A workflow is best understood as a series of related tasks, which take place in a sequence. Typical workflows are document-centric and route a document through a series of steps for approval, updating, or editing. Workflows can be invaluable in multiple scenarios, such as document approval, HR (i.e. onboarding a new employee), CapEx approval, IT service, expense report process, claims, and more.
Workflow software helps create, automate, and track the tasks involved with workflows. This software is designed to be used by non-coders. Simple drag and drop graphical user interfaces (GUIs) allow almost any user to create an automated workflow. The automated workflow will route the document to the appropriate users and software systems. Dashboard reports then update the workflow progress, including any delinquent steps in the process.
Companies today do a lot of repetitive manual tasks that can benefit from workflow automation. Some of the benefits of workflow software include:
Process optimization
Monitoring and control of processes
Increased efficiency
Increased visibility to bottlenecks or constrained resources
Reduce errors
Reduce response time to the customer
Creation of audit trail
Workflow management is similar, but differs from process management. A workflow is a sequence of activities needed to complete a specific task, whereas a process is a series of repeatable actions to achieve a goal. Workflow software automates workflow management, while Business Process Management (BPM) software streamlines all business processes and workflows to create a more agile and efficient business.
There is also some overlap between workflow software and Enterprise Content Management (ECM). One of the key objectives of an ECM system is to improve workflows, but an ECM system also is concerned with other objectives, including information governance and managing unstructured documents.
Most workflow software on the market should include the following features to help create, automate, and track workflows:
Graphical workflow builder (drag and drop) builder
On-the-fly changes to workflows or forms
Create task and workflow interdependencies
Workflow progress tracking and reporting
Approval process management, including defining user roles and responsibilities
Automatic escalation management
Process enforcement and compliance tracking
Third party integrations (CRM, Sharepoint, etc)
Reporting and analytics
Import/Export of data
Document management
Multi-party collaboration
On-premise or cloud based installation
Monday is a project management tool. Monday includes productivity features such as customizable workflows, time tracking, automated notifications, dependencies, integrations, and timeline views. The tool is highly customizable and adaptable to various workflows and team sizes.
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