Your go-to guide for workflows
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- What is a workflow?
- Core components of a workflow
- What are the types of workflows?
- Benefits of workflows
- Key workflow examples across major domains
- What is workflow automation?
- How Zoho Creator helps in automating workflows
What is a workflow?
A workflow is a sequence of tasks, activities, and decisions required to complete a process when triggered. You can use a workflow management system to automate the various routine tasks in your business processes. These tasks can range from sending emails and SMS messages to enabling app-related functionalities like hiding/disabling fields based on predefined business rules, among many others. With efficient workflows, you can ensure your operations run like clockwork.
Core components of a workflow
Every workflow process is built on three basic components:
Triggers
A trigger is the event that starts the workflow; it initiates the workflow based on a specific event, such as form submission or data input.
Actions
These are the tasks performed within the workflow to achieve the required outcomes. This is the core process that drives the workflow forward by progressing to the next step until the final desired result.
Outcomes
Outcomes are the result or output of the workflow. Whether it's updated records, received notifications, or completed tasks, the outcome signifies the success of the workflow.
What are the types of workflows?
Workflows fall into distinct categories, each designed to suit different business processes and operational needs. Selecting the right type of workflow system results in optimal efficiency, flexibility, and task execution. Make sure you choose the right one for the task at hand:
1. Linear or sequential workflows
These are straightforward, step-by-step process workflows where tasks are performed in a set sequence. They're ideal for processes that need a predictable and structured path.
2. Non-linear workflows
These are flexible workflows with multiple steps involved, allowing for different paths based on decisions, conditions, or task outcomes. These workflows adapt to changing circumstances by branching off, offering versatility.
3. Parallel workflows
Parallel workflows allow multiple tasks to run at the same time, speeding up processes and improving efficiency. They're ideal for tasks that can be done simultaneously without affecting the outcome.
4. Dynamic workflows
These workflows evolve based on new information or changing conditions. This makes them a good fit for environments where processes need to adjust in real time.
5. Hybrid workflows
Hybrid workflows combine elements of linear, non-linear, and dynamic workflows. They help you create a customized approach to suit complex, multi-faceted business rules.
6. State machine workflows
State machine workflows are designed to model processes where tasks change states based on specific conditions. They’re suitable for processes like approvals, product lifecycle, or project management. Here, each step or stage depends on the state of the task or record.
Benefits of workflows
Simplifies daily tasks
Workflows eliminate repetitive actions, allowing your team to focus on higher-priority tasks. You can set automated triggers to start specific actions when certain conditions are met, such as when a form is submitted or data is updated. This automation ensures smooth task progress without manual intervention, optimizing resource usage.
Improves accuracy
Automated workflows follow predefined rules, ensuring tasks are completed correctly and consistently. By setting clear rules and validation processes, you can automate routine actions like data entry, approvals, and notifications. This consistency reduces errors and guarantees tasks align with business standards.
Speeds up approvals
Automated notifications and approval processes improve decision-making by reducing delays in workflows. You can design approval workflows to automatically notify the relevant person when their input is needed, and notifications alert team members when it’s time for them to take action. This ensures no tasks are overlooked and everyone remains on the same page, which enhances teamwork.
Cuts costs
Automating repetitive tasks saves on both time and labor costs. Automation handles processes like generating reports, sending emails, and transferring data between systems, eliminating the need for extra resources to manage these tasks.
