Workflow Automation: Advantages, Practical Usage, Examples

Workflow Automation Definition

Workflow Automation is the process of designing, executing, and automating a series of tasks, data, and file routing between individuals or systems based on pre-defined rules. Once a user sets specific rules and logic, tasks like sending emails, setting up reminders, scheduling tasks, triggering drip campaigns, and more are being executed without human intervention.

How Does Workflow Automation Work?

Workflow automation is based on a series of if/then conditional dependencies that trigger an action sequence. The task scope is divided into several branches depending on the tools, business units or roles that are responsible for the required action.

Depending on whether a workflow can be best described as a structured or unstructured/semi-structured sequence of steps, there are two different workflow design techniques — business process management notation and dynamic cases.

Let’s consider an unstructured workflow created in Creatio using the DCM tool. Unlike structured workflows, unstructured or semi-structured workflows serve as guidelines, rather than step-by-step instructions. They are best designed as a sequence of steps that include a set of tasks called cases. Cases can be executed in a sequence, in parallel, or in no specific order.

The workflow below represents a hardware maintenance routine. At the top of the diagram, there is a sequence of strict steps like that of a structured workflow. In addition, there are transition rules that accompany each step. Unstructured workflows have a set of cases outlined for each step that can be executed in a non-sequential order; there may or may not be specified transition rules between the cases. If there are no restrictions, then it is up to the accountable employees to decide how to better approach the situation on a case-by-case basis.

Here’s how a hardware maintenance workflow can be designed:

Hardware Maintenance Workflow

1. The workflow commences with the case registration step where the client and the client need is identified. The activities described below can be performed simultaneously. Once the case is registered, the next step — case classification — begins.
2. After the case classification step, the next stage — research & diagnostics — commences. It consists of different types of hardware checks, which can be performed in no specific order. Logistically, describing the problem found is the last step in the case sequence before the transition to the next step.
3. In the next step, the client’s problem should be fixed and, if necessary, all the recovery activities should be performed.
4. Lastly, the case is closed, and the workflow is completed.

How to Create and Automate Workflows Using Creatio?

Creatio’s versatile process designer based on BPMN allows for building workflows of any complexity, while case management tools help to manage and automate unstructured processes. A powerful BPM engine enables concurrent multiple workflow executions. Using a drag and drop tools of Creatio’s no-code platform allows for creating workflows as easy as playing with LEGO: move elements, engage peers, comment on actions and manage all processes in a single environment. Its visual analytics tools help instantly detect bottlenecks and optimize processes.

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Workflow Automation Examples

Automation software allows you to build forms, design workflows, and track processes, streamlining all your operations, like requests, loans, reimbursements, budget approvals and so on.

Finance

Some examples of finance workflows that can be automated are:

• Taking an expense approval process from start to finish
• Managing vendor and contract approvals
• Assigning priorities to ACH and wire requests
• Managing travel expense requests depending on location and activity
• Approving budgets based on a predetermined set of parameters

Human Resources

HR workflow automation helps to streamline employee information input and processing.

Automating tasks in HR allows to:

• Remove candidates from the database if they’ve been inactive for a period of time
• Send emails to candidates that haven’t made it to the final round
• Filter candidates with certain keywords in their job history
• Send W2s to current employees
• Collect employees’ feedback after they’ve been at the company for a period of time
   

10 Best Workflow Automation Software

There are many workflows automation software available on the market. Each offers unique features and capabilities tailored to meet the diverse needs of businesses across industries. To help you navigate the landscape and find the right solution for your organization, we've curated a list of the top 10 workflow automation software solutions for 2025.

1. Creatio

Studio Creatio is a no-code platform that offers a comprehensive workflow automation solution focusing on process management and CRM. Its intuitive interface and no-code composable architecture allow users to design, automate, and optimize business processes seamlessly. With drag-and-drop functionality and hundreds of pre-made customizable templates, users can build workflows of any complexity without extensive or even no programming knowledge.

Creatio offers a robust CRM integration that helps users create end-to-end workflow automation to streamline a wide range of business processes in sales, marketing, and service departments. It also provides ready-to-use workflow templates tailored to industry-specific requirements, advanced monitoring and analytics tools, and a powerful AI assistant.

OTP Bank used Creatio to launch a comprehensive solution to manage customer engagement, streamline interactions, and automate lending workflows - find out how!

