What is workflow?

A workflow is a sequence of tasks designed to accomplish a specific goal. Think of it as the set of activities that you and your team have to complete. Each task is performed in a specific order, with designated teammates executing them according to established guidelines. All of these elements together form a workflow.

When managing workflows, a common challenge businesses face is that repetitive tasks can easily lead to mistakes and get boring for your team to perform. These tasks also take a lot of time, distracting team members from more valuable work and projects.

Fortunately, there are ways to streamline the process of performing certain tasks, saving time and effort and reducing the risk of mistakes. Let’s explore the definition of workflow, its main types and examples, and how workflow management benefits your business by automating tasks and processes, allowing your team to focus on the most important things.

 

Workflow definition

The concept of workflow has been around for decades. It refers to the sequence of tasks or steps required to complete a process, which involves moving a document, task, or piece of information from one step to another in a structured manner. The ultimate goal of workflow is to improve the speed, reliability, and standardization of complex business processes, ensuring that your team completes tasks efficiently and consistently.

Once you complete a workflow, it produces at least one outcome. For example, a workflow might begin when an employee submits a request for expense reimbursement. The outcome of the process is either the employee getting reimbursed or the request being denied.

Businesses need workflow management tools now more than ever. According to Allied Market Research, the global workflow management system market size was valued at $9.8B in 2022 and is projected to reach $99.9B by 2032. The rise of data and the move to a cloud-first world are changing the landscape of business processes and the workflows that support them. This new trend opens up more opportunities to improve a wider range of business processes.
 

The evolution of workflow management

In the past, managing workflows was a manual process. A classic example of a traditional workflow organization tool is the Gantt Chart, invented by Henry Gantt, a mechanical engineer. The chart creates a timeline for a project and uses horizontal bars to show the progress of each task required. Although the chart is still in use today, it is an example of a manual process that requires a human to track changes and keep it up to date.

Now, software platforms can automate digital workflows by detecting triggers, assigning tasks, executing outcomes, and generating progress and status reports. The same software can also accommodate rules-driven workflows, allowing designers to determine the sequence of tasks and events based on business rules.

Instead of an employee manually filling out a paper reimbursement form, for instance, they might click a few boxes on an online form and then submit the form electronically. A computer can read the information on the submitted form, look for certain trigger words, confirm that it follows the rules, and then automatically approve or deny the reimbursement request.
 

The rise of workflow automation in the enterprise

 Enterprise workflow automation grew in the 1990s, along with the emergence of business process management (BPM) — a discipline whose focus remained on narrow, deep, complex processes such as claims, contract, and inventory management. BPM lets organizations design, model, execute, monitor, and optimize sophisticated and complexbusiness workflows. It also requires complex diagrams and other visual collaboration tools to model business processes, which call for the expertise of software developers.

As organizations moved toward a customer-focused operating model and faster response times, digitizing all business functions — not just those considered business-critical — became imperative. This emerging business trend gave rise to “low-code” workflow, where out-of-the-box scripts and workflow templates adapted to each process require minimal technical skills of citizen developers.

Even more progressive is the concept of “no-code” workflow, spawned by the desire to allow all business users to automate processes to drive engagement and achieve efficiencies via economies of scale. With “no code,” business users can create and modify a workflow without having to rely on IT, integrating other technologies, such as artificial intelligence (AI), to enhance automation capabilities. For example, your team can use AI to locate documents, generate content, and summarize information in seconds, saving time for other activities.

Discover 4 game-changing ways to streamline your processes.

What is a workflow engine?

A workflow engine is a software program that ensures a sequence of tasks is completed in the appropriate order. The engine understands the sequence in which tasks need to be completed and ensures that as soon as one task is completed, the next one starts. There are three core functions of a workflow engine.

1. Workflow creation and modification

The complexity involved in creating workflows varies from engine to engine. Some workflow engines require users to write code to design new workflows, which means software developers are needed for the job.

“Low-code” workflow engines require complex configurations and a small amount of code, which means IT experts are needed. “No-code” engines provide intuitive user interfaces, like drag-and-drop, that allow you to create and modify workflows without extensive technical knowledge.

