Workflow Automation: Definition, Importance, Tools and How You Can Use It

Every business or organization has a workflow that employees must follow. However, sometimes these tasks can be really time consuming and prone to errors.

Although companies nowadays are using project management tools and Excel to tackle redundant tasks, it is still insufficient. To streamline those tedious tasks, we have been introduced to workflow automation tools.

But what exactly is workflow automation and how do they help businesses? In this blog, we will take a look at its definition, importance and top tools you can use. Moreover, we will also talk about some use cases. So, let’s get started.

What is Workflow Automation?

In simple terms, workflow automation is defined as the technique that automates repetitive tasks to make the workflow smoother and faster. When you set the rules, automation software can schedule tasks, send emails, start marketing campaigns, and more – without any regular supervision.

Additionally, workflow automation is a way of working that makes things more efficient, saves time, reduces mistakes, and makes people more productive. Let’s understand it better through examples.

Workflow Automation Examples

Here’s an example of how workflow automation works for marketing agencies.

Suppose you work at a marketing agency, and you send out daily reports to the clients. Instead of compiling the data from multiple sources manually, you can use a workflow platform to create a setup that automatically extracts necessary details, formats it into a report and schedules the mail daily.

This will not only save time and reduce errors but also ensure that your clients receive their reports promptly every day. Furthermore, work flow software can help you with the following:

• Automate lead capturing to identify potential clients
• Schedule and publish social media posts across multiple platforms
• Automate content creation tasks
• Automatically generate and send performance reports
• Send welcome emails and set up initial meetings
• Gather customer feedback and send follow-up communication.

Top 5 Tools for Workflow Automation

Now that you have understood what automation is and its importance, let’s discover some of the best workflow management software for automation examples.

• ClickUp
• Jira
• Zapier
• Microsoft Power Automate
• Kissflow

1. ClickUp

ClickUp is all-in-one cloud-based project management tool which includes various workflow automation features. It helps you to easily create and automate routine tasks using process templates. It can automatically assign work, provide reviews, track statuses and much more. ClickUp also integrates with other tools like Slack, Dropbox, GitHub, Bugsnag, etc.

Features of ClickUp 

• No-code customization
• Offers Gantt charts, Kanban, and workflow libraries
• Seamless team collaboration and communication
• Real-time reporting with visuals
• Time and task management features

Pricing of Clickup

ClickUp offers a free plan and three paid plans. 

• Free: Free forever plan with 100mb of storage and unlimited tasks 
• Unlimited: Starts at $10/month 
• Business: Starts at $19/month 
• Enterprise: Available on request 

2. Jira

Jira is a no-code automation builder which is an ideal solution for non-technical teams to streamline their tasks. It is good in project and task management and enables teams to assign, track, and create tasks efficiently. The software also offers customizable workflows, enabling businesses to modify it according to their needs.

Features of Jira Workflow Automation Software

• Auto assigning and auto syncing features
• Integrate with your favorite tools
• Hundreds of automation templates
• Scrum board to organize tasks
• Reports and insight dashboards
• Drag and drop automation builder.

Pricing of Jira

• Free: Free to use plan with up to 10 users and 2 Gb of storage
• Standard: Starts at $8.15/month
• Premium: Starts at $16/month
• Enterprise: Available on request

3. Zapier

Just like Jira, Zapier is a no-code drag and drop process making software. You can automate everything-from simple tasks to complex workflows. Moreover, what sets Zapier apart is that it connects with over 5,000 different apps.

Whether you use Gmail, Slack, Trello, or Stripe, Zapier can help you automate tasks for all your business processes.

Features of Zapier

• Multi-step Zaps to automate tasks
• Create paths with different actions based on logic
• Filter option to find certain tasks and conditions 
• Schedule your workflow
• Convert currency, dates, text, etc. to your desired format
• Receive and send data using webhooks

Zapier Pricing

Zapier offers five types of plans:

• Free: Free to use plan with 100 tasks a month
• Starter: Starts at $20/month (approx.)
• Professional: Starts at $49/month (approx.)
• Team: Starts at $70/month (approx.)
• Company: Available on request

4. Microsoft Power Automate

Microsoft Power Automate is one of the well-known business process automation tools that helps users automate tasks between different apps and services. It can automate desktop apps, and websites with AI and digital and robotic process automation.