Creatio expands its capabilities thanks to a marketplace with over 700 third-party apps and seamless integration that allows businesses to connect the platform to the existing ecosystem. With powerful security and governance control features, Creatio ensures compliance with the highest industry and security standards.

Studio Creatio is designed to scale seamlessly and accommodate business growing needs as they expand their operations. Whether it's handling small-scale workflows, or managing enterprise-level business processes, Creatio ensures that everything goes smoothly.

Pricing starts at $25 per user per month.

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2. Monday

Monday.com is a comprehensive work management platform highly effective in automating business processes. It offers a visual workflow builder that allows teams to create and automate workflows tailored to their specific needs. One notable feature is its no-code workflow builder with an extensive library of over 200 ready-to-use templates and more than 30 drag-and-drop column types. It helps users customize workflows for various use cases, from project management to marketing campaigns, without writing a single line of code.

Monday.com offers a user-friendly interface, integration with over 200 popular third-party apps like Slack, Google Drive, and Gmail, automated notifications, and real-time collaboration features.

However, the initial setup and onboarding process might be time-consuming. Additionally, according to users, some of the reporting features are difficult to customize and tailor to the business needs.

Pricing starts at €9 per user per month for the Basic plan. Monday.com also offers a 14-day free trial and a free plan with limited capabilities.

3. Hive

Hive Automate is a project management and collaboration platform that excels in streamlining team workflows. Its intuitive interface and customizable project views make it easy for teams to automate and manage tasks, communicate effectively, and track progress in real-time.

Seamless collaboration within Hive is easy thanks to its features like in-app email, in-app chat, and customized project access. Thanks to automatic task documentation, all open tasks can be handed off to another team member without losing track of what needs to be done. Furthermore, users can customize their Hive perspectives tailoring the view of the tasks and projects to their preferences.

One standout feature is its AI-powered analytics, which provides valuable insights to optimize workflow efficiency. Hive Automate provides users with Gantt and Kanban views, which makes project tracking easy, and time management tools that help increase team productivity.

However, Hive is not without its flaws. According to users, task cards cannot include files or graphics, which makes it challenging to use for teams that rely on different media related to particular tasks. There’s also no way to specify the task progress in percentage, so checking the task status is more time-consuming. Hive is also not the best solution for larger organizations and those with complex workflows as it has a limitation of 500 automations that cannot be changed, even after upgrading to more expensive pricing models.

Pricing starts at $12 per user per month.

4. Miro

Miro is a visual collaboration platform that enables teams to brainstorm, plan, and collaborate in real time on an online whiteboard. Its extensive library of pre-built templates and frameworks with more than 1,000 solutions that include Gantt charts, research boards, mind maps, and flow charts, makes it ideal for facilitating remote workshops and design thinking sessions. It also provides a toolkit for different workflows including product development and management, research, engineering, design, sales, marketing, strategy, and planning.

Miro provides integration with over 130 popular apps, including design tools like Sketch and Figma, allowing for seamless collaboration between designers and stakeholders. Miro also offers robust security features included in the Miro Trust Center that provide enterprise-grade security, compliance with industry standards, and governance controls.

Miro users report that although it is possible to create custom templates, it’s not possible to save the created templates for reuse. Also, navigating the platform with many interconnected projects can be challenging, and managing access for stakeholders outside the team is difficult. According to Miro users, pricing is one of the deciding factors against this solution. Smaller organizations may find the pricing plans too expensive, especially with many paid tools that increase the costs.

Pricing starts at $8 per member per month. Miro also offers a free model with limited capabilities

5. HubSpot

HubSpot is a leading CRM platform that offers a comprehensive suite of marketing, sales, and customer service tools, including workflow automation capabilities. Its visual workflow editor allows users to create automated workflows for lead nurturing, email marketing, and customer support, making it an all-in-one workflow automation solution. It helps businesses easily hand over leads from marketing to sales and connect a service ticket with the right contact record from the customer base.

HubSpot CRM integration enables seamless data synchronization and personalized customer interactions. It offers a user-friendly interface, integration options with over 50 different workflows available in the HubSpot App Marketplace, and powerful analytics tools. However, some users may find the pricing plans expensive, especially for businesses with growing needs. Enterprises with complex processes might find that HubSpot can’t answer all their needs and that using advanced marketing features requires extensive training and specialized knowledge.

Pricing starts at $15 per user per month for a Starter package suitable for individuals and smaller businesses.

