Workflow automation is the use of software to move work through a defined sequence of steps without manual intervention: an event triggers the workflow, conditions decide the path, and actions update systems or notify people. It removes chasing and copying between steps while keeping people involved where approval is needed.
The components
- Trigger: the event that starts the workflow
- Conditions: rules that decide what happens next
- Actions: records created, messages sent, tasks assigned
- Approvals: points where a person must confirm
- Exceptions: what happens when something is missing or fails
- Measurement: timestamps for each step
Example
A new supplier submits an onboarding form. The workflow checks required documents are attached, creates the supplier in the finance system as 'pending', assigns a reviewer, and reminds them after two days. When approved, the supplier is activated and notified. If documents are missing, the supplier is asked for them automatically.
Workflow automation vs business process automation
The terms overlap. Workflow automation usually describes one sequence of tasks; business process automation covers a wider process that contains several workflows.
Limitations and considerations
- Automating an unclear process makes problems happen faster.
- Integrations need monitoring as connected systems change.