How to choose the right workflow software?

how to choose the right workflow software

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Businesses always thrive to sustain by adopting new technologies and workflow automation. These days they avoid manual processes, which are tedious and time-consuming. So, to make work-life smooth, businesses streamline their operations through workflow automation software. They are easy to handle, and they do not need any coding skills to operate. They have drag-and-drop features.

Businesses primarily tend to use this workflow automation software in the human resources and accounts departments. Then they apply across the other departments. The tasks done within these departments require a high level of security and accuracy. The software puts an end to paper-based processes like filling out forms. The software replaces these paper forms with digital formats that you can file and sign digitally. An organization also keeps records of important digital documents to avoid misplacements and human error.

Workflow Automation software helps businesses to create jobs and assign scheduled tasks to employees/departments. This provides the employees with timely information on assigned tasks to finish the task effectively. This way, you can keep track of incomplete tasks and send or receive status updates to and from employees. You can customize the notifications to send to specific teams and employees simultaneously.

This software produces user-friendly dashboards and real-time reports for managers to provide extensive reports of work done across departments. Managers analyze the reports and modify them to meet necessary improvements. Transparency always adds better management and responsibility to an organization. It helps managers to form more knowledgeable decisions.

Characteristics of workflow software

There is a wide range of features available for a workflow software. It becomes complex with the addition of components to it. The most common features are as follows:

  1. Role-Based Access Control:  It provides the business with defined roles and responsibilities of the users, and it can modify the settings of users’ viewing limit and editing permission.
  2. Mobile Access: It allows multiple employees to run the workflow automation software. You need to have internet access. You need to download the compatible app on your mobile, which can run the workflow offline.
  3. Automatic Notifications: It alerts employees of the status of their tasks by sending notifications. This notification contains information like the time of the allocated job, to whom the job was given, the deadline of the assigned task and when the job was accomplished. It also notifies when any changes have been made to the task.
  4. Graphical User Interface: It is mainly for non-technical users to produce workflow automation. It uses a drag-and-drop feature. You do not need to type commands in this interface. This saves some time, and it is user-friendly and requires no specific training or knowledge.
  5. WYSIWYG Form Designer: The complete form of this form designer is “What You See is What You Get”. This helps the users to produce digital documents with the help of a built-in form designer. This is also a user-friendly tool. There is no need for any technical knowledge. The users can only see the form’s front-end design, allowing the designer to modify at the back end when required.
  6. SLA Status Indicators: The software includes color codes to make it easy for the employees to keep track or update themselves on the status of their tasks. These color codes indicate which tasks have been accomplished and need your immediate attention.
  7. Reporting: It produces real-time reports and dashboards. This gives transparency into the business activities. You can extract the required information without any waste of time.
  8. Task Assignment: It provides employees with their allocated tasks. They can modify their deadlines when required. They can also assign the tasks to other employees through this software.

Types of Workflow Software:

Feature-Based Model

The Feature-based model includes workflow apps that can operate from basic to more upgraded and complicated solutions. Businesses can modify their software according to their needs.

Integration-Based Model

This model concentrates on applying and incorporating the workflow software with other platforms.

Technology Model

This model includes the technical applications used to make solutions for workflow processes.

The Key Performance Indicators (KPIs) of Workflow Software

  • Percentage of completed processes: It evaluates the number of processes that were finished within a specific time. It can be calculated using the following percentage formula: (Number of completed processes/Total number of operations) x 100
  • Average Process Completion Time: It evaluates the average time measured from the start of a workflow to completion by applying this formula (Total time taken/ number of workflows)
  • Average task Completion Time: It is evaluated by measuring the average time to finish an assigned task. This is important to managers when assessing employees’ or team’s performance.
  • Error Rate: The efficiency of the software to diminish errors within a given period is measured by Error Rate.

The Latest Trends in Workflow Software

  • Convenience in one solution:

Workflow automation software has become more demanding among businesses irrespective of industries. It provides business associates with various technology options in a single platform. The software can be created and modified to use its processes and methods according to business types and needs. The software needs to be updated timely without the need for any technical knowledge.

  • Increased cooperation:

The software gives the users the privilege to spread and share information within and across the departments with its built-in tools. It helps to bring cooperation among team members and between departments. This way, productivity rises.

  • Self-sufficient workforce:

The cloud-based application help users with the regular approach to technical support. Non-technical users can handle this interface as they are straightforward to understand. This tells us that businesses do not have to rely on IT personnel, leaving them to attend to more critical situations. More companies try to imply this approach since employees can handle simple problems independently. This saves time and helps in taking decisions.

How to Choose the Right Workflow Software

The workflow automation software packages provide solutions ranging from easy to critical ones. They should be well aware of their requirements and select the package according to their needs. They can also invest themselves in assessing the packages before deciding on one by going through free trials.

A business should consider the significant factors when choosing suitable workflow automation software:

  • Customized Workflows: the potentiality of creating workflows distinctive and customized for every individual business is crucial because every business runs differently.
  • Integration capabilities: Businesses should select a solution that can combine with their present software to send complex data without fail.
  • Usability: Businesses prefer applications that are easy to operate because providing training to employees can be costly and time-consuming. So, to select the perfect software, businesses should search for one that requires minimum technical skills and helps the employees to focus on more complex activities.
  • Cloud-based Delivery:  This application is the most preferred since it is a logical option for small and medium-sized businesses (SMBs). SMBs would prefer an opportunity where they do not have to invest a large amount of money, making it more cost-effective. But this application is desktop dependent, for which you need to purchase and install the hardware. This can cost some money for SMBs. The cloud-based option is logical because managers and other key employees can use it irrespective of place and time. This reduces time and helps in the instant decision-making process.
  • Scalability:  When a business grows, there is a demand for solutions that can help it grow to its full potential. The software which would be perfect for them should have the competence to manage the increased possibility of the business.


You can immediately resolve and enhance the marketing situation by taking quick and effective action with the workflow software. You can use the best workflow automation to automate and streamline work processes by looking at the list of types, features and how to choose the best one. The workflow automation tools/software do not require any technical knowledge because they are all user-friendly. You can pick the most effective one to boost your company’s productivity. As a result, human error and redundancy in work fulfilling the daily goal are reduced.


Q) How does a Workflow software work in an organization?

Ans: Automated workflows can be built and created to revive or increase existing performance. The procedure is first explained in a predetermined format. The stakeholders then monitor it to ensure that it is accurate. After that, workflow automation tools plan out the actual process, including alerts, notifications, tasks, forms, and recipients. Only workflow automation tools or software with built-in functionalities that you can build out and connect as needed may accomplish this.

Q) Do you have to be a developer to access workflow software?

Ans: No, because these products are designed primarily for business users and only offer drag-and-drop functionality. Developers can modify the software to enhance the system they like.

Q) What is the cost of workflow automation systems?

Ans: The cost of software varies depending on the vendor. The majority of cloud-based systems use subscription methods based on the number of users who access the application.

Q) What do you mean by data workflow automation?

Ans: The movement of data within the system in a systematic manner is referred to as data workflow automation.

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