle and approve this invoices in “one click”

8. Conditional actions

For each action, we can add conditions that must be met before any other action. A great example is “after 3PM do not show “send today”

9. Self-timers

The advanced mechanism in DPS will let you create processes like “e-mail reminders”.

  • STEP1: After 2 days send a direct mail to the end user.
  • STEP2: After 3 more days send the same e-mail, but with a Manager in CC.
  • STEP3: Then wait 3 weeks and automatically reject the document


10.Comments layer

In DPS, you can find additional layers where you can add comments. They can be connected to states, actions or just floating texts. You can hide those layers with a single click. It’s a good way to share the information (like a To-do) to other information workers that may for example finish the work for/after you.

11. Applications
(THIS!) An amazing and very powerful feature. By using this feature, you can split a big, hard to manage workflow into parts, save those parts as applications, and then simply reuse then in the master workflow. Application can be used in different workflows as well. They can be managed by different information workers so you can start to work as a “group” on your process. In Nintex UDA (a similar feature) if you make a change in a “sub process”, you have to republish the “master process” which means the changes will be present in the next run of your process. In DPS the changes are published and seen instantly.

12. Visual permissions (Roles)

You can assign roles in your process, by simply dragging & dropping. You can include people, SharePoint groups, AD groups and can even control role’s membership from your process logic.

13. Automatic documentation

With a single click – you can get a full documentation about everything that is present in your workflow. You can export and attach the generated report to any project/team site/ mail.

14. DPS don’t use “tasks”

In DPS, we do not create “dummy” items as tasks. Everything is stored in a database. You can easily get the information about your “Current work” from the entire SharePoint Farm. You do not have to wait for the information as it would be done by search for example.

15. Flexible licensing model

This point is rather for Partners / Customers and is business not technical – however it is a big and very important difference between DPS and other vendors such as Nintex.

I am really excited to show you more about Datapolis and my friend and SharePoint super star  Vlad Catrinescu to help business get the most out of their SharePoint implementation by easily implementing workflows to automate their most complicated business processes. If you never heard of Datapolis and would like a demo, or simply more information, comment on this blog post or send me an email at and we can schedule a quick call!

Cheers, xGokan

I own a company and work a lot with #SharePoint. Entrepreneur. Microsoft Regional Director and @MVPAward for Office Servers and Services.

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