Editorial Workflow Management Software

Editorial workflow management software allows you to create content-centric marketing that generates leads and sales. Marketing automation software is the next evolution of marketing workflow management, allowing you to engage your customers on a personal level.

In this guide, we review the aspects of Editorial Workflow Management Software, publishing management software, what is a workflow management software, and workflow management software companies.

Editorial Workflow Management Software

Today’s consumers don’t want to be sold an idea; they want to be engaged with a product, service or idea that works for them. Traditional marketing techniques aren’t effective in engaging customers on the level they need to be because they offer no way of measuring their effectiveness or ROI.

Because of this shift in consumer behavior, businesses need a new approach to marketing which focuses on building communities and relationships through customer service (with happy customers), content creation, optimization and social media engagement rather than just advertising dollars spent on expensive TV commercials and other traditional forms of advertising.

How Editorial Workflow Management Software Works

Editorial workflow management software is a helpful tool that helps editors, writers, and publishers manage the production of content. By providing them with an efficient way to organize their projects and stay on schedule, it also makes sure that everyone involved stays on track and delivers quality work.

This type of software differs from other types in that it’s specific to editorial teams—the people who create content for websites, magazines, books and more. Most platforms offer features like:

  • Project management tools (to keep everything organized)
  • Version control (so authors can easily see what has been created so far)
  • File sharing capabilities (so no one has to email attachments back-and-forth)

Why Use an Editorial Platform?

  • Efficiently manage workflow.
  • Reduce costs.
  • Increase productivity.
  • Improve quality of content by:
  • Reducing the risk of errors, which can increase costs and reduce productivity.
  • Increasing communication between team members, so you know when something is due or has been completed and by whom.

How to Choose the Right Editorial Management Platform

If you’re looking to set up an editorial workflow process that will make your life easier, the best place to start is by defining the problem. You can’t solve a problem if you don’t know what it is. Before we define the problem, let’s talk about goal setting.

Goal-setting might seem like something reserved for athletes and professional workers, but every single person can benefit from having goals in their life—even if those goals are simply getting more sleep or eating more vegetables. When it comes to digital content management systems (DCMS), though, there are some unique considerations that need to be taken into account when setting goals for your project:

  • Are you trying to get all of your content into one system? If so, what kind of system do you want? (Example: You might want an editorial CMS because it allows writers and editors access when writing articles; while keeping track of versions; all while allowing managers oversight.)
  • Is this going to be a fresh new project or a conversion from another CMS? If so, how much time do we have available?
  • What conditions will affect how quickly we’ll be able to reach our goal? (Example: Are there any legal constraints that prevent us from using certain technologies?)

publishing management software

Coping with an enormous volume of content produced daily on multiple platforms, while maintaining large archives of multimedia assets such as texts, videos, or design files — no print or digital content production would be possible these days without an automated convergent editorial workflow in place. If you’ve been involved in content production for a publishing or a corporate business for quite some time, you must have definitely experienced some of these issues at work. The good news is — a reliable editorial workflow system can tackle them all.

If your content production team consists of more than two people, if they are in different locations or even time zones, if they work on multiple products at a time performing different tasks such as writing, editing, translating, uploading the copy, finding images, designing layouts, publishing to print or digital — a lack of a single editorial workflow might turn your collaboration into a nightmare resulting in re-doing the same work multiple times and missing deadlines. So what’s the solution?

A big multinational Madrid-based children’s book publisher Grupo SM, for example, decided to invest in our multichannel publishing solution WoodWing Studio (previously known as Enterprise) to eliminate miscommunication and streamline their production back in 2014. The main problem was managing the collaboration of about 3,000 brands between around 1,000 internal and 3,000 external staff spread across Spain and eight LATAM countries. Due to the specifics and complexity of the textbooks production, the publisher had to customize and adapt the default print workflow, as well as integrate the software with some external systems (such as SAP, Citrix etc.) for better flexibility.