Low-code and no-code workflow engines frequently offer a set of predefined templates with industry-specific logic, making it even easier for non-technical individuals to use the software. In many cases, the software end user likely prefers no-code or low-code products. They might not be tech-savvy, but they are the most familiar with the processes that need automation. Giving them the chance to build their own workflow allows them to create automated tasks that make the most sense for the project.

2. Workflow execution

Once the workflow is created, a user can execute it to set it into motion. Often, there are several components involved in workflow execution:

• Task management: The engine creates the tasks that are part of the process. It assigns them to the right individuals or programs and issues a deadline for each one. Every task should have a start time, end time, status, assigned individual, and the associated content.
• Process tracking: Marking a task as complete triggers theengine to move to the next phase or task. During the move, the content might be transferred from the first user to another user. Depending on thetype of workflow used, there might be several options available for the next step in the process.
• Change recognition and response:The design of the engine allows it to recognize changes in the state of a process. When there’s a change in the process state, such as a task being marked as complete, the engine knows how to respond and might notify users or start the next task.
• Event notification:This step can occur for various reasons. The workflow engine might notify users whenever someone creates a new folder or file, when a deadline approaches, or when someone opens or modifies a file.
   

3. Workflow monitoring and management

Workflow engines generate reports on the status of running processes, completion times, and other metrics associated with completed workflows. These engines may also allow administrators to make changes to a running process. If a task is delayed or a deadline is missed, the engine can stop the process, create an alert, and continue as the workflow design indicates.

In the past, workflow and collaboration tools were typically separate, meaning the only way to get a full picture was to combine audit reports from the two systems. Combining workflow and content collaboration provides businesses with a unified audit report across the unstructured data lifecycle, saving time and preventing inconsistencies.

Some workflow engines also interface with popular productivity suites, allowing users to perform tasks with their favorite office tools. Furthermore, the engine might integrate with content management tools and other enterprise applications.

Security and compliance are two more components of workflow monitoring.

• Administrators control who creates or modifies workflows, who views notifications, and which users have permissions regarding any given content
• The engine should enforce data privacy, only allowing content to be visible as needed — and support workflows that include customers, vendors, and partners

Comprehensive engines provide features that help organizations adhere to industry and government regulations — including digital watermarks, content retention and disposition, and signature handling.

No-code workflow changes the game

As organizations engage in digital transformation, it should be no surprise that process modernization is their top priority. The traditional scale and efficiency benefits that BPM initially offered have now evolved to micro-efficiencies at scale for hundreds — if not thousands — of processes across a business.

Taking advantage of this efficiency requires the flexibility of process owners — users with no developer experience — to adjust and modify processes and deviate from the status quo to accommodate fast-changing requirements. It’s less about dealing with sophisticated workflow diagrams and complex charts and more about accelerating relatively smaller but high-volume and time-consuming everyday processes.

While the efforts of process modernization are underway, businesses are also witnessing an explosion of content-centric processes. The volume of information companies use has increased steadily over time. Most of that content, like contracts, conversations, and invoices, is unstructured data.

This content growth, paired with the understanding that most business processes are user-led, has opened the door for no-code workflow solutions. This includes everyday routine tasks like reviewing content, approving invoices, creating new customer deliverables, or submitting inputs to weekly, monthly, and quarterly plans.

User-centric, no-code platforms allow people on the front line — those closest to the processes in question — to respond in a very timely manner to an ever-changing market and competitive environment, rapidly creating and adjusting workflows.
 

Types of workflows

Content-centric workflows can take several forms, depending on the structure of the process and what occurs along the way. Here are the main types of workflows.

1. Case workflow

You might not initially know what steps you’ll need to take to get from the start of a process to the end. As you collect more and more information, the way forward becomes clearer. Case workflows use “if-then” rules, which means they handle situations where decisions must be made based on specific conditions or criteria. These rules, also known as conditional statements, allow the workflow to take different paths depending on the outcome of a particular test or evaluation. 

Examples include claims processing and technical support tickets. A customer might submit a support ticket outlining their problem. Based on the information provided in the ticket, the workflow determines the next step, directing the customer to an online tutorial. If the tutorial doesn’t resolve the issue, the customer is routed to a support agent, who can either close the ticket or escalate it to a manager if needed.
 

