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Formstack Suite

With Formstack, automate manual processes, deliver solutions quicker, and go from idea to workflow in minutes and save hours—all with clicks, not code. Combining a visual workflow automation builder with digital forms, document ge...Read more about Formstack Suite

3.0 (1 reviews)

Sweven

Sweven is a workflow management software that helps businesses with facility maintenance, work order distribution, workflow automation, vendor management, and invoicing. The platform enables managers to allocate and distribute wo...Read more about Sweven

4.7 (3 reviews)

Adobe Workfront

Adobe Workfront is a collaborative work management solution that addresses the challenges of disconnected teams, siloed tools, and the relentless pace of enterprise work. Workfront includes capabilities to capture and plan, assign...Read more about Adobe Workfront

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

Qntrl

Qntrl is workflow orchestration software built by Zoho Corporation. Created for people who orchestrate processes for their team, department, or organization, Qntrl is the easiest way to bring visibility, control, and automation to...Read more about Qntrl

4.0 (1 reviews)

Encompass+

Encompass+ is a cloud-based solution that helps payor or network businesses streamline workflow management. Built on the Salesforce platform, Encompass+ can be integrated with other applications and provides PEPM-based pricing. Th...Read more about Encompass+

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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

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

Pipefy

Pipefy is the AI-enhanced process automation platform that conserves IT resources and empowers business teams to build and deploy up to 85% of workflows — no coding knowledge or third-party specialized services firms required. St...Read more about Pipefy

BigTime

BigTime is an online time and billing solution designed to serve professional service firms like accounting, engineering, government contracting, legal and IT services. The integrated solution offers features like time and expense...Read more about BigTime

Tonkean

Tonkean helps enterprise shared service teams improve process adoption, operate more efficiently, and move at the speed of business. Tonkean's process orchestration platform wraps around your existing systems to create an AI-drive...Read more about Tonkean

Mango Practice Management

Mango Practice Management (formerly known as Mango Billing) is a cloud-based practice management solution that is a game-changer for professional service firms to automate processes for Time & Expense Tracking, Invoicing, Scheduli...Read more about Mango Practice Management

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

Compliance Hub

Compliance Hub is a workflow management software that helps businesses update letters and legal notices in accordance with regulatory demands. The platform enables managers to create, edit, and design content for communication usi...Read more about Compliance Hub

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Formstack Forms

Formstack Forms is a cloud-based solution that helps businesses automate processes of creating digital forms and collecting data for surveys, leads, registrations, and more. Key features include data routing, file uploads, data en...Read more about Formstack Forms

GotPhoto

GotPhoto is a cloud-based platform for volume photographers specializing in various photography sectors such as school, sports, dance, senior portraits, headshots, and more. It's designed to streamline photographers' workflow and ...Read more about GotPhoto

5.0 (3 reviews)

Jotform

Jotform is a cloud-based form automation solution that enables users to publish online forms and record customer responses. It helps users to generate leads, collect order payments, conduct customer surveys, manage job application...Read more about Jotform

Zapier

Founded in 2011, Zapier has helped over 1.8 million individuals and businesses with their automation needs. Zapier moves info between your web apps automatically, so you can focus on your most important work. Build custom workfl...Read more about Zapier

Lucidchart

Lucidchart is a cloud-based solution that helps small to large enterprises manage projects, data visualization, and diagramming processes. The centralized platform enables users to create visual diagrams of business processes and ...Read more about Lucidchart

Together Mentoring

Together is a cloud-based mentorship management solution that helps users to set up and administer a mentorship program. It helps businesses to automate the mentorship program workflow including registration, scheduling meetings, ...Read more about Together Mentoring

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.