Workflow Software

Workflow Software Overview

Workflow software automates and tracks a series of related activities that support a defined task. The software controls the sequence of events and coordinates the interaction between staff and work activities. It helps ensure that business and organizational processes are being conducted correctly and in the most efficient manner possible. The software allows managers to define, monitor, and oversee tasks and evaluate their related processes.

A workflow organizes and prioritizes a series of operations that consist of automated or manual triggers, rules and conditions, and actions. Multiple workflow tools can be combined into a single application that supports a business goal. Most workflow software products do not require coding to take advantage of their features. They support sequential and parallel workflows and provide portals for convenient collaboration

Workflows can be categorized as:

System-centric – most of the tasks are handled by systems and machines, minimizing, or eliminating human intervention

Human-centric – workflow activities that are primarily conducted manually

Document-centric – tasks that revolve around data or documents

Workflows can be customer or employee-facing and are used by a variety of industries and organizations including IT, HR, financial services, manufacturing, sales and marketing, and customer service.

Machine learning and Artificial Intelligence features are used to design workflows with limited human intervention required. Chatbots are being incorporated into workflow software to help create new tasks and automate new workflows.

Workflow Software vs. BPM and ECM

Workflow management is closely related to process management. Workflows are the building blocks of business processes. A workflow is a sequential set of activities required to complete a task. A process is a series of repeatable actions to achieve a goal. Workflow software automates workflow management, while BPM (Business Process Management) software streamlines business processes and their workflows to create an agile and efficient business. Workflow management orchestrates a sequence of tasks for a specific process. BPM manages multiple workflows and business processes. ECM (Enterprise Content Management) Software improves workflows creating more effective business processes.

Top Rated Workflow Products

Workflow Software TrustMap

TrustMaps are two-dimensional charts that compare products based on trScore and research frequency by prospective buyers. Products must have 10 or more ratings to appear on this TrustMap.

Workflow Products

(1-25 of 145) Sorted by Most Reviews

The list of products below is based purely on reviews (sorted from most to least). There is no paid placement and analyst opinions do not influence their rankings. Here is our Promise to Buyers to ensure information on our site is reliable, useful, and worthy of your trust.

monday.com

monday.com Work OS is an open platform designed so that anyone can create the tools they need to run all aspects of their work. It includes ready-made templates or the ability to customize any work solution ranging from sales pipelines to marketing campaigns, CRMs, and project tracking.…

Key Features

  • Task Management (1258)
    92%
    9.2
  • Team Collaboration (1239)
    90%
    9.0
  • Resource Management (1088)
    83%
    8.3
Quickbase
Customer Verified
Top Rated
TRUE

Quickbase provides a no-code operational agility platform that enables organizations to improve operations through real-time insights and automation across complex processes and disparate systems. The vendor states their goal is to help companies achieve operational agility—to be…

Key Features

  • Platform Scalability (117)
    89%
    8.9
  • Platform User Management (123)
    84%
    8.4
  • Reusability (123)
    83%
    8.3
Airtable

Airtable is a project management and collaboration platform designed to enable content pipelines, product management, events planning, user research, and more. It combines spreadsheet,database, calendar, and kanban functionality within one platform.

Key Features

  • Team Collaboration (204)
    89%
    8.9
  • Task Management (185)
    85%
    8.5
  • Resource Management (181)
    84%
    8.4
Nintex Process Platform
Customer Verified
Top Rated
TRUE

Nintex offers a platform that helps companies discover, automate, and optimize business processes.

Key Features

  • Process designer (170)
    88%
    8.8
  • Form builder (174)
    87%
    8.7
  • Business rules engine (152)
    85%
    8.5
SignNow
Customer Verified
Top Rated

signNow is an eSignature solution with mobile apps for iOS and Android. signNow can be integrated into popular platforms and offers SaaS, public cloud, and private cloud deployment options with the same underlying API. This enables customers to leverage the power and usability of…

Formstack Forms

Formstack is an online form building solution. Its drag-and-drop web form creator gives digital marketers a tool for online data collection and engagement. Users can collect payments and pass form data to popular marketing apps through third-party integrations. With Formstack, users…

Key Features

  • Data export (59)
    90%
    9.0
  • Multiple question types (58)
    89%
    8.9
  • Custom logo/branding (58)
    58%
    5.8
CMW Tracker

CMW Tracker is a business process management software centered on worklows to build automations. CMW Tracker implements a drag-and-drop interface along with Excel-style rules and forms.

