Tips for Using Epicor BPMs More Effectively Straight from Consultants

Business Process Management (BPM) in Epicor ERP is one of the most powerful tools available to streamline operations, enforce business rules, and automate decisions. But with that power comes complexity—and misuse or overuse can lead to slowdowns, bugs, or unintended disruptions.

At Epicforce Tech, our Epicor consultants regularly help clients build, review, and optimize BPM workflows that support business efficiency without compromising system performance. In this blog, we share practical, real-world tips to help you use Epicor BPMs more effectively—whether you’re just getting started or trying to fine-tune existing logic.

What Is a BPM in Epicor?

In Epicor, a BPM is a set of rules or automation steps that are triggered by user actions or system events. BPMs can:

• Validate or modify data before saving

• Send notifications or alerts

• Automate calculations or updates

• Control user permissions and visibility

• Trigger integration workflows with external systems

The goal is to create low-code/no-code logic that enforces business policies and reduces manual intervention.

1. Start with a Clear Business Objective

Every BPM should solve a specific business problem. Before writing any logic, define:

• What action are you trying to enforce or prevent?

• Who does this rule apply to?

• What are the exceptions, if any?

Epicforce Tech Tip: Always tie BPM creation to a business requirement, not a technical desire. This prevents bloated logic that doesn’t actually serve operational goals.

2. Choose the Right Type of BPM

Epicor offers several types of BPMs:

• Method Directive (Pre or Post-processing on specific methods)

• Data Directive (Standard or In-Transaction logic on table-level changes)

Knowing when to use which is key:

• Use Method Directives for process-level logic (e.g., block order creation based on conditions).

• Use Data Directives for field-level data validation or audit tracking.

Epicforce Tech Tip: Don’t misuse a data directive when a method directive is more efficient—it can result in poor system performance and difficult debugging.

3. Use Conditions First to Minimize Execution

Not every BPM should run every time a method is triggered. Add precise conditions at the top of your BPM to:

• Check specific user roles

• Filter for certain field values

• Exclude irrelevant transactions

Epicforce Tech Tip: Our consultants always use conditions as the first block in BPM logic. This ensures that unnecessary steps don’t execute when they aren’t needed.

4. Avoid Overlapping or Conflicting BPMs

It’s easy to lose track of which BPMs are active on the same method or table. This leads to:

• Duplicate logic

• Conflicting actions

• Unexpected behaviors

Epicforce Tech Tip: Use naming conventions and documentation to track BPMs by module and function. Regularly audit active BPMs to clean up unused or redundant ones.

5. Keep Business Logic Modular and Maintainable

Don’t try to pack too much into a single BPM. Break down complex workflows into multiple modular rules where possible.

• Use custom code blocks sparingly and only when necessary

• Isolate reusable logic in functions

• Keep naming and comments clear

Epicforce Tech Tip: Maintainability is as important as function. If a BPM is hard to read or understand, it will create problems during upgrades or handovers.

6. Use BPM Logging for Testing and Auditing

BPM logging is a valuable tool for both developers and auditors. You can log:

• Field changes

• Method calls

• Triggered conditions

Epicforce Tech Tip: When testing new BPMs, log messages with variable outputs to trace logic flow. Once in production, scale back logging to avoid clutter.

7. Add Notifications Where Human Decisions Are Needed

Some workflows require human input—approval, verification, or review. Use BPMs to:

• Send email notifications

• Trigger task assignments

• Pop up warning dialogs in the client interface

Epicforce Tech Tip: Notifications should be informative, not intrusive. Use them to add context and next steps—not just alerts for the sake of it.

8. Consider Future Upgrades When Building BPMs

Custom BPMs can break during version upgrades if they:

• Depend on deprecated fields

• Use hardcoded logic

• Aren’t tested in a staging environment

Epicforce Tech Tip: Document every BPM’s purpose and expected outcome. Before upgrades, create a BPM testing plan to validate mission-critical workflows.

9. Limit the Use of Custom Code (C#)

Epicor allows embedding C# logic within BPMs. While powerful, it introduces risks:

• Difficult to debug

• Breaks after upgrades

• Not accessible to non-developers

Epicforce Tech Tip: Use visual BPM actions wherever possible. Reserve C# code for logic that cannot be replicated otherwise—and document it clearly.

10. Test Every BPM in a Non-Production Environment

Never deploy a new or updated BPM directly into a live environment. Always test for:

• Data integrity

• System performance

• User experience

Epicforce Tech Tip: At Epicforce Tech, we follow a “design → stage → test → deploy” BPM workflow. This minimizes business disruption and helps catch edge cases early.

Bonus: Establish a BPM Governance Policy

To maintain control and consistency, set up a simple internal policy for BPM management:

• Use naming conventions (e.g., SalesOrder_Block_OverCreditLimit)

• Maintain a shared BPM documentation library

• Review all active BPMs quarterly with key stakeholders

Epicforce Tech Tip: Governance reduces accidental duplication, ensures accountability, and improves system health over time.

Common Epicor BPM Use Cases (for Inspiration)

• Prevent job closure if material is still issued

• Block sales order release if customer credit limit is exceeded

• Auto-populate default fields when creating records

• Alert users when inventory falls below safety levels

• Send approval requests for purchase orders over a threshold

Each of these use cases can be implemented effectively with thoughtful BPM design—and without performance penalties if done right.

Final Thoughts

Epicor BPMs are a cornerstone of ERP flexibility—but they must be used with precision. By focusing on business intent, modular design, careful testing, and ongoing documentation, you’ll build BPMs that serve your operations reliably over the long term.

At Epicforce Tech, we specialize in helping clients make the most of BPM functionality—whether it’s through automation, alerts, validation, or integration logic. Our consultants bring deep knowledge of both Epicor’s technical framework and real-world business challenges.

Need Help with BPM Design or Optimization?

Whether you’re building from scratch or cleaning up legacy logic, Epicforce Tech consultants can help you get more value from Epicor BPMs.

Reach out to us at info@epicforcetech.com and schedule a no-pressure strategy session.