Workflow automation is the use of software to automate repetitive tasks and processes, reducing manual work and errors.
It streamlines communication, creates accountability, reduces costs, empowers employees, and creates workplace efficiency.
Consider workflow automation for repetitive tasks managed with paper, spreadsheets or email.
Learn how Tallyfy makes it easy to automate workflows and processes here.
Who is this article for?
- Companies of all sizes looking to improve efficiency and productivity
- Organizations in regulated industries like healthcare, finance, manufacturing
- Managers, business process owners, IT leaders, operations teams
- Anyone looking to reduce manual work, errors and streamline processes
Workflow automation is highly relevant for the above roles and industries as they often involve many repetitive tasks and strict compliance requirements. Automating workflows can help ensure consistency, reduce risk and allow employees to focus on higher-value work.
What is workflow automation and why does it matter?
Workflow automation refers to the use of software to automate tasks, activities and processes that make up the work done in an organization. The goal is to minimize manual effort and intervention needed to complete a process from start to finish.
By automating workflows, businesses can achieve significant benefits:
- Streamlined communication and coordination between team members
- Reduced manual work, errors and costs
- Improved efficiency, productivity and speed of process completion
- Enhanced visibility and tracking of work status and bottlenecks
- Empowered employees who can manage their own tasks and workloads
According to a study by Sheth (1995), workflow automation is recognized as an important emerging technology to help enterprises “react quickly to changes, rapidly develop new services and products, and at the same time improve productivity and quality and reduce cost.”
Quote
The first rule of any technology used in a business is that automation applied to an efficient operation will magnify the efficiency. The second is that automation applied to an inefficient operation will magnify the inefficiency.
However, as Bill Gates noted, workflow automation delivers the most value when applied to an already efficient process. Automating a broken or inefficient workflow will only amplify the problems.
What are some examples of tasks and processes that can be automated?
Almost any predictable, repetitive and rule-based process is a good candidate for workflow automation. Some common examples include:
- Employee onboarding and offboarding
- Purchase requisitions and approvals
- Sales quotes and contracts
- Expense report submissions and reimbursements
- Customer support ticket routing and escalation
- Document review and approval cycles
Within these processes, workflow automation software can handle tasks like:
- Routing work to the right people based on rules and roles
- Sending notifications and reminders on task assignments and deadlines
- Collecting data and files via online forms and system integrations
- Generating documents, reports and contracts from templates
- Handling if/then logic and parallel or sequential flows
A study by Aversano et al. (2002) described how workflow automation was used to reengineer and automate processes in a public administration to improve service quality and efficiency. The approach involved “process reverse engineering” to map out the as-is process, redesigning it, and implementing the new workflow using a workflow management system.
Tip
Start by mapping out your as-is process to identify all the steps, people involved, documents, business rules and exceptions. This makes it easier to see opportunities for streamlining and automation.
How does workflow automation actually work in practice?
Implementing workflow automation generally involves the following key steps:
- Map out the as-is process and identify improvement opportunities
- Redesign the process and specify the new workflow with steps, rules, roles, forms, etc.
- Configure the workflow in a workflow automation platform without coding
- Integrate the workflow with other systems like ERP, CRM, HRIS to exchange data
- Test the automated workflow and train the end users
- Launch the workflow and monitor usage, performance, bottlenecks
- Continuously improve the process based on real workflow data
Modern no-code workflow automation platforms like Tallyfy enable “citizen developers” to implement end-to-end workflows without help from IT. Using visual tools, business users can define the process, forms, business rules, roles and integrate with other systems.
The workflow then becomes the system of record that orchestrates tasks across people and systems. Workers interact with the workflow through task lists, forms, document templates and real-time notifications.
What are the key capabilities to look for in a workflow automation platform?
There are hundreds of workflow tools in the market today, but they vary widely in terms of capabilities. Here are some key features to consider:
Explain it once – AI-driven documentation
Tallyfy makes it easy to document your processes and tasks by guiding you with AI-driven suggestions and templates. Simply explain the process once and Tallyfy will generate the workflow, forms and documents for you.
Structure intake – go from standalone forms to trackable workflows
With Tallyfy, you can turn any form into a structured workflow. When someone fills out a form, it automatically kicks off the next steps in the process, notifying the right people and tracking progress.
If this then that – set amazingly simple and powerful conditional rules to show the right task at the right time and do more like automate assignments and deadlines
Tallyfy allows you to define simple if/then rules to route tasks, automate assignments, update data or take other actions. You can build powerful workflows without complex programming.
