WORKFLOW AUTOMATION: Definition, Step, Software, Benefit & Marketing

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There is a procedure for finishing every process. Nevertheless, a lot of workflows contain manual operations that are expensive, time-consuming, and prone to mistakes. One of the most laborious and ineffective duties in the business world may be manual data entry. In addition to making you drowsy, it consumes valuable time and resources, which severely reduces your production. So, in order to speed up processes and enhance communication, organizations are moving toward greater workflow automation across business operations and within IT processes. Workflow automation automates processes by substituting software that completes all or a portion of a process for manual labor. But what are the steps involved in workflow automation, and what are the marketing benefits? Read on to find out…

What is Workflow Automation?

Workflow automation is a strategy for enabling the independent performance of tasks, documents, and information across work-related activities in compliance with established business standards. This kind of automation needs to be a simple operation that is carried out frequently to increase productivity on a day-to-day basis.

In other words, workflow automation is the act of streamlining and automating manual, time-consuming tasks using technology to save significant time and resources. By designing a set of rules and processes that govern workflow, it uses software to automate repetitive tasks like data entry, email communication, and document management. It results in quicker, simpler, and more reliable work by increasing efficiency and accuracy while reducing errors. Workflow automation transfers the execution of certain tasks from people to a computer program.

However, an organization must first identify the tasks that make up a job before automating the workflow. Next, it develops the logic and rules that specify how those tasks ought to be carried out. The software is then programmed using predefined business logic and regulations.

The logic and rules are generally a set of if-then statements that serve as instructions for the program, informing it what to do and how to go from one task to the next. To eliminate the need for humans to manage the activity, the software follows these rules and logic to complete the series of tasks from beginning to end.

How Do You Automate a Workflow Process?

Workflow process automation refers to the creation, implementation, and automation of business processes based on workflow rules. Business workflows entail moving information, people’s work, or files between systems and people in accordance with established business regulations. Workflow automation is done to streamline business operations while also getting rid of redundant manual processing.

Some examples of typical business processes that can be automated are

  • Human Resources
  • Marketing
  • Finance
  • Procurement
  • Sales
  • IT Service Requests

The most effective technique to establish an automated workflow is to create a thorough workflow diagram.

Once you’ve prepared the workflow diagram, creating an automated workflow is really simple using the drag-and-drop interface offered by modern automation software.

Simple as well as intricate company procedures can be automated with the help of workflow automation. Automation not only streamlines the business process but also reduces operational expenses. Workers and management can stop doing tedious chores so they can focus on more strategic, productive projects.

Workflow Automation Steps

Let’s now quickly review the five key steps every organization will think about before switching entirely to workflow automation.

#1. Identify Repetitive Tasks

When a company thinks about workflow automation, the first step should be to identify the areas that have repeated processes.

A thorough grasp of the business is necessary to pinpoint the issue. The greatest method to better understand your business workflow and spot recurring tasks is to create a visual depiction of it with the use of flow diagrams.

You may now design a workflow that enhances your current workflow and could make the process simpler by automating tedious processes. This is a crucial stage that must be carried out closely in cooperation with the other stakeholders and the process’s actual users.

You might also take into account the net advantages in terms of time and actual cost reductions. This will make it easier to make a convincing business case for why certain business operations should be automated.

#2. Establishing Business Objectives

Once the issue has been located, the next step is to outline your company’s objectives, utilizing the manual workflow that is currently in place as a standard.

Your goal can be to optimize resources for jobs that would provide more output by increasing throughput or decreasing cycle time on a single CPU.

Your team may need to cope with less data entry and concentrate more on process optimization.

Anything could be the case, but you must be able to explain how automation will help you reach your business objectives and how you plan to measure success.

#3. Choosing the Appropriate Workflow Automation Solution

Choosing the means to achieve the goal would be the next stage. How do we want to accomplish our corporate objectives? Your next key step will be to choose the best workflow automation system so that you can reach a solution.

Choose the appropriate software to obtain a sense of how to pick your solution provider. For an automation tool, there are basically tons of possibilities on the market. It’s critical to understand the perfect fit for your company.

Many businesses are switching to the cloud alternative since it offers more flexibility and lower expenses.