The ease of use as well as the high level of openness and flexibility enabled us to deploy the system in nine countries in less than a year, including the training of users.

Grupo SM have implemented an efficient content creation process for the internal employees via an editorial workflow solution, WoodWing Studio (formerly also known as Content Station), while external users work with the plugins for WoodWing Studio that enable integration with Adobe’s InDesign and InCopy. Collaboration and communication is much easier due to WoodWing’s Studio native features of sending and receiving messages within the content workflow system, assigning and reviewing tasks, adding annotations to dedicated story folders called Dossiers and attaching sticky notes to design layouts. Now the company carries out production of 600 textbooks at a time — all in different stages — cost- and time-efficiently, with minimum disruptions.

For the sake of speed and efficiency, your ideal content production workflow must be fully automated, with structured and searchable metadata (such as file types, dates, statuses etc.), with a clear and intuitive interface as well as a possibility to scale up in the future. But which tasks exactly can an editorial workflow system automate and how?

Take the example of a leading Peruvian media company El Comercio, who started introducing an automated print and digital workflow, using WoodWing Studio, for their newspapers and magazines back in 2013. The major benefit they experienced was email-free communication, as all the files were sent and reviewed by both an in-house editorial team and freelancers right in Studio, with notifications popping up in the app’s internal inbox. Color filters showed editors the statuses and current progress of stories, while the creative team enjoyed pre-designed InDesign layouts for any channel with auto-filling and image prioritization options.

In order to optimize their visual content workflow, El Comercio implemented integrations with the image retouching software Amendo by OneVision, as well as with web CMS Drupal — available to Studio users due to the intelligent automation app called Smart Mover. Due to scalability of their editorial workflow solution, the publisher was able to produce 550 pages of content daily, while the employee training took just 10 days.

With its true multichannel approach, the implementation of WoodWing Studio at Grupo El Comercio is a lighthouse project in the global newspaper industry.

Whether your product is print or digital, you always need some multimedia assets such as images, photos, audio recordings or videos to make your story more engaging and compelling. With one single ecosystem to manage content production, life becomes much easier. You need the possibility to store, add metadata, edit and easily upload your files directly into your visual editor. And of course, this digital archive must be fully integrated with your primary content production system. It has to be secure, scalable (ideally — unlimited), with smart meta-tagging functionality, and more — yet not overpriced to ensure the highest ROI. How do big content production companies solve this problem? They integrate a Digital Asset Management system into their entire content workflow.

Look at the case of Aller Media, a leading media company that owns 90 media titles in four Scandinavian countries. Their challenge was to speed up the production of print and tablet lifestyles magazines whose content was mainly high-res photography. In 2016, they chose Studio supported by our digital asset management system WoodWing Assets (former Elvis DAM) to create their entire cloud-based environment for 1,500 users to produce content efficiently. Learn more about how they did it.

The Digital Asset Management integration was important for us. One of the biggest benefits we had from the start was to put everything into the cloud, so the whole workflow is unified across all four countries where we operate.

Whether your product is a print publication or an iPad/iPhone magazine app with a rigid page structure, a possibility to plan and review the layouts of all articles and advertisements is a total must for your editorial workflow system. Page planning tools allow executive editors to check the current status of all copy and design works, plus ensure the issue’s final version is production-ready. Meanwhile, sales managers can check the availability of advertisement space, and, ideally, place ads right into the respective pages’ layout.

Some content workflow systems, like Studio, have an embedded Publication Overview module in place that offers real-time granular insights into the publication’s production progress (see the picture above). For advanced page planning functionality or, for example, integrations with third-party advertising booking systems, editorial teams may need to implement some external solutions like JournalDesigner by dataplan, or TIMONE by Tell.

Yaffa Media, one of Australia’s oldest and largest independent media houses, chose Studio integrated with Dataplan’s JournalDesigner plug-in for page overview and AdBooking system Carma Cloud for ad planning to create their own customized ecosystem for better business performance.