Creatio

Creatio is a provider of one platform to automate industry workflows and CRM with no-code and maximum degree of freedom. The Creatio offering includes a no-code platform (Studio Creatio), CRM applications (Marketing, Sales, and Service), industry workflows for 20 verticals and marketplace…

Key Features

  • Drag-and-drop Interfaces (29)
    93%
    9.3
  • Platform Scalability (29)
    92%
    9.2
  • Platform User Management (30)
    91%
    9.1
Kintone
Customer Verified
Top Rated
TRUE

Kintone is a customizable digital workplace platform that lets the user manage data, tasks, and communication in one central place. Over 23,000 customers use Kintone’s no-code platform with more than 1.5 million database and workflow applications custom built for their businesses.…

Key Features

  • Platform Scalability (41)
    90%
    9.0
  • Platform User Management (41)
    90%
    9.0
  • Reusability (39)
    88%
    8.8
Microsoft Power Automate
Customer Verified
Top Rated

Microsoft Power Automate (formerly Microsoft Flow) enables employees to create and automate workflows and tasks across multiple applications and services without help from developers. Microsoft Power Automate includes capabilities from the former Softomotive, which was acquired…

Workato

Workato is a cloud or on-premise automation and integration platform with enterprise-grade capabilities and no coding required. Workato provides pre-built connectors to integrate with over 300 business applications and enables task automation across apps.

Key Features

  • Pre-built connectors (37)
    70%
    7.0
  • Connector modification (35)
    62%
    6.2
  • Monitoring console (37)
    56%
    5.6
ServiceNow Now Platform

The ServiceNow Now Platform is a digital workflow building and extension tool for ServiceNow featuring a number of low-code / no code tools.

PowerApps

PowerApps is a low code / rapid application development product from Microsoft that allows users to quickly build apps.

Key Features

  • Platform Security (19)
    89%
    8.9
  • Platform User Management (19)
    84%
    8.4
  • Drag-and-drop Interfaces (19)
    80%
    8.0
Kissflow

KiSSFLOW is a cloud-based business process management and workflow management software designed to enable users to create an unlimited number of automated business applications with a through a simple user interface.

Key Features

  • Standard reports (16)
    83%
    8.3
  • Custom reports (16)
    81%
    8.1
  • Dashboards (18)
    64%
    6.4
SmartSuite

SmartSuite provides a collaborative Work Management platform that enables teams to plan, track and manage workflows - whether it be a project, an ongoing process or routine everyday tasks. SmartSuite helps coordinate people and work across all levels of an organization to ensure…

Key Features

  • Task Management (18)
    92%
    9.2
  • Team Collaboration (18)
    92%
    9.2
  • Support for Agile Methodology (18)
    91%
    9.1
SAP Extension Suite

The SAP Extension Suite (formerly known as part of SAP Cloud Platform) enables businesses to rapidly build and enhance applications, processes and experiences. The suite helps businesses be agile and flexible while extending the value of their applications. Simplify cloud application…

Pipefy

Pipefy headquartered in San Francisco offers their process management and workflow software providing processes for customer success, service desk, sales operations, and other processes.

Teams Manager for Microsoft Teams

Teams Manager is presented by the vendor as an easy-to-use tool for structure and governance in Microsoft Teams. Teams Manager helps companies prevent uncontrolled growth in Microsoft Teams, while still enabling users to request new teams. Features include: Request process &…

Skuid

For over a decade, Skuid has helped organizations deliver digital experiences with the goal of increasing app adoption and innovation. Leaders in revenue, customer, and people operations can add prebuilt Skuid solutions to existing systems, customized to their exact needs and supported…

Process Street

Process Street in San Francisco offers their application which allows teams to create simple recurring checklists, collaborate around them and track as they’re completed.

DocuWare

DocuWare’s document management software delivers digital workflow and document control to boost productivity without the need for IT resources. Its cloud and on-premises products are presented as a best-fit solution for companies seeking to digitize, automate and transform key processes.…

Flokzu Cloud BPM

Flokzu is a cloud-based, agile business process management tool. It provides a low-code environment for supporting various tasks from bug reporting and lead development to customer support and incident analysis.

Key Features

  • Dashboards (5)
    99%
    9.9
  • Custom reports (5)
    99%
    9.9
  • Standard reports (5)
    99%
    9.9
Jotform Apps

Jotform’s no-code app builder, available to start for free, lets users add forms, widgets, products, and branding to one fully customized app that can be downloaded onto any smartphone, tablet, or computer. To accelerate development it includes 300+ ready-made templates. And it features…

Key Features

  • Reusability (5)
    88%
    8.8
  • Platform Security (5)
    84%
    8.4
  • Platform User Management (5)
    84%
    8.4
BP Logix Process Director

BP Logix Process Director is a .NET-based business process management and workflow automation software offering users the ability to build workflow automation, smart forms and reusable business rules without programming or coding. The software is web-based and mobile capable.