You may choose to shortlist 3 to 5 providers based on your unique demands before thoroughly weighing the benefits and drawbacks of each option. Before making this choice, you might want to view a thorough demo of the cloud-based, safe, and secure workflow software, which can design your workflow in just a few minutes.

Choose your workflow software to automate your company’s process based on the objectives that you have established in the previous stage. The workflow you choose should be straightforward, user-friendly, and simple for your users to adapt to.

#4. Educate the Users

The staff would then be trained on how to use the new workflow software in the next stage. Every new change implemented by management encounters resistance since it is viewed as superfluous by the workforce.

In order to make the end users a crucial part of the decision-making process, it is essential to incorporate them from the very beginning and include them in the conversations. This makes the end user responsible and elevates the greatest concepts.

It would be much easier to make this transition effective if there was a clear path from the existing manual procedure to the new automated system and if they received enough training to help them catch up.

#5. Optimize Your Process by Measuring Critical Performance Indicators

Once you’ve completed the aforementioned procedures, your new automated workflow system is ready for use.

It is crucial to iron out the kinks in the armor at this stage because your business users will give input on the procedure based on their usage. The last phase, which entails measuring the key performance indicators and streamlining your workflow, is now ready for you to take.

Your automated workflow will be continuously measured and monitored, which will help you spot bottlenecks and offer areas for development. Your team will function more effectively if your freshly updated workflow is continually assessed.

What Are the Different Types of Workflow Automation?

Workflow automation can be broken down into two categories: business processes (BP) and robotic processes (RP).

#1. Business Process Workflows

Organizations can better serve their clients by adopting a business process management (BPM) approach. It generally forces enterprise workflows to become more effective at achieving essential business objectives. Workflow automation software is frequently created using BPM principles. This software thus helps streamline formerly laborious manual processes within an organization. 

#2. Robotic Process Workflows

Robotic process automation (RPA) software is now available, and it enables robots to carry out tasks that humans once did. In many instances, bots help administrative procedures alongside IT (as well as in other domains). Bots are able to recognize and provide the most pertinent data to correct processing problems. Moreover, bots can reduce help desk requests and login authentications, and step in when processing issues occur.

Workflow Automation Software

Workflow automation may help you save time if your staff performs any repeating tasks, which most firms do. Automation of workflows can be daunting, of course. As such, you must have strong workflow automation software swiftly automate your processes.

For more options for managing processes and workflows, let’s look at the finest business workflow automation software;

#1. Zapier

Workflow automation tool Zapier employs a drag-and-drop, no-code process editor. It can assist you in automating anything from straightforward operations to multi-step repeating tasks.

But what distinguishes Zapier is how many program integrations it offers. Basically, Zapier is compatible with more than 5,000 apps. And by using this software, you can automate procedures for all of your business applications, including Gmail, Slack, Trello, and Stripe. In addition, it powers numerous different workflow automation tools on this list’s software connections. In the unlikely event that you can’t find the integration you require in Zapier’s list of apps, you can ask for an additional app or create one yourself.

#2. ClickUp

ClickUp is basically a complete work management tool. It features tools for project management, team collaboration, and lots more in addition to tools for workflow automation.

To put it another way, you should consider ClickUp to be much more than just a tool for automation. Yes, several other automation programs provide a few task management functions. Nevertheless, few offer as many features as ClickUp, which provides common tools including Gantt charts, kanban boards, subtasks, and much more. That’s on top of ClickUp’s already robust automation of routine tasks. In other words, ClickUp enables you to handle all of your workflow management requirements with a single piece of software without sacrificing automation as well as project management.

#3. Integrify

Integrify is a program for managing and automating workflows with little to no coding required. The platform has tools for creating processes, designing forms, as well as reporting processes.

While Integrify has many characteristics with other workflow applications, it also has some unique features, such as the ability to add notes as well as comments as you construct a process. Integrify is therefore perfect for groups who wish to work together to develop and improve their business workflow. Similar to how Integrity enables process testing and generates audit trails for all automation workflows, it also enables collaboration without fear of workflow disruption.

#4. Nintex

With more than 3 million workflow apps currently running on its platform, Nintex assists more than 8,000 enterprise clients in managing, automating, and improving their business processes without the need for coding knowledge.