You can sync, gather data, receive notifications, and automate emails or approval requests with Power Automate.

Features of Microsoft Power Automate

• AI processing and generation
• Desktop automation
• Task and process mining
• Reporting and analysis
• Data-driven business automation

Microsoft Power Automate Pricing

Microsoft power automate offers 3 types of plans:

• Free: Free to use with premium features for 30-days
• Power Automate Premium: Starts at $12/month
• Power Automate Process: Starts at $123/month

 5. Kissflow

Kissflow is workflow management software which lets you automate processes and create apps with both low-code and no-code approaches. It can be used for marketing automation, project management, and workflow management.

It offers you an analytics dashboard with an easy-to-use interface. You can check simple reports with basic metrics to see how your automation system is doing or you can create your custom reports.

Features of Kissflow

• Cross-functional cooperation
• Clutter free and organized dashboard
• Security and access controls
• API integration
• Customize and define workflows

Kissflow Pricing

Kissflow offers two plans:

• Basic: Starts at $1500/month
• Enterprise: Available on request

Workflow automation Tools Comparison Table

How to Implement Workflow Automation?

• Identify Repetitive Tasks and Workflows
• Analyze Workflow Steps and Identify Triggers and Actions
• Choose the Appropriate Tool and Set Up Automation Rules
• Test and Refine the Automation Process for Optimal Performance
• Monitor and Measure Results
• Use Cases of Workflow Automation

You can implement workflow automation by identifying repetitive tasks, analyzing workflow steps, testing the automation and monitoring results. Here’s a step-by-step guide on how you can implement workflow automation:

1. Identify Repetitive Tasks and Workflows

The very first step in implementing workflow automation is to identify repetitive tasks and workflows. Check which tasks are good for automation i.e. those which are repetitive manual tasks. Additionally, consider the tasks which are more prone to human errors.

2. Analyze Workflow Steps and Identify Triggers and Actions

Once you have discovered the tasks for automation, break down the workflow into detailed steps to understand the process clearly. Then identify triggers that can start any specific actions within the workflow.

For example, if you are automating your hiring process, the workflow automation can trigger once someone has applied for a job or sent their resume.

3. Choose the Appropriate Tool and Set Up Automation Rules

Select the best workflow automation software based on your business needs and the complexity of tasks. Check all the automation rules within the chosen tool and map your trigger accordingly.

4. Test and Refine the Automation Process for Optimal Performance

Now conduct thorough testing of the automated workflow in your chosen software. Identify and address any issues, errors, or inefficiencies during the testing phase. Also, gather feedback from users involved in the workflow to refine and improve the automation.

5. Monitor and Measure Results

Once you have successfully tested your workflow, monitor and measure the results to track progress and identify areas for improvement. Regularly analyze the results and identify areas for improvement.

Use Cases of Workflow Automation 

Workflow automation software is mainly used for software development in IT industries. Below are some of the use cases of workflow automation:

Sales and Marketing

• Invoice delivery
• Lead generation
• Social media posting
• Email marketing
• Customer onboarding and follow-ups

Banking

• Report generation
• KYC (Know your customers)
• Credit card application
• Loan processing
• Account opening and closure

Human Resources

• Automated onboarding process
• ATS
• Payroll processing
• Performance reviews

Legal

• Case tracking
• New case intake
• Documentation
• Report filing
• Billing

Healthcare

• Patient admission and discharge
• Appointment scheduling
• Automated billing
• Patient reports

Conclusion

In the end, automation with rules and logic is a great way to make your work easier. It helps organize and customize your tasks and reduce errors. Workflow automation also makes things more reliable, helps you finish tasks quickly and easily, makes employees more accountable, saves money, reduces mistakes, and more.

Every organization has its own way of making tasks easier based on what they need. But work flow software is something every organization should consider.

As your organization gets bigger, you’ll have more things to do. Automation can help with that. So, if you want better results with a more efficient team, workflow automation is the way to go.

FAQs Related to Workflow Automation