The greatest change has been streamlining the workflow and reducing production time from seven weeks to three, resulting in more time to sell.

If you publish the same article on both print and digital platforms or republish the same content for multiple brands on one platform, automated content repurposing is critical. Free or cheap web-based content management systems like WordPress or Drupal don’t offer an integration with sophisticated tools for print publishing by default, while bulky and slow prepress software units are not designed for swift and nimble digital content production. So here comes the problem of having to manually ‘copy-and-paste, which most likely results in numerous human errors, and, again — a waste of time and money.

Before implementing a content workflow system in 2007, the editorial team of a leading Russian newspaper publisher Rossiyskaya Gazeta had to repurpose content for eight different brands manually. This led to many layout errors, which meant designs had to be recreated multiple times. Only after the introduction of automated content repurposing for a number of their publications using Studio, the formatting of layouts was not affected.

Regarding the operational efficiency and overall user experience, it’s much easier for an editor to use a single automated workflow system rather than switch focus between two or three tools.

Good news: WoodWing Studio is here

Creating amazing content in the most efficient way is essential to compete in the online world. Allow your team to go from idea to publication in the fastest possible time, minimizing frustrations and streamlining the whole process from beginning to end.

WoodWing Studio (previously known as Enterprise Aurora) benefits an array of organizations and teams. If you’d like to learn more about our multichannel editorial workflow system, please request a demo or send us your questions.

what is a workflow management software

A workflow system is a unified platform that integrates several disparate workflow tools into one cohesive application. Using a workflow system, several processes can be automated in a linear sequence according to business rules. Both machine and human-based tasks can be automated by a workflow system.

A workflow management system may be defined as a unified platform that streamlines routine business processes for optimal operational efficiency. The most important aspect of the workflow system is the creation of a form that holds data and automates a sequential path of tasks for complete data processing.

Workflows are building blocks of business processes. A workflow is a series of tasks or actions that are performed in a sequential manner to achieve an end goal. For example, the procurement process is made up of workflows for purchase requisition, purchase order, and invoice processing. Each of these individual workflows is made up of several tasks like creation, review, approval, and routing to the following process.

Workflow management is all about managing and streamlining workflows for optimal output. Cutting out redundant tasks, ensuring resource availability for all tasks, and streamlining task sequences are the focus of workflow management.

Why Does Your Company Need a Workflow Management System?

In every generation, change is inevitable but hard to accept. The workforce in the 21st century has grown with computers, laptops, and smartphones. They utilize the power of the cloud to access data on any device and are dependent on their smartphones for work and personal tasks. With such wide exposure to technological advancements, adopting a workflow management system shouldn’t be difficult. It is surprising that several businesses even overlook the need for a BPM tool or workflow software for business operations in their organization.

On the contrary, the industry requires a good workflow management system to manage workflows, and monitor, and optimize business operations. A closer look at process workflows reveals redundancies and disconnected tasks. Unorganized tasks result in stacks of files and folders containing documents, receipts, invoices, leave applications, and forms. Even leading high-tech organizations may end up with unorganized documents, and unstructured and disconnected tasks when they do not have a workflow management system in place.

What is Workflow Management System?

Processes form the core of business operations. Automating key business process workflows aligns business operations more closely to business goals. Workflows are a sequence of tasks that are executed with a goal in mind. Business processes may be broken down into a sequential path of tasks or workflows that are executed to achieve business goals.

All the problems faced by a manual workflow system are eliminated by automating processes. A workflow management system is a software platform that automates processes efficiently. Streamlined workflows improve key performance metrics and productivity of the business.

Workflow automation organizes and prioritizes a sequence of operations based on specific conditions and rules. Workflow management practices aim at analyzing processes and mapping out tasks to detect bottlenecks, delays, and design a more efficient and streamlined workflow process. Several discrete workflow software tools are combined into a single application that automates human and machine-driven tasks in a pre-defined path. Workflow management systems also help in connecting humans and systems seamlessly to achieve business growth.