GoCanvas

GoCanvas in Reston offers their suite of electronic forms applications to entities in manufacturing, professional services, retail, wholesale, healthcare, and other areas, emphasizing pre-built templates and the ability to customize forms to suit your specific needs, boasting automated…

Learn More About Workflow Software

What is Workflow Software?

Workflow software automates and tracks a series of related activities that support a defined task. The software controls the sequence of events and coordinates the interaction between staff and work activities. It helps ensure that business and organizational processes are being conducted correctly and in the most efficient manner possible. The software allows managers to define, monitor, and oversee tasks and evaluate their related processes.

A workflow organizes and prioritizes a series of operations that consist of automated or manual triggers, rules and conditions, and actions. Multiple workflow tools can be combined into a single application that supports a business goal. Most workflow software products do not require coding to take advantage of their features. They support sequential and parallel workflows and provide portals for convenient collaboration

Workflows can be categorized as:

System-centric – most of the tasks are handled by systems and machines, minimizing, or eliminating human intervention

Human-centric – workflow activities that are primarily conducted manually

Document-centric – tasks that revolve around data or documents

Workflows can be customer or employee-facing and are used by a variety of industries and organizations including IT, HR, financial services, manufacturing, sales and marketing, and customer service.

Machine learning and Artificial Intelligence features are used to design workflows with limited human intervention required. Chatbots are being incorporated into workflow software to help create new tasks and automate new workflows.

Workflow Software vs. BPM and ECM

Workflow management is closely related to process management. Workflows are the building blocks of business processes. A workflow is a sequential set of activities required to complete a task. A process is a series of repeatable actions to achieve a goal. Workflow software automates workflow management, while BPM (Business Process Management) software streamlines business processes and their workflows to create an agile and efficient business. Workflow management orchestrates a sequence of tasks for a specific process. BPM manages multiple workflows and business processes. ECM (Enterprise Content Management) Software improves workflows creating more effective business processes.

Workflow Software Features

Workflow software tools will include many of these features.

  • Workflow configuration - define, sequence, automate, and modify custom workflows
  • Workflow engine for triggers, business rules, conditions, and actions
  • Workflow templates
  • Track and review workflow activities
  • Create custom sequential or parallel workflows
  • Graphic workflow builder, drag and drop
  • Form designer, custom forms
  • Task checklists and assignments
  • Document and forms management
  • Manage multiple tasks in parallel
  • Process approval controls
  • Individual and group role-based access for access, activities, and approvals
  • Collaboration portals and tools
  • Real-time workflow status monitoring and alerts
  • Metrics, analytics, dashboards, and reporting
  • Calendar management, integration with calendaring solutions
  • Data import and exporting
  • Cloud-based and on-premises options
  • Mobile access, tablet, desktop support

Workflow Software Comparison

Consider the following when purchasing workflow software.

Scale: Large-scale operations should consider products that are scalable, flexible, and offer advanced features. Small to mid-size businesses should consider products that are cloud or web-based, which make for a less costly deployment, and minimize the need for in-house IT support.

Business Process Improvement: Software that provides robust metrics, analytics, and reporting features offers insights into bottlenecks, redundancies, and team performance. This information enables managers to streamline their operations and improve productivity.

Ease of Use: To readily take advantage of these tools, select products that are user-friendly, provide graphical interfaces, make it easy to create and update custom workflows, and do not require coding.

Pricing Information

User-based monthly pricing usually begins around $10 a month and can exceed $50 a month. Some products are licensed by the month ranging from $900 to over $2,500 a month, others are priced by the number of workflows supported. Enterprise solutions usually require a price quote. Free trials are available.

More Resources

These additional resources from TrustRadius offer more information on workflow software:

Workflow Software Best Of Awards

The following Workflow Software offer award-winning customer relationships, feature sets, and value for price. Learn more about our Summer Best Of Awards methodology here

Best Workflow Software in 2022

Related Categories

Frequently Asked Questions

What is the difference between workflow management software and business process management (BPM)?

Workflow management focuses on a sequence of tasks for one specific process. BPM allows you to manage multiple workflows and business processes.

What are the benefits of using workflow software?

Workflow software is useful for improving efficiency and reducing the frequency of errors. It can also improve time management.

How much does workflow software cost?

The price of workflow software depends on the number of users, ranging from $9/user/month to $60/user/month. Some vendors use automated workflows to determine a subscription fee, starting at $500/month for up to 5 workflows.

What is the best workflow software?

The workflow software with the most reviews on TrustRadius is monday.com. Airtable is another workflow software that received positive reviews from small business and mid-size companies.