Workflow Software | Productivity and Efficiency

Workflow software can have a dramatic, positive impact on productivity and efficiency.


workflow software example

Workflow software allows businesses to automate tasks related to business processes. On the surface, this sounds very straightforward, but few business workflows are just a simple set of tasks to be performed.

Workflow Software Connects Work, People, and Processes

Most of what we do involves three things:

  • Work (the tasks we perform)
  • People (colleagues, customers, partners, etc.)
  • Processes (how work flows through the organization)

For example, many processes cut across departmental or business unit silos, leading to disconnected workflows. In other cases, there are a variety of process decision points that are confined to one person's purview. This "tribal knowledge" causes serious gaps when that one person is unavailable or no longer in the same position.

However, as we'll discuss, employees are more productive and administrators (HR, Finance, Operations, IT, etc.) spend less time managing information when a workflow software system is implemented.

Getting Started with Workflow Solutions

Because a workflow solution should become a strength across all aspects of a business, every organization can benefit from the adoption of a workflow software solution. Consider the following areas when selecting a workflow tool:

Ease of use and speed of implementation

Workflow improvement projects that linger for months and years are more likely to fail. This can be due to the complexity of the chosen software and difficulty training administrators. By selecting a workflow platform that focuses on ease of use and rapid adoption, projects can hit milestones and prove value faster. 

This doesn't mean you need to sacrifice scalability and features, it just means to consider how everyday users will interact with the tool while you evaluate vendors. Often a pilot or trial program with the software can help determine which system will be adopted more quickly.

Resource needs for implementation and support

If there is a well-trained, experienced team in place that will implement and manage your workflow tool, you will be in a good position to succeed. If not, you will need to rely, at least in part, on the vendor for implementation and ongoing support. For some workflow software vendors, this is not necessarily part of their business. These vendors may offer a turn-key solution and expect their involvement to end at technical support tickets.

Other vendors will offer full-service implementation, coaching, training, and hands-on assistance. This is an important consideration when evaluating vendors. If you expect to need robust service and support you'll want to find a full-service vendor that offers this.


Feature sets across workflow vendors vary greatly, depending on their chosen market. Some may offer AI, Robotic Process Automation, machine learning, etc. while others will focus on providing best-of-breed core features like those below. Depending on your needs, these advanced features may be considered "nice to have" vs. "essential."

Focusing on the core features of most workflow, these are the must-have feature sets to evaluate:

  • Visual tools for developing live workflow diagrams
  • A variety of task types that can be utilized in the process
  • A form design tool for data capture as part of the process (e.g. a request form)
  • Task assigning and routing
  • Alerts, reminders, escalations
  • KPI tracking and reporting
  • A self-service process portal where users can launch and view process status

While these are robust, enterprise-class tools, smaller businesses, and departmental process improvement teams can take heart as there are great tools available to fit every budget in today's workflow software marketplace.

workflow software example
Workflow Software Example (Click for Larger)

Benefits of Workflow Software

  • Streamline and speed up internal processes by reducing manual entry and request handling.
  • Reduce errors and re-work.
  • Reduce the risk of improperly approved requests, contracts, hires, etc.
  • Improve compliance with audit trails.
  • Increase output and increase productivity (this goes for people handling requests as well as requestors).
  • A unified, personalized request experience for employees.
  • Track request status (completed, pending, or in-progress, etc.) in real-time
  • Identify performance trends (group and individual) over time.
  • Reduced license overhead for enterprise systems (ERP, CRM, etc.)
  • Monitor team progress against Service Level Agreements.
  • Identify and remove process barriers or bottlenecks.
  • Better align tasks with the skillsets and assign tasks to the most appropriate staff members.
  • Drastically reduce paperwork and associated costs and waste.
  • Reduce the need for manual decision making and handling with business rules.
  • Identify redundancies.
  • Switch from single to parallel processing of tasks.
  • Eliminate circumvention of organizational business rules.
  • Provide staff members with reminders and alerts when tasks age.
  • Allow for 24/7 access to approve and monitor requests and tasks.
  • Allow staff and management to focus on value-added projects and tasks.

Integrify Workflow Software 2-Minute Demo

Where does it fit in our technology stack?

When evaluating workflow management options, some businesses consider full business process management (BPM) suites. These suites include a laundry list of features including modeling, simulation, business resource planning and a variety of workflow tools that, in most cases, are overkill for most situations. In addition, they tend to be very expensive with a steep learning curve. They make sense for companies embarking on massive, enterprise-wide business process re-architecting initiatives.

Others consider dedicated online form solutions. These solutions offer a simple form building tool that triggers an email and saves form input data. While some of these solutions are very well-designed and user-friendly, they also don’t profess to be more than a straightforward way to collect form data, especially for one-time events.

Unlike these solutions, workflow software provides the critical components of BPM suites (tools for building automated processes, forms, reporting/auditing and a user portal) but more robust than simple form automation solutions. Most businesses are looking for a straightforward way to automate business workflows for HR, IT, Finance, Operations, Marketing, etc. and replacing paper or email-based requests. That’s where workflow software like Integrify excels.

Integrify's Approach to Workflow Software

Integrify is focused on providing a platform for building the workflows that make the most sense for your business. Since no two companies are alike, we built Integrify to be flexible and extensible.

Flexible: Start a workflow from scratch, start from a workflow template or have our experienced service team build you what you need. Our software allows you to decide how your workflow runs. Choose tasks from a wide array of options and put them in the order that your business rules dictate.

PowerfulSome of the largest companies in the world rely on Integrify to reliably power their most critical workflows (think cybersecurity response, customer onboarding, capital expenditure requests, etc.)

Extensible: Connect to other systems and embed widget versions of your forms wherever you need them including intranets, Web pages, and other systems like SharePoint.

Interested in Automating Your Workflow?

We have a variety of resources to help you on your journey to an automated workflow. 

workflow automation software demo

Automate Any Workflow

To see how quickly you can begin automating your workflows and processes, request a demonstration or trial of Integrify.

Get a Free Demo


Integrify is a leader in Mid-Market Business Process Management on G2


Experience Integrify by scheduling a
personalized live demonstration.


Get a Demo   Learn More


Copyright © 2021 Integrify All rights reserved.