The two main workflow types are

From a business perspective, workflows may be categorized as

All the problems faced by a manual workflow system are eliminated by automating processes. A workflow management system is a software platform that automates processes efficiently. Streamlined workflows improve key performance metrics and productivity of the business.

Workflow automation organizes and prioritizes a sequence of operations based on specific conditions and rules. Workflow management practices aim at analyzing processes and mapping out tasks to detect bottlenecks, delays, and design a more efficient and streamlined workflow process. Several discrete workflow software tools are combined into a single application that automates human and machine-driven tasks in a pre-defined path. Workflow management systems also help in connecting humans and systems seamlessly to achieve business growth.

Why Should You Consider Using Workflow Management?

According to a recent survey, 31% percent of businesses fully automated at least one operation in their organization in 2020 (from 29% in 2018). In enterprise companies, 94% of professionals believe that they should use a centralized platform to integrate with their program and build workflow automation than rely on several applications.

If any of the following conditions are encountered in your business, you require a workflow management system to improve and streamline workflows.

1. Annoyingly Long Email Chains That Waste Precious Time

The most common and repeated mistake in every organization is that people try to use email as a communication medium for work. It’s meant to transfer information but should be used for short messages. Important work files often disappear in long email trails.

Besides, emails thread all related messages together but your employees will still find themselves with threads that run into 100s of messages, making the communication process inefficient. A workflow program can avoid this by maintaining a single source of truth, keeping track of all changes, displaying the latest version of a conversation thread, and saving precious time spent going through a bunch of emails.

2. Manual Transactions Involving Too Many Spreadsheets and Excel Files

Another common scenario is where too many spreadsheets or Excel files are being exchanged between employees and teams. While GSuite and Microsoft Office 365 try to streamline the process by moving files to the cloud, it still doesn’t sync with an organizational scenario unless you have customizable workflow management software to keep track of the approval hierarchy.

Typically, every shared file folder will have over a dozen Excel sheets and your employees may not know the latest version that they need to work on. A workflow management system could put an end to all this by providing notifications, focusing on the latest version, and reducing the time spent by your employees to have their spreadsheets approved by managers.

3. If Your Workflow is Dominated By Legacy Systems

A majority of organizations still rely on legacy systems that handle their files and documents and audit-related storage. Technology-driven employees, however, prefer modern-day cloud-based architecture to simplify work.

Businesses looking to migrate old data to a new system are haunted by the risk of loss or corrupt files. A cloud-based workflow management system ensures the security and safety of data while businesses transition from legacy to new-age technologies.

4. When You Feel Your Workforce is Working Suboptimally

At some point, most managers, team leaders, and even CEOs might have felt that their workforce is not performing to its optimal capacity. They may have some reasons ranging from the manual way of working to lack motivation from their employees. The biggest hurdle often is the technical aspects and it is mandatory to support your employees to deliver the best.

Train your employees on new technologies and give them more freedom by using workflow automation software. When important processes like leave management, document management, and the need to wait for the manager’s approval are automated, employees get more time to focus on their most important work. It also works well with vendors and suppliers through processes like purchase approval and invoice automation that result in faster approvals and an efficient supply chain.

5. If You Are Facing Privacy, Compliance, and Audit-Related Problems

Every start-up and established brand is worried about privacy and audit, especially in the current world of social media. Organizations are forced to answer to the government and the public at large when any controversy related to users’ privacy erupts. It is paramount to maintain and audit all changes to memos and documents and store them securely for later use.

It comes as a great relief to organizations when a workflow management system does it all – from tracking every change to a document to generating/approving invoices. It simplifies audits, enforces compliance, and improves privacy, thereby ensuring that all laws of the land are followed strictly.

