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Jira

Jira Software is a business process management tool used by agile teams to plan, track and release software. Jira Software supports Scrum, Kanban, a hybrid model or another unique workflow. Jira enables users to create project r...Read more about Jira

MaintainX

MaintainX is a web-based CMMS tool that can be used on mobile devices. It aims to improve workflow completion and strengthen team communication. It can be used by operational teams in small to large businesses. This solution allow...Read more about MaintainX

Florence eBinders

Florence is a clinical trial workflow platform that is easy to use and set up and provides excellent customer support. Even the most paper-loving PI will enjoy moving to Florence eBinders and the industry-leading implementation an...Read more about Florence eBinders

FlowCentric Processware

FlowCentric Processware is powerful BPM platform for sustainable company-wide process standardisation, automation, and management. The platform enables businesses to develop flexible process-driven solutions, extend the life of ER...Read more about FlowCentric Processware

Comidor

Comidor is a Low-Code and Hyperautomation platform that enables businesses to achieve fast and continuous business improvement through agile, digital transformation, and intelligent automation. Businesses can combine BPM with Adv...Read more about Comidor

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TrackVia

You know how some companies struggle to get work done as efficiently as they should or could because of internal bottlenecks, bad data and lack of real-time coordination between back-office and front-line employees? Well, TrackVia...Read more about TrackVia

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CRD Crystal Reports Automation

CRD (Crystal Reports Distributor) is an on-premise automation solution for Crystal Reports. This solution caters to small and midsize businesses and provides tools to automate the generation and delivery of Crystal Reports. CRD is...Read more about CRD Crystal Reports Automation

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Asana

Asana is a comprehensive project management tool that offers a range of technical features to streamline workflows and enhance collaboration within teams. With its user-friendly interface and robust capabilities, Asana provides or...Read more about Asana

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Integrify

Integrify is a low-code, workflow automation platform that helps businesses build automated processes, design dynamic forms, create self-service portals, track performance via reports/dashboards, and review activity audit trails. ...Read more about Integrify

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Wrike

Wrike is a cloud-based project management platform for teams of 20+ that is suitable for both large enterprises and SMBs. It supports remote work for various teams. This solution comes with Gantt charts, calendars, workload view f...Read more about Wrike

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Workgroups DaVinci

Workgroups DaVinci is a project management solution that offers the option of on-premise or cloud-based deployment. It’s suitable for the creative services and marketing teams of midsize and large companies. This system offer...Read more about Workgroups DaVinci

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Planview AdaptiveWork

Planview Clarizen is an award-winning enterprise work management solution for project portfolio management (PPM) and professional services delivery teams. The solution enables PMOs, EPMOs, PSOs, and ESOs to gain real-time visibil...Read more about Planview AdaptiveWork

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Intellect QMS

Intellect provides a flexible enterprise Quality Management Software (eQMS) solution and platform designed to meet any FDA and ISO compliance requirements, as well as digital transformation goals. Built on the Intellect Compliance...Read more about Intellect QMS

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Everteam

Everteam BPM is a cloud-based workflow management solution for small and medium businesses that helps organizations to create and automate content-enabled processes, coordinate content capture and facilitate process versioning. ...Read more about Everteam

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kintone

Kintone is a cloud-based, customizable workflow management platform suitable for businesses of all sizes. The key features of the solution include compliance management, approval process control, forms management, event monitoring...Read more about kintone

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Kissflow

Kissflow is a low-code application development platform that brings business users and IT closer to simplifying work management and dramatically accelerating digital transformation. It is the only low-code platform built for mul...Read more about Kissflow

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CMW Platform

CMW Platform is an enterprise-ready BPM software that enable businesses of all sizes to connect teams, data and processes and manage routine business operations without coding. Both cloud-based and on-premise deployments are avail...Read more about CMW Platform

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Tallyfy

Tallyfy is workflow software that lets you document and automate every business process across your company. Track all your processes in real-time, on a simple and visual dashboard. You can trigger processes manually, via forms,...Read more about Tallyfy

FileHold

FileHold Enterprise is a document management solution that helps large organizations to transition to a paperless work environment. FileHold can be installed on premise or on a secure private or public cloud. Features include...Read more about FileHold

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CloudBlue PSA

CloudBlue PSA is a hybrid professional services automation (PSA) solution that helps cloud-based managed service providers and software companies of all sizes to manage their business operations. The solution can be deployed eithe...Read more about CloudBlue PSA

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Buyers Guide

Last Updated: March 16, 2023

Workflow management software is widely used in organizations to define, control, automate and improve business processes. These solutions allow management to measure and analyze potential areas for improvement, so they can implement the right solutions.

Workflow management systems can also help remove unnecessary steps and execute multiple steps simultaneously, helping make processes more efficient.

