ISO 12651-2:2014

Overview

ISO 12651-2:2014 - Electronic document management - Vocabulary - Part 2: Workflow management - is an international vocabulary standard that defines the terms and concepts used in electronic document workflow management. Its primary purpose is to facilitate clear communication, consistent documentation, and accurate translation of workflow-related terminology across vendors, implementers, and international teams. The standard identifies the terminology used to describe the general structure of a workflow management system, its major functional components, interfaces and commonly used synonyms.

Key Topics

ISO 12651-2 is a vocabulary/reference document rather than a prescriptive technical specification. Key topics and entries covered include:

• Core workflow concepts: workflow, process, activity, step, instance, sub‑process, life cycle
• Workflow components and services: workflow engine, workflow management system, workflow domain, workflow application
• Routing and control structures: AND/OR split and join, sequential routing, parallel routing, conditional route, transition, transition condition
• Operational elements: queue/inbox, user queue, work folder, work item, load balancing, escalation, deadline, timers
• Decision and automation constructs: rules, pre‑conditions, post‑conditions, event trigger, invoked application
• Governance and traceability: administrator roles, audit trail, workflow monitoring, workflow interoperability (WAPI)
• Terminology management: synonyms and alternative industry terms to promote interoperability and consistent documentation

The English version follows UK spelling conventions and entries conform to ISO 10241‑1 editorial rules.

Applications

ISO 12651-2 is useful wherever consistent terminology is needed to design, implement, document, or procure workflow and electronic document management solutions:

• Software vendors and system integrators: standardize product descriptions, APIs, and interoperability requirements
• Enterprise architects and solution designers: align process models, process definitions and workflow maps with common definitions
• Business analysts and process modelers: ensure precise use of terms when modelling processes and writing requirements
• Records managers and compliance officers: clarify lifecycle, audit trail and monitoring terminology for governance and audits
• Localization and translation teams: translate technical terms consistently across languages
• Standards developers and academic researchers: reference an authoritative vocabulary for publications and specifications

Related Standards

• ISO 12651-1 - Electronic document imaging (Part 1 of ISO 12651 family)
• Work under ISO/TC 171 (Document management applications) provides related guidance on document and workflow standards

Using ISO 12651-2 helps reduce ambiguity in contract specifications, system documentation, and user training, improving interoperability and reducing implementation risk in electronic document workflow projects.