Features of a Workflow Management System

A workflow management system supports the management of workflows by automating tasks in a workflow for an optimized sequence of operations. An automated workflow system must include the following features:

Process Builder

An automated process flow is built using a process builder. A business process proceeds in a pre-defined task sequence that is governed by predefined business rules and conditions. A process builder illustrates these tasks & rules and identifies whether the task is repetitive, automated, human-centric, or from another system. You can create a custom workflow by using the drag-and-drop option to streamline workflows and replace manual steps with automated tasks.

Workflow Engines

The decision-making component of the workflow system is the workflow engine. It makes decisions based on preset business rules. The decisions include actions such as routing requests to a specific user, sending an email notification, calling an external system via an API, or triggering an entirely new workflow.

Reporting Tools

A workflow system stores all the data and metrics captured during the process execution. Data and reports can be displayed on dashboards and can be made available to users. Real-time tracking and monitoring of process flow, request status, bottlenecks becomes easy with the reporting tools provided by a workflow management system.

Integration with third-party applications

A good workflow management system ought to seamlessly integrate with third-party applications. APIs or webhooks or direct connects can be used to integrate the automated workflow with third-party applications.

Form Designer

Sophisticated, dynamic forms are built using a form designer to gather input from users. The input from the form builder is fed into the process for further workflow processing. Ideally, the visual form designer should provide a wide toolbox of field and data types to be added and customized.

Self-service interface

The workflow management system must provide a user-friendly interface for employees to log, monitor, manage, and track requests. Once the request is logged, it is routed automatically to Admin, IT, HR, Finance team, or Operations based on the workflow routing rules.

workflow management software companies

Anyone who’s spent any length of time running a business will happily trade war stories with you about all the struggles they’ve endured over the years.

The challenges of running your own business are almost endless, and even the best-laid plans can quite easily go awry. Effective business project management is crucial, but it’s much easier said than done.

Thankfully, the ongoing technological revolution is helping to lighten the load. Now, it’s possible to automate a whole host of business processes, reducing the risk of human error and freeing up team members to concentrate on other things. Workflow automation, then, is helping businesses enhance productivity without compromising in other areas.

To enable your business to reach its goals, you need to ensure that you streamline tasks into a smooth workflow process. Efficient workflow management is essential to achieving this objective—and choosing the right workflow management system can help you get there.

In this guide, we’ll look at the 10 best workflow management systems for businesses. We’ll also explore some other important questions, including what workflow management solutions do, their benefits, the features you should be looking out for when choosing workflow management systems, and why they’re so crucial in general.

What is workflow management software?

In short, workflow management tools aim to streamline business processes. They help boost overall efficiency by cutting out human error—whether by making sure people know what to do and ensuring nothing gets missed, or by using automation. Automated tools can perform a lot of repetitive, menial tasks repeatedly without making mistakes—and enhancing employee productivity.

It’s also worth discussing briefly here what workflows are. Workflows are in place to ensure the completion of specific tasks. Previously, many of these tasks would have required considerable human input—whether in the form of calls, meetings, emails, Slack messages, and so on—to make sure staff carried them out.

However, with the introduction of workflow management and automation software, it’s now possible to significantly improve the management of or even fully automate many of these tasks—including timesheets, employee onboarding, payroll, and many others. This makes it easier to streamline business workflows in a way that’s customizable to the needs of individual businesses and specific departments.

What does it do?

Workflow management involves, as the name suggests, managing workflow so that it runs at maximum efficiency. Workflow management tools create optimized paths to complete a series of tasks in a business process. This includes cutting out redundant tasks, mapping workflow, process implementation and automation, and uncovering areas for improvement.

What are the benefits?

There are numerous benefits of workplace management software. As we’ve mentioned, it helps to boost productivity. It also allows businesses to save money. Enhanced workflow management can also lead to improved job satisfaction and a better overall work culture. 