What are some risks and pitfalls to watch out for with workflow automation?
- Automating a bad process and magnifying inefficiencies as Bill Gates warned
- Lack of flexibility to handle process changes and one-off exceptions
- Inadequate exception handling and escalation paths when issues occur
- Failing to get buy-in and training for end users who will use the system
- Choosing a tool that requires heavy IT support for every process change
Tip
Look for an intuitive no-code platform that puts process owners in control and allows you to start small, learn and expand over time. The goal is progress over perfection.
How can Tallyfy help you implement workflow automation?
Tallyfy is a next-generation workflow automation platform that empowers business users to digitize and automate processes without relying on IT. Using Tallyfy, you can:
Real time tracking – track the status of a workflow without asking anyone
Tallyfy provides real-time visibility into the status of any process, bottlenecks, deadlines and workloads across your team. No more chasing people for updates.
Customer facing links – login free, signup free, forever links which any guests
What is Workflow Automation?
Workflow automation is the process of using technology to coordinate activities and tasks throughout an organization to improve efficiency, productivity and quality. It involves mapping out business processes, optimizing and reengineering those processes, and then using software to automate the execution and management of the workflows (Sheth, 1995).
The goal of workflow automation is to allow companies to rapidly develop new services and products, react quickly to changes, and reduce costs – all while maintaining high quality. Nearly a hundred software products now claim to support workflow automation, helping to automate document-driven processes and improve productivity for small groups (Sheth, 1995). However, many products still struggle to support mission-critical, enterprise-wide applications.
Fact
The workflow automation software market is estimated to be worth several billion dollars, according to Sheth (1995).
How Does Workflow Automation Work?
A typical approach to workflow automation involves several key steps (Aversano et al., 2002):
- Mapping out and modeling the existing business processes
- Analyzing and reengineering the processes to optimize and improve them
- Developing workflow specifications based on the new process designs
- Using workflow software to automate the execution of the processes based on the specifications
Agent-based architectures are an emerging approach to enable greater mobility, autonomy, service orientation and intelligence in workflow automation systems (Inamoto, 1999). Web services and service-oriented architectures are also being leveraged to integrate heterogeneous systems and automate workflows that span multiple organizations (Poulymenopoulou et al., 2003).
What are the Benefits of Workflow Automation?
Companies who implement workflow automation can realize significant benefits, including:
- Improved efficiency and productivity by streamlining and automating routine tasks
- Better quality and reduced errors by standardizing processes
- Faster time-to-market for new products and services
- Increased agility to respond to changes in the market or business environment
- Lower costs through leaner, more optimized processes
In one case study, a technology transfer project used workflow automation to reengineer processes for a public administration organization. The project resulted in service and technology innovation for the organization as well as local small and medium enterprises (Aversano et al., 2002).
What Does the Future Hold for Workflow Automation?
As workflow automation technologies continue to evolve, we can expect to see workflow management systems become more adaptive, dynamic and intelligent (Sheth, 2002). They will be able to automatically change process definitions on-the-fly and adjust to changes in the environment. Workflow systems will also provide better support for ad-hoc collaboration and unstructured processes that require more human involvement.
We will likely see workflow automation leveraging artificial intelligence and machine learning to optimize processes and decision making. Digital assistants and chatbots could be used to interface with workflow systems using natural language. And blockchain technology could be applied to enable smart contracts and further automate workflows across enterprise boundaries.
Ultimately, workflow automation will become an essential technology for organizations to stay competitive in a fast-changing, digital world. It will allow companies to operate with more agility, efficiency and resiliency. At the same time, people will be freed up to focus on higher-value work that benefits from human intelligence and creativity.
Related Questions
How to create a workflow automation?
Creating a workflow automation is easier than you might think. First, identify the tasks you want to automate and break them down into clear steps. Then, choose a workflow automation tool that fits your needs. Most tools use a simple drag-and-drop interface where you can visually map out the flow of tasks, decisions, and actions. Finally, test your automated workflow to make sure it’s running smoothly and making your life easier. With a little planning and the right tool, you can automate all sorts of tasks and processes, saving you time and effort.
What are the 3 basic components of workflow?
Every workflow, whether it’s automated or not, has three fundamental parts: input, transformation, and output. Input is whatever kicks off the workflow, like a form being submitted or a file being uploaded. Transformation is all the stuff that happens in the middle, where the input is processed, decisions are made, and actions are taken. This is where the real work happens. Finally, output is the end result, like a completed document, an email notification, or data being stored. Understanding these core components helps you design clear, efficient workflows that get the job done with minimal fuss.