6. ClickUp

ClickUp is a no-code project management platform known for its versatility and customization options. It offers a wide range of features, including workflow management tools, task management, time tracking, and goal setting, all within a single intuitive interface.

ClickUp Automations allows users to benefit from a library of over 100 pre-made automation workflows and create custom workflows from over 50 different actions to automate repetitive tasks and streamline processes. With robust automation capabilities users can automatically assign tasks, change assignees and priorities, post comments, move statuses, and more.

ClickUp offers customizable dashboards, extensive integration options with more than 1000 third-party applications, and a generous free tier for small teams. However, some users may find the learning curve steep, particularly when configuring complex workflows. Businesses looking for templates and automations tailored to their industry needs might find ClickUp not suitable for their requirements.

Pricing starts at $7 per user per month for an Unlimited package.

7. Nintex

Nintex is a workflow automation software designed to streamline, manage, and automate business processes across departments. Its drag-and-drop workflow designer allows users to create automated workflows without coding. Nintex offers plenty of workflow automation tools, including process mapping, which enables users to visualize and optimize complex workflows easily. It helps businesses automate complex business processes with integrated components for forms and robotic process automation, document generation, and e-signature.

The Nintex platform offers a user-friendly workflow design that seamlessly integrates with popular business applications, robust analytics tools, and advanced workflow automation features. It also provides Automation Cloud Services which allows users to use data-driven insights to optimize their processes.

Customization options offered by Nintex are quite limited since the platform offers a system-defined user experience only. Users must depend on third-party data storage applications as the Nintex platform doesn't store data. Also, users reported a big learning curve requiring intensive training and that the platform is not user-friendly for non-IT professionals.

Pricing starts at $25,000 per year.

8. Kissflow

Kissflow is a cloud-based workflow automation and business process management (BPM) software that empowers businesses to automate repetitive tasks and streamline processes with ease. Its intuitive interface and customizable templates make it easy for users to create and deploy rule-based workflows that automate tasks in sales, marketing, finance, administration, HR, and purchase departments, without coding knowledge.

Thanks to over 50 ready-to-use business process management apps, such as personalized dashboards and reports, expensing and sales orders, conditions, and triggers, it’s easy to streamline almost all business processes with Kissflow. One notable feature is its process tracking and reporting capabilities, which provide real-time insights into workflow performance, help identify bottlenecks, and optimize workflows.

Kissflow offers a user-friendly interface, extensive integration options, and flexible pricing plans. However, some users may find the customization options limited compared to other platforms, and a steep learning curve that causes benefiting from all the Kissflow capabilities challenging. Users also report that the pricing model is not suitable for scaling or small businesses.

Pricing starts at $1,500/month.

9. Zapier

Zapier is a popular workflow automation tool that connects over 6000 apps through its zero-code solution to automate tasks and workflows across different platforms. Its simple interface and extensive library of pre-built integrations make it easy for users to create automated workflows, known as "Zaps," without writing any code.

Zapier offers multi-step workflows, which enable users to create complex custom workflows involving multiple actions and triggers. Zapier supports businesses in streamlining processes, boosting productivity, and improving efficiency with its easy setup process and a generous free plan for basic usage.

Although Zapier is quite user-friendly, creating multi-step process automations might be challenging, especially for inexperienced users. It also requires testing and troubleshooting to ensure the workflow works seamlessly, which requires spending more time on fine-tuning and refining. Even with these precocious, users have reported that workflows might unexpectedly stop working without any apparent reason.

Pricing starts at $19.99 per month and depends on the features and the number of required tasks.

10. Integrify

Integrify is a workflow automation platform that enables businesses to streamline and automate their internal processes. Its visual workflow builder and customizable templates make it easy for users to create and deploy automated workflows across departments and run parallel or sequential flows. Integrify provides an intuitive form builder, which allows users to create custom forms, with a drag-and-drop functionality to collect data and trigger workflow actions.

Thanks to low-code functionality, users can easily automate manual tasks, collaborate, set up reminders, create approval processes, and test the processes to streamline business processes and improve productivity. Integrify also offers a robust reporting tool that provides performance insights and granular permission controls. With its open API, businesses can easily integrate with other systems such as ERP, CRM, and more, to ensure smooth data flow between different tools.

Customizing the Integrify UI requires some coding knowledge, so it’s not the best solution for non-technical users with no coding skills. Users also reported that the platform doesn’t scale well with increasingly complex processes and workflow, which might be problematic for larger and growing businesses.

Pricing is available upon request.

Workflow FAQ