This is because staff spends less time doing tedious tasks and can take on more engaging and fulfilling work that might require their judgment. By boosting morale in this way, workflow management tools can help create a happier workplace.

Why it’s important for process and workflow to work together

We should note here that process and workflow signify two different, though closely interconnected, things. In a nutshell, business processes involve a series of related actions, broken down into individual tasks. Workflow refers to the routing of these processes, incorporating a range of tools that enable them to flow smoothly in real-time.

In simple terms, process or procedures are the definition of what should happen, and workflow is what actually happens. Considering the two together maximizes the operational benefits you can achieve in a business.

Workflow management is a method of improving business process management. Although workflow doesn’t necessarily have to be automated, it’s increasingly the case that businesses are choosing to automate business process management functions through custom workflows to benefit from better productivity and reduced error rates. 

As well as errors, a smooth workflow helps to eliminate bottlenecks, delays, and process failures, among other common problems. It requires detailed planning and analysis to ensure that processes flow to the requisite standard. This is why it’s so crucial for both process and workflow to be in harmony.

For example, using static documentation to define your business processes, with this not being updated and shaped by your actual workflow, will mean that the two will inherently be at odds with each other. And so, the output of your workflow will not match your initial intentions for the process. By bringing the documentation of processes and what actually happens in the business day-to-day into the same system, the reality of business processes will line up with your expectations set at the outset.

Must-have features of workflow software

So, now that we’ve established what workflow management software is and what it does, we need to look at the most important features you should be looking for when you come to choose a solution for your own business. With so many different options available, there’s a lot to consider when looking for the best workflow management software. 

It helps a great deal if you have a clear idea before starting your search of which specific features are likely to be most beneficial to your business. With that in mind, here are a few things to look out for before you get your credit card out and commit to a purchase.

Why simplicity can be the key to success

It’s worth emphasizing that simplicity and ease of use are fundamental when choosing workflow management tools. If you have a workflow system that can only be understood and managed by a select few stakeholders, this is likely to lead to inefficiencies that hinder the future growth of your business. 

In fact, it’s often the teams executing the workflow that have the most knowledge and can offer the best input for improving efficiency. Choosing process automation tools that are user-friendly and simple enough for everyone ensures that your staff are motivated and empowered, thereby keeping your business more agile.

Drag and drop workflow template design

As the interface via which team members interact with your workflow, process workflow templates inevitably comprise an essential component within it. This is why your templates need to be visually attractive and user-friendly. Otherwise, they could cause unnecessary confusion and inefficiencies.

Drag and drop templates, therefore, are an absolute must-have. Over-complicated layouts (i.e., tabular, multi-page, multi-column, confusing conditional formatting, hidden text, too many options to configure and so on) can be seriously counter-productive. Your workflow templates need to look good and be easy for people to use. This is a primary requirement.

Obviously, they’ll need features like decisions, loops, dependent dates, assigned to, attachments and data capture request options.

Drag and drop workflow template design

As the interface via which team members interact with your workflow, process workflow templates inevitably comprise an essential component within it. This is why your templates need to be visually attractive and user-friendly. Otherwise, they could cause unnecessary confusion and inefficiencies.

Drag and drop templates, therefore, are an absolute must-have. Over-complicated layouts (i.e., tabular, multi-page, multi-column, confusing conditional formatting, hidden text, too many options to configure and so on) can be seriously counter-productive. Your workflow templates need to look good and be easy for people to use. This is a primary requirement.

Obviously, they’ll need features like decisions, loops, dependent dates, assigned to, attachments and data capture request options.

Built-in mobility

Workflow management systems, like just about any other technological tool, support mobile functionality. However, when choosing a workflow automation tool, you must ensure that it works just as well on mobile as it does on other devices.

So, it should require no coding on your part before the layout looks good on mobile—this should be a given. Its mobile design should be intuitive, with automatic pagination and bigger buttons, for example. Nor should you have to switch between devices because certain functions are only accessible on a desktop. 