Key workflow examples across major domains
Some key areas where digital workflows can automate business processes include:
Education
- Simplifying course submission, review, and approval
- Organizing student registration, documents, attendance, and notifications
- Automating grading, feedback collection, and result sharing
- Coordinating school events, activities, and registrations
- Scheduling exams and sending reminders to students and staff
HR
- Digitizing document submission, training, and exit processes during onboarding and offboarding
- Processing leave requests and approvals for various types of leave
- Conducting performance evaluations and salary revisions
- Overseeing payroll processing and approval of reimbursements
Finance
- Approving invoices and tracking payments
- Simplifying budget approvals and financial planning
- Submitting tax documents and ensuring compliance during tax filing
- Reviewing investment and funding approval workflows
Marketing
- Approving and distributing marketing campaigns
- Capturing and following up on leads
- Tracking marketing campaign budgets and ROI
- Scheduling and approving content across channels
Sales
- Automating lead scoring and initiating outreach
- Creating proposals and reviewing contracts
- Handling renewals, follow-ups, and upsell opportunities
IT
- Resolving support tickets and incidents
- Processing hardware/software requests for IT needs
- Creating user accounts and managing permissions
- Scheduling software development updates, backups, and regular system maintenance
- Sending compliance reminders and conducting security assessments
Retail
- Tracking inventory, initiating reorder requests, and updating stock
- Approving orders, processing payments, and coordinating shipping
- Handling returns and refunds
- Tracking and approving promotional offers
- Approving vendor payments and managing relationships
Manufacturing
- Scheduling tasks, allocating resources, and tracking production timelines
- Conducting inspections and quality checks and ensuring compliance
- Handling purchase orders, vendor approvals, and supply coordination
- Processing maintenance requests and scheduling services
What is workflow automation?
Workflow automation goes beyond workflow management by using technology to complete tasks automatically. It follows preset rules and removes the need for human input.
How Zoho Creator helps in automating workflows
Zoho Creator is a workflow automation platform that helps create and manage workflows using a visual development interface and minimal coding. These workflows follow the predefined rules you set every time they're triggered.
With Zoho Creator, you can:
Respond to user interactions in real time
When a user interacts with your system—submitting a form, clicking a button, or completing a task—automated workflows can help you respond instantly. For example, the platform might send a confirmation email, thank you message, or relevant info instantly. This real-time response creates a better experience for customers, making them feel acknowledged and valued right away.
Schedule actions based on a specific date and time
With automated workflows, you can schedule actions to take place at precise times. This is perfect for recurring tasks—think reminders, reports, or social media posts. You don’t have to manually set these up each time; once it’s scheduled, the system takes care of it. For businesses, this ensures that nothing is forgotten, like a subscription renewal reminder or important deadline for employees. It’s all about staying on top of tasks and being proactive.
Automate approval processes
Approval processes can slow down operations when they only rely on human intervention. However, workflows can automate these steps, guiding operations forward. For instance, once an action (like a purchase order or expense report) triggers an approval, the system sends notifications to the right people for review. This speeds things up and reduces delays. It also ensures that every approval follows the same process, avoiding inconsistencies.
With a clear blueprint, approvals follow a consistent path—minimizing delays and missed steps.
Process orders upon successful payments
When customers make payments, workflows can kick in to auto-handle the next steps. Consider a situation where a payment is getting processed. The system can confirm the order, send a receipt, update inventory, and even initiate shipping—all without needing anyone to do it by hand. This not only improves efficiency but also offers customers a smooth, immediate experience. Orders are processed in time, reducing delays and human error.
Set the pace for your repetitive tasks with workflows—where every step follows automatically and nothing is left to chance.
Sign Up for FreeFrequently asked questions
What is workflow management?
Workflow management is the process of organizing and improving tasks to meet business goals. It involves identifying key steps, assigning roles, and completing tasks in the right order with the right resources. Good workflow management software minimizes process-related errors like missed steps or incorrect sequencing. It also improves transparency and keeps operations running smoothly.
How can I automate routine tasks at my business?
You can automate routine and redundant business tasks by using a low-code workflow automation tool. It will enable you to set triggers for actions like sending emails, updating records, or processing approvals using minimal coding. This helps reduce manual effort and keeps your operations running smoothly.
Do I have to know programming to create workflows in Zoho Creator?
No, Zoho Creator offers point-and-click and drag-and-drop workflow software creation.
Can I invoke Deluge scripts using custom buttons?
Yes. This is possible using custom buttons.
How does workflow management software integrate with business process management (BPM)?
Workflow management software enhances business process management by automating key tasks in a process. The software aligns actions with your overall workflow strategy, helping you streamline every step of the BPM cycle. Additionally, it improves visibility and provides better control over your processes.
What’s the difference between RPA and workflows, and how do they relate to each other?
Robotic process automation (RPA) uses software bots to automate repetitive, rule-based tasks, while workflows define the sequence of tasks in a process, which may include both human and automated steps. RPA can be integrated into workflows to handle tasks that don’t need human input, making processes more efficient.