2. Process workflow

Some workflows are very repetitive. They move from A to B to C and so on. Once the process is complete, it might begin again. There’s no need to create “if-then” rules for a process workflow. It will almost always be A, B, C, and so on.

Examples of process workflows include invoice or purchase order (PO) approvals. The user submits the invoice or PO, which then gets reviewed, and a decision is made. Process workflows allow you to complete several of the same tasks, such as batch approving invoices or POs, simultaneously.
 

3. Project workflow

A project workflow combines elements of both process and case types. It can move from A to B to C while also allowing for variations based on the results of each task. Usually, this form is reserved for larger-scale projects that require a lot of repetitive tasks, such as designing a website or producing a newspaper.

Another way to look at the different types of workflows is to consider the rules they follow or the paths they take. For example, some workflows are sequential, which means each task directly affects the task that comes after.

Other workflows use a state machine model. They provide options for the tasks. For example, a team member submits a vacation request but forgets to indicate the dates. Instead of automatically rejecting the request, the workflow management system sends it back to the employee to provide the missing information. If the request includes dates that overlap a high-demand period, the process flags it to be sent to a manager for review before approval.

Some workflows are rules-driven. The tasks in the workflow are not completed sequentially but instead are based on a defined set of rules. The project moves forward, but there is considerably more room for variation.
 

Common examples of workflows

Let’s take a look at some common forms to get a better idea of how to monitor and manage workflows:

1. Reviewing and approving contracts or invoices

The review and approval of documents, including contracts and invoices, usually involves a case workflow and a state machine model. For example, the vendor submits an invoice. A person or application then reviews it, confirming that the vendor provided the services or products listed and that they are charging the agreed-upon price.

If the invoice passes review, it moves to approval. Once approved, the invoice gets paid. The process begins again when the vendor submits their next invoice. But if there’s an issue with the invoice, it needs to travel to the appropriate individual for manual review or correction. Perhaps it gets sent back to the vendor for corrections or needs manual approval from a manager.

The review and approval of contracts typically follow a similar process as for invoices, but the team is often different. Signing documents is often part of the workflow process, and that step can be easily included in the workflow, especially if e-signature software is integrated.

The steps when managing a contract might look like this:

• Create contract
• Send to management for approval
• Send to contractee, such as new vendor
• New vendor signs and returns contract
• The returned contract is approved and signed by your team
• A fully signed contract is distributed to the appropriate parties
  
   

2. Onboarding employees

Workflow processes can also be part of the HR onboarding process. A candidate submitting an application for a position might trigger the process. From there, the application can be accepted or rejected, perhaps based on the use of certain keywords in the resume or cover letter.

An approved application can move to the next phase, which might be a manual review by a member of the HR team. Rejected applications might receive a “Thank you for applying” letter. After review, accepted applications can move to the next phase, which might be a “No, thanks” letter or an invitation to interview.

The workflow continues until a candidate is made an offer, which sets in motion the need for offer letters and signatures. The workflow then might include e-signed offer letters to accelerate the hiring and recruiting process, with final documents stored in a secure HR system.

Typical steps for employee onboarding include:

• A candidate submits application
• The application is reviewed and accepted
• The candidate is contacted for an interview
• The interview is scheduled
• After the interview, the candidate completes and submits the test assignment
• The test assignment is approved, and the candidate receives an offer
• The candidate accepts the position
• The candidate file is created
• The candidate submits the necessary paperwork and identification
• The candidate receives a welcome packet

How to identify workflows

Different kinds of triggers can start the workflow process, including:

• File-based actions — like uploading a document
• Folder-based actions — such as creating a new folder in your cloud document storage
• Metadata-based actions — for example, when the status of a document changes

To find out where content-centric workflow automation can benefit your business, look for processes that create, modify, or act on content; involve multiple people or stages; are fairly routine; and occur frequently.

A quick tip for individuals and teams to help spot such processes is to look through their email and messaging applications to see which ones involve content — back-and-forth messages with attachments, reminders to update files, and status meetings. The processes where people resort to email or messaging by default, rather than as a conscious choice, are usually good candidates for automation.