Reporting

When you’re looking for workflow software, reporting needs to be a key consideration. Firstly, you need a solution that offers simplicity and straightforwardness in reporting. You need to be able to see instantly where things are, who’s got the ball, when specific tasks are due, and what’s overdue.

You need to be able to see what decisions have been made, and to have a clear overview of how successful your workflow is when looked at over a given period (in other words, quality). As well as how often workflow is used and resourcing levels. When looked at together, this will help you understand who’s taking on the most activity and where any blockages might be.

Improvement and collaboration

Your workflow software needs to enhance team performance and, crucially, collaboration among colleagues. It should allow you to communicate with your team in the same system in which the work is going on.

This way, everyone knows what’s going on in the same central place, rather than trying to decipher what’s happening in someone’s head, make sense of an email trail, or look for what’s been jotted down on a scrap piece of paper.

Likewise, the ability to call out or highlight colleagues through an appropriate mechanism can make a big difference to collaboration and overall performance standards. You must therefore ensure that your workflow software alerts them via email whenever a task needs their attention.

Integration

Integration is one of the most popular buzzwords in business today, and rightly so. But it is absolutely imperative when it comes to workflow automation; if your processes can pull data from web services, SQL databases, and other back-end systems, they’re going to be much more helpful to your business.

For example, take something as simple as vacation requests. If your system can access PTO (Paid Time Off) data from your HR system, processing these requests is far more straightforward and more transparent. Likewise, the expense approval process is considerably easier if your system can integrate with databases and accounting systems.

If you have a development team or technical resources available to code the information, then it’s likely you’re looking for systems that have a public API available. If not, or you’d simply like to get integration and automation up and running quicker, you should be looking for systems that support Zapier, Integrately, or Integromat.

These no-code middleware integration platforms may look complex to start with, but they’re incredibly easy once you get the hang of using them, and allow you to save a huge amount of time and reduce errors by implementing. Most major software platforms including Google Suite, Office 365, Salesforce, and others are supported in this way.

Notifications and reminders

Team members must be adequately notified whenever a workflow step is assigned to them. Workflow automation software generally allows for customization of these notifications and then sends them out automatically at the right time, generally via email.

At the same time, however, it’s vital to remember that employees typically receive a flood of emails. Your emails must be succinct and contain all the relevant information to save time and effort. With dynamic fields from the workflow in your emails, you should be able to use form data to construct any part of the message.

Of course, there will be times when employees procrastinate about taking action. Your workflow management system should have the capacity to respond to this by sending reminder notifications automatically, thus sparing line managers the need to intervene personally.

Top 10 workflow software tools

Now it’s time for the main event. We’ve looked at the various options on the market and racked our brains, and now we present to you our list of the top 10 workflow software tools. Let’s delve in.

1. beSlick

Okay, so we might be a little biased here, but we’ve put beSlick at the top of our list with very good reason. This workflow management software helps you eliminate the chaos and deliver continual improvement to how your business works. Its robust workflow builder and process-quality analytics help you centralize workflow with ease.

beSlick integrates with more than 2,000 applications, including your CRM, email, and finance software. These apps include Microsoft Office 365, Gmail, Google Sheets, Google Calendar, Trello, Salesforce, Slack, and Feedly.

Project managers will also be pleased to hear that it serves as a powerful and straightforward project management software tool, facilitating easy collaboration and clear accountability by allowing you to track team progress on key projects from a single view.

2. Zapier

Zapier is an online service that enables you to connect various business and productivity apps and create interlinked functions across them. By combining these apps, Zapier helps businesses create smooth automated workflows and therefore improve their productivity levels.

In addition, it helps teams get more done with less while eliminating human error across a range of functions. Its simple, user-friendly dashboard allows teams to manage individual automations (which it calls ‘Zaps’), combining multiple actions in a single instance.