References and Editorial Perspectives
Abollado, J., R., Shehab, E., & Bamforth, P. (2017). Challenges and Benefits of Digital Workflow Implementation in Aerospace Manufacturing Engineering. Procedia CIRP, 60, 80 – 85. https://doi.org/10.1016/j.procir.2017.02.044
Summary of this study
This study highlights the benefits and challenges of implementing digital workflows in aerospace manufacturing engineering. It emphasizes how workflow management technology can help optimize business processes, enable reengineering, and automate workflows. The research provides valuable insights into the success factors and potential risks involved in driving digital transformation through workflow automation in the aerospace industry.
Editor perspectives
As a workflow automation platform, we at Tallyfy find this study highly relevant. It validates the importance of digital workflows in transforming complex manufacturing processes. The aerospace industry insights are particularly valuable, as they showcase how our technology can deliver significant benefits even in highly regulated sectors.
Aversano, L., Canfora, G., Lucia, A., D., & Gallucci, P. (2002). Business Process Reengineering and Workflow Automation: A Technology Transfer Experience. Journal of Systems and Software/The Journal of Systems and Software, 63, 29 – 44. https://doi.org/10.1016/s0164-1212(01)00128-5
Summary of this study
This paper presents a case study on introducing service and technology innovation in a public administration through business process reengineering and workflow automation. It discusses a process reverse engineering approach and a method for evaluating workflow technology. The lessons learned from this technology transfer project provide useful guidance for organizations looking to reengineer processes and implement workflow automation.
Editor perspectives
At Tallyfy, we are excited by studies like this that demonstrate the real-world impact of workflow automation, even in public sector organizations. The technology transfer angle is especially interesting, as it shows how SMEs can benefit from adopting workflow methodologies and technologies. These insights align well with our mission to make powerful workflow capabilities accessible to businesses of all sizes.
Inamoto, A. (1999). Agent Oriented System Approach for Workflow Automation. International Journal of Production Economics, 60-61, 327 – 335. https://doi.org/10.1016/s0925-5273(98)00159-5
Summary of this study
This paper proposes an agent-oriented system approach for workflow automation, focusing on mobility, autonomy, serviceability, and intelligence. It presents a system architecture, network infrastructure, and software architecture to implement this concept. The agent-based approach enables more sophisticated workflow automation capabilities.
Editor perspectives
We find the agent-oriented perspective intriguing, as it pushes the boundaries of what’s possible with workflow automation. At Tallyfy, we are always looking for innovative ways to make workflows smarter and more adaptive. While our platform takes a different architectural approach, the principles of mobility, autonomy and intelligence resonate strongly with our product vision.
Poulymenopoulou, M., Malamateniou, F., & Vassilacopoulos, G. (2003). Emergency Healthcare Process Automation Using Workflow Technology and Web Services. Medical Informatics and the Internet in Medicine/Medical Informatics and the Internet in Medicine, 28, 195 – 207. https://doi.org/10.1080/14639230310001617841
Summary of this study
This paper explores the use of web-based workflow systems and web services for automating emergency healthcare processes that span across ambulance services and hospitals. It presents a prototype system that enables service-oriented integration of heterogeneous systems and supports distributed processes for pre-hospital and in-hospital emergency care.
Editor perspectives
The emergency healthcare use case in this study is a powerful testament to the potential of workflow automation. At Tallyfy, we are passionate about helping organizations digitize and streamline critical processes like these that have a direct impact on people’s lives. The service-oriented architecture and web services approach aligns well with our philosophy of enabling interoperability and flexibility.
Puustjärvi, J. (1997). Negotiation Transactions: An Approach to Increase the Automation of Workflows. Notes on Numerical Fluid Mechanics and Multidisciplinary Design, null, 89 – 102. https://doi.org/10.1007/3-540-63107-0_7
Summary of this study
This paper proposes a negotiation transaction model to automate business processes that involve requesting offers and making deals based on those offers. It introduces a 2PN-protocol for automating negotiations among multiple participants across autonomous sites. The model also includes a 2P-transaction approach to handle the long duration of negotiation transactions.
Editor perspectives
At Tallyfy, we are intrigued by the concept of negotiation transactions for workflow automation. Many business processes involve complex multi-party interactions and decision-making. Enabling smart automation of these negotiation workflows can significantly streamline operations. While our current platform focuses on other aspects of workflow automation, this study opens up exciting possibilities for the future.