This guide can help potential buyers find the best solution for their needs. Here’s what we’ll cover:

What Is Workflow Management Software?

Common Functionality of Workflow Management Software

Benefits of Workflow Management Software

Key Considerations for Workflow Management Software Buyers

What Type of Buyer Are You?

What Is Workflow Management Software?

Every day, organizations face the challenge of manually completing tasks, filling out endless paperwork and assigning tasks to staff. These activities often keep management busy with day-to-day operational tasks rather than being able to focus on strategic decision-making.

Workflow management solutions can help businesses overcome these problems by automating repetitive processes and checking in on uncompleted tasks. This provides a complete overview of all workflows, including metrics on execution to monitor and measure individual and company-wide performance. Workflow management software also helps increase visibility by allowing people to track the status of tasks and documents in real time.

Custom-workflows-in-Wrike

Custom workflows in Wrike

Common Functionality of Workflow Management Software

Most workflow management software solutions come with some or all of the following capabilities:

Task assignment

Enables users to automatically or manually define processes for assigning tasks to various users at the same time. Also allows users to reassign tasks to different users and modify deadlines, if needed.

Automatic notifications

Sends automatic email or text notifications to users about the status of tasks, such as when a task is first assigned, pending, completed or when an edit is made by another user. Follow-up notifications can also sent to ensure accountability.

Reporting

Allows users to extract exact information and view it on a dashboard when they are running reports. Drill-down capabilities enable users to retrieve details about various functions such as marketing activities, production estimates and out-of-pocket expenses.

Form designer

Enables users to design digital forms through a built-in form designer that doesn’t require third-party assistance to use.

Graphical process modeling

Enables users to generate and access data through a user-friendly interface that requires minimal training. Intuitive graphical representation of existing and future workflows also simplifies the understanding of workflow processes.

Role-based access control

Defines the roles and responsibilities of each user and grants them role-based access to modify processes or access or edit separate workflow phases.

Mobile access

Allows users to access workflows via mobile devices or an app for offline workflow. Ensures that users can view processes, records and other information in areas with no or limited internet connectivity.

Benefits of Workflow Management Software

Businesses can realize multiple benefits by adopting workflow management software, including:

Increased efficiency. Streamlining business processes and automatically allocating work across the organization helps increase workflow efficiency. Workflow management systems offer quick access to all required data and eliminate delays in task distribution amongst stakeholders.

Reduced paperwork. With a workflow management solution, multiple paper forms can be converted into electronic documents. Workflows can be added to manage these documents to ensure all steps and forms are completed and required approvals are obtained. Virtual documents can be stored online, enabling users to access them from anywhere. Completing and tracking virtual forms also helps minimize the risk of losing important documents or being unable to read them due to illegible handwriting.

Faster, more accurate workflows. Elimination of manual data entry along can drastically reduce the chances of error. Additionally, automatic triggers and/or alerts sent to employees about pending tasks can help accelerate processes.

Key Considerations for Workflow Management Software Buyers

Here are a few things to keep in mind as you evaluate a workflow management solution:

  • Third-party integration support. Workflows in any organization are heavily dependent on various business systems. As such, it’s best to find a workflow management solution that easily integrates with existing software, such as customer relationship management (CRM) solutions to ensure the seamless transfer of data from one system to the next.

  • Ability to create custom workflows. Workflow processes vary from one organization to the next, and can be simple or complex in nature. The solution you choose should offer the flexibility to create and configure the steps of all types of workflow processes through user-defined rules.

What Type of Buyer Are You?

Choosing the right workflow management software depends on the size of your business. Consider the following buyer types:

Small and midsize businesses. These businesses typically operate as establishments with up to 100 employees. They should look for a workflow management solution that offers cloud or web-based deployment, rather than having to be installed on-premise. Cloud solutions do not require a substantial initial investment and can be accessed from any device with an internet connection.

Large enterprises. Enterprise companies often have large, dispersed workforces, which means they require a workflow management solution that is both scalable and highly flexible in order to effectively manage data, structure workflows and make sharing information across the organization easier. Such companies may seek advanced features and capabilities, including business process automation, the ability to manage multiple projects, teams and workflows and integration with third party systems Other essential components in a workflow management solution may include workflow engines, administration and monitoring, process design tools, compliance management and client tools.

Government agencies. Government institutions deal with large amounts of information on a daily basis. They must disseminate this information, in an organized way, across multiple departments that use different applications. As a result, they require a solution that offers seamless integration capabilities with other systems. The ideal solution should allow them to clearly define workflows and reduce the workload of their administrative staff. It should also be able to turn raw data into meaningful information that can be accessed by multiple departments in real-time. Additionally, the solution should come with notification functionalities that allow people involved in a project to quickly escalate issues to the appropriate parties.