Zapier is super useful for process and workflow automation, and should definitely be in your toolkit. It integrates with most major platforms, including beSlick. We recommend getting workflow ‘right’ manually first, and then automating stages over time. If you automate something that doesn’t work, it doesn’t make it right; it just makes it wrong faster. So start simple.

Pros: Zapier offers a user-friendly interface with a simple design, and it enables users to chain commands across different apps with minimal hassle.

Cons: While Zapier offers a free plan, it’s quite constrained. Free accounts can perform up to 100 Zaps per month, but only five at any one time. Also, the free tier doesn’t support Premium Zaps.

3. Nintex

Adopted across a range of industries, including financial services, energy, and government, and across departments including human resources, customer services, and information technology, Nintex is a workplace management tool that allows businesses to automate processes easily.

Renowned for its ease of use, Nintex enables teams to deliver better outcomes by streamlining processes and through straightforward integrations. Indeed, its API connectors mean it integrates with a variety of third-party apps. Its drag-and-drop design makes it easy to automate even complicated processes.

Pros: Its simple, intuitive design (including on mobile) makes Nintex easy to get to grips with. It offers a wide choice of third-party integrations while also offering tools for managing functions such as RPA and process mapping.

Cons: Some businesses complain that Nintex’s pricing is too high. The number of workflows in the cloud dictates price point, and some firms may find this puts the software outside their price range.

4. Process Street

Process Street offers only relatively limited options for analytics and reporting, compared with some workflow automation tools. It’s nonetheless an effective and powerful tool that works well for teams with document-driven workflows.

Process Street integrates with over 1,000 third-party apps, including Formstack, via Zapier. Its free plan allows for an unlimited number of users, though some features are unavailable to non-paying users. It also comes equipped with a simple drag-and-drop task manager.

Its integration with Formstack, meanwhile, provides easy access to a considerable number of workflow templates.

Pros: Integrates with 1,000+ apps and features a user-friendly, drag-and-drop task manager. Its free plan can accommodate unlimited users.

Cons: Most  features are not available on the free plan. Light on analytics and reporting functionality when compared to some other tools on the market. It does not support a flowchart view of your workflow process, which can make them hard to design or understand

5. Monday.com

Monday.com is a tool that offers a simple yet intuitive structure for workflow management. Just insert tasks into a workflow (or ‘board’) and then list the steps required to complete them. Its no-code automations free up your team to concentrate on more pressing responsibilities.

As well as being easy to set up and use, Monday.com also offers customizable alerts and notifications, helping to keep your team to stay organized and remain focused on its tasks. You can also view workflows in various ways, including Kanban boards and Gantt charts. Integrations include Trello, Dropbox, Slack, Jira, and GitHub.

Pros: Intuitive design with various ways of viewing workflows. No-code automations save time and effort. Custom alerts and notifications keep your team on track.

Cons: Expensive compared to some other workflow management tools, with complex pricing. No single-user plan. While its design offers great flexibility, this can make it complicated to initially set up. It doesn’t support repeatable workflows particularly well, so if you’re looking at wider process management then it can be a challenge. Moreover, viewing all your tasks in one single view is difficult. The system doesn’t handle scheduling of repeated workflows, or creating templates of a list of steps needed to do something (such as a process or procedure).

6. Kissflow

Kissflow is a no-code workflow management tool that allows users to create automated processes, handle case flow, build project boards, and more. It supports structured (e.g., case management) and unstructured workflows (e.g., BPM or process management). It’s straightforward to use and highly adaptable, with customizable workflows and dynamic routing.

It also offers trigger-based workflows and advanced reporting features and makes it easy for users to prioritize tasks and delegate them to co-workers. Instant notifications inform users when action is required or a task is complete while identifying bottlenecks and tracking task flows is made easy.

Pros: No-code workflow management and a plethora of features. Advanced reporting features along with customizable workflows. User-friendly design makes Kissflow easy to pick up and use.

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