Many teams and departments can benefit from automation, especially when processes involve cross-functional groups that collaborate, review, and manage common content across its lifecycle. Examples include: 

• Line-of-business managers who collaborate with HR and legal teams on contracts
• Marketing departments that work with product management and sales to build and distribute go-to-market assets
• Finance teams that process approvals and plans with budget implications

​​Benefits of workflow automation

In Adobe’s 2023 Digital Trends report, 39% of senior executives considered streamlining or automating collaboration and processes to enhance work speed and quality as a top customer experience priority. But the benefits of workflow automation go beyond CX and operational efficiency. Let’s explore the main advantages for your enterprise.

1. Faster cycle times

By facilitating handoffs, sending reminders, and automating manual steps, you accelerate turnaround times. The quicker you identify redundancies and bottlenecks, the more optimized your workflows become, resulting in even faster cycle times.

2. Increased productivity

By letting your users create and modify workflows, you help them to do their jobs more effectively. The better the tools that people have to work with, the more productive they are. Additionally, the less support employees need from IT, the more IT can focus on value-added projects that have a bigger impact on your organization. 

Keep learning: How to maximize productivity with an efficient workflow

3. Higher revenue

By giving frontline employees the tools to create and monitor workflows that perfectly fit the sales process to customers, you accelerate deal cycles. The quicker and smoother you move toward closure, the more likely you are to win the deal and increase sales.

4. Reduced costs

By streamlining and automating processes, you reduce paperwork and system overhead. The less paperwork you have and the more efficient your processes become, the more you save time and costs for business operations.

5. Minimized risks

By monitoring workflows from start to finish and having ready access to audit trails and reports, you reduce the risk of non-compliance. The more visibility and control you have on your processes, the easier it is to adhere to regulatory requirements, such as those protecting data privacy.

6. Fewer errors

By using repeatable processes to create and modify business-critical content, you minimize errors. The more you can standardize and automate your workflows, the less likely you are to introduce mistakes that require rework.

Simplify projects and tasks with the leading workflow management software

Box combines the best of content management and workflow automation into one solution. Our platform allows content to flow seamlessly across applications and people so that business processes are automated, agile, and secure.

With the ability to collaborate in an ad-hoc way as well as automate routine processes on a single platform, Box streamlines and simplifies processes that would otherwise require bolt-on workflow tools with productivity suites.

The Intelligent Content Cloud is an easy-to-use platform designed for all stages of the content lifecycle. If you haven’t yet moved to the cloud, don’t worry. We have you covered. Box Shuttle offers a simple and cost-effective way to move all your content from legacy systems to the cloud.

Once your content is fully migrated, you can take advantage of our workflow automation and business process management tools. Plus, if your content workflow requires a signature, Box Sign brings you natively integrated e-signatures right where your content lives.

No-code options

You can also automate manual processes with Box Relay and build self-serve workflows with “if this, then that” (IFTTT) logic through an intuitive, no-code workflow builder. Box Relay makes it simple to build workflows in minutes, automating the handoff of content as it flows through typical review and approval processes.

Box Relay also offers frictionless security and compliance features, integration with third party applications, and seamless collaboration with people both inside and outside the organization.

Low-code options

You can also automate the flow of content across applications with Box APIs. Box is an open content platform with a substantial set of APIs that developers can use when building new or enhanced applications. The content services plug into systems and apps, simplifying content delivery by programmatically managing how information is accessed, collaborated with, and secured in the cloud.

For example, Broadcom uses Box APIs to connect its product lifecycle management systems to the cloud through an ERP integration, delivering content ready for consumption across its distributed manufacturing model.

Business process management (BPM)

Automate the flow of content across BPM tools. Box has pre-built integrations with 1,500+ best-of-breed applications, including workflow vendors such as Nintex, ServiceNow, Pega, IBM, and Workato (learn more about partnering with us).

Many organizations strive to automate manually intensive business processes in order to improve efficiency and reduce errors.Workflow tools provide a great way to solve the growing volume of needs for process modernization.

Start with Box

Work smarter, not harder. Box Relay simplifies your workflows and integrates them with the rest of the Intelligent Content Cloud. To see how our workflow management software can help your company streamline its tasks and processes, contact us to schedule a demo today.

While we maintain our steadfast commitment to offering products and services with best-in-class privacy, security, and compliance, the information provided in this blog post is not intended to constitute legal advice. We strongly encourage prospective and current customers to perform their own due diligence when assessing compliance with applicable laws.