Your company may map out each of its processes, carry them out, and evaluate their success by providing a wide range of workflow automation tools, such as process mapping, advanced workflows, and process intelligence.

For corporate firms with well-established processes, Nintex comes highly recommended. It’s a sophisticated piece of software that combines an easy-to-use workflow design tool with strong connections to link every single one of your apps. This is particularly useful for those working in HR, finance, IT, and the legal profession.

#5. Kissflow

For workflows and app construction, Kissflow provides both no-code and low-code alternatives. Kissflow now has the versatility to function as a workflow management platform, a light project management tool, and perhaps marketing automation software.

Kissflow’s process software packages are fantastic. They provide the ideal blend of straightforward UI and strong analytics. For instance, to see statistics on your workflow automation system, you can stick with simple metric-based reports. Or you can run your own reports to examine tasks or process data in more detail. Additionally, Kissflow makes it simple to create dashboards (with no code or just a little), making your reporting accessible and easy to comprehend.

#6. Flokzu

With the Flokzu business process management tool, businesses can design forms, automate procedures, run reports, and more. It integrates with numerous other software programs using Zapier.

Flokzu, however, has a few tools that set it apart from other workflow programs in terms of flexibility. For instance, it makes team member substitutions simple. You may therefore easily change your custom procedure to include a substitute team member while someone is out of the office. That way, you won’t have to worry about any delays in your work. Similarly, Flokzu allows you to pause and set timers while automating the workflow. Basically, the workflow software from Flokzu can adapt to your changing process requirements.

Benefits of Workflow Automation

Workflow automation may relieve all departments from the burden of manual operations, from administration to finance, IT, and marketing.

Here are some benefits of workflow automation software for each department in your business:

Benefits of Workflow Automation in Marketing

  • Appoint a machine to perform repetitive, tedious tasks
  • Work together on workflows with coworkers from different locations.
  • Make sure the appropriate people approve all content.
  • Create a reliable procedure for nurturing and pursuing quality leads.
  • Several campaigns can be automated, and they can all be tracked from one dashboard.

Benefits of IT Process Automation

  • Distribute tickets and escalations to team members who are available.
  • Eliminate redundant support requests
  • Verify scheduled updates with interested parties.
  • Take control of Shadow IT
  • Control resources and observe usage patterns

Workflow Automation Benefits in Human Resources (HR)

  • Dramatically cut back on paperwork
  • Faster applicant sourcing, verification, and recruitment with automated approval
  • Make sure all processes are compliant.
  • Raise the visibility of the workflow
  • Improve the speed of the onboarding and offboarding processes.

Benefits of Workflow Automation in Finance

  • Make document management simpler
  • Spend less time processing approvals.
  • Set up automatic payments for recurring bills.
  • Make a clever mechanism for managing payroll.
  • Sync data with other accounting programs

Benefits of Enabling Workflow Automation in Sales

  • Ensure that all leads receive the same royal treatment.
  • Get enlightening information and analysis on ongoing procedures.
  • Never let a lead go through the cracks as a result of a mistake.
  • Send personalized greetings, appreciation, or promotional emails.
  • Standardize list creation to make it easier.

Do I Have to Be a Developer to Use Workflow Automation?

No. Using drag-and-drop techniques for generating forms and processes, these products are created for business users. If they so choose, developers can expand the system using extra tools.

What Are Workflow Automation Tools?

Workflow automation tools are used to standardize, automate, and transmit data between systems.

What is Workflow Automation in CRM?

Workflow automation is a feature that most CRM solutions have built-in. In most cases, it entails starting a pipeline for a data update, integration, timing an action, etc. Users must have CRM licenses in order to use these capabilities, which are exclusive to the CRM system. Workflow automation can help make your CRM even more efficient.


Workflow automation, when put to use, can help businesses extend and flourish without allowing anything to slip between the cracks. You can successfully expand your firm without experiencing any growing pains by allowing technology to carry out manual work.

This technology can benefit your company in essentially every division or department. Workflow automation offers many benefits, helping you work more efficiently rather than harder, whether in marketing, human resources, or finance.


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