Workflow Software | Productivity and Efficiency

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


Workflow software, sometimes called workflow automation 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. From document workflows to approval workflows, business workflow software is designed to reduce the risk of human error, reduce the time it takes to do tasks, and make things easier for your workers.

Business 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, a variety of process decision points are confined to one person's purview. This "tribal knowledge" causes serious gaps when someone 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 Automation Software

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

Business Workflow Software Example (Click for Larger)

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 the difficulty of training administrators. Projects can hit milestones and prove value faster by selecting a workflow platform that focuses on ease of use and rapid adoption. 

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 a well-trained, experienced team implements and manages your workflow tool, you will be in an excellent position to succeed. If not, you will need to rely on, at least partly, the vendor for implementation and ongoing support. This is not necessarily part of their business for some workflow software vendors. These vendors may offer a turn-key solution and expect their involvement to end with 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 robust service and support, you'll want to find a full-service vendor that offers this.

Workflow Automation Software Features

Feature sets across business workflow software 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 automation software solutions, these are the must-have feature sets to evaluate:

  • Visual tools for developing live workflow diagrams
  • A variety of task types 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 great tools are available to fit every budget in today's workflow software marketplace.

Integrify Business Workflow Software 2-Minute Demo

Benefits of Business Workflow Automation 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 productivity (this goes for people handling requests and 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 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.

Where does it fit in our technology stack?

Some businesses consider complete business process management (BPM) suites when evaluating workflow management options. 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). Still, it is 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 replace paper or email-based requests. That's where workflow software like Integrify excels.

Integrify's Approach to Workflow Automation 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 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 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.

Watch Integrify in Action

In this video, Jake from our service team builds a simple Leave Request form and process to allow employees to request PTO or sick time and then have the request routed for approval.

Interested in Automating Your Workflow?

We have a wide range of workflow automation software resources to help you on your journey to an automated workflow.

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

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