Sheth, A. (1995). Workflow Automation. , null, null – null. https://doi.org/10.1145/223784.223882
Summary of this study
This tutorial paper discusses the requirements for workflow automation applications, provides an overview of the state-of-the-art in workflow products, and highlights research efforts aimed at addressing unmet challenges. It emphasizes the need for workflow systems to support mission-critical enterprise-wide applications with failure handling and recovery, as well as interoperability with heterogeneous information systems.
Editor perspectives
As a modern workflow automation platform, Tallyfy has been architected from the ground up to address many of the key requirements outlined in this paper. Our cloud-based platform is designed to support enterprise-grade scalability, reliability and interoperability. We are encouraged to see that the challenges and opportunities identified in this seminal work are still highly relevant today.
Sheth, A. (2002). From Contemporary Workflow Process Automation to Adaptive and Dynamic Work Activity Coordination and Collaboration. , null, null – null. https://doi.org/10.1109/dexa.1997.617227
Summary of this study
This article presents a research agenda for evolving workflow systems into work coordination and collaboration systems (WCCSs). WCCSs aim to adapt to organizational changes by dynamically modifying process definitions and supporting the management of complex, unstructured processes. The paper argues that a multidisciplinary approach is essential for developing WCCSs that can significantly improve productivity and quality.
Editor perspectives
At Tallyfy, the vision of adaptive and dynamic workflow coordination strongly resonates with us. We have designed our platform to enable process agility – allowing workflows to be easily modified and optimized over time. The ideas around managing unstructured processes and supporting human collaboration are also key focus areas for us as we evolve our product capabilities.
Sinderen, M., v., Joosten, S., & farias, C., G., d. (1999). Workflow Automation Based on OSI Job Transfer and Manipulation. Computer Standards & Interfaces, 21, 403 – 415. https://doi.org/10.1016/s0920-5489(99)00019-7
Summary of this study
This paper explores the correspondence between Workflow Management Systems (WFMS) and the OSI Job Transfer and Manipulation (JTM) standard. It shows how JTM concepts and relationships map to workflow concepts, and argues that JTM can be used to support key workflow capabilities such as activity triggering, work coordination, document routing, exception handling, transaction integrity, and process monitoring.
Editor perspectives
We find it valuable to study how workflow automation concepts map to established standards like OSI JTM. At Tallyfy, we have built our platform on modern web standards and APIs to enable seamless interoperability. While the specific technologies have evolved, the underlying principles of using standard protocols and data formats to support workflow capabilities remain highly relevant.
Uhlmann, E., Gabriel, C., & Raue, N. (2015). An Automation Approach Based on Workflows and Software Agents for Industrial Product-Service Systems. Procedia CIRP, 30, 341 – 346. https://doi.org/10.1016/j.procir.2015.02.026
Summary of this study
This paper presents an approach for modeling and automating the delivery processes of Industrial Product-Service Systems (IPS2). The approach uses a workflow management system as the backbone to distribute tasks to IPS2 network partners, and integrates machine-oriented service shares through a software agent system using web services. A prototypical application in the micro production domain is described.
Editor perspectives
The IPS2 use case in this study aligns well with Tallyfy’s sweet spot. Our workflow platform is designed to orchestrate processes across organizational boundaries, enabling seamless coordination between manufacturers, service providers and customers. The integration of machine-oriented services through software agents and web services is a great example of how workflows can drive end-to-end process automation.
Glossary of terms
Workflow
A workflow is a sequence of tasks that processes a set of data. Workflows occur across every kind of business and industry. Anytime data is passed between humans and/or systems, a workflow is created. Workflows are the paths that describe how something goes from being undone to done, or raw to processed.
Workflow automation
Workflow automation is the use of digital tools to automate manual processes and streamline repetitive tasks. It involves creating workflows that move tasks and data between people and systems without manual intervention. Workflow automation can help organizations improve efficiency, reduce errors, and ensure compliance.
Business process reengineering
Business process reengineering (BPR) is the analysis and redesign of workflows within and between enterprises in order to optimize end-to-end processes and automate non-value-added tasks. It involves rethinking how work is done to improve customer service, cut operational costs, and become more competitive.
Workflow management system
A workflow management system (WMS) is a software application that enables organizations to create, execute, and monitor workflows. It provides tools for defining workflow steps, assigning tasks to people or systems, tracking progress, and generating reports. A WMS helps streamline and automate business processes.
Service-oriented integration
Service-oriented integration (SOI) is an approach to linking together different IT systems and software applications within and between organizations using a set of principles, practices and methodologies. SOI enables disparate systems to exchange data and participate in business processes, regardless of their underlying platforms or technologies.
