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What is Workflow Management Software?
Workflow management software coordinates interactions between employees and software apps. It synchronizes the flow and interaction patterns across automated and human tasks. This expertise has improved over the course of the past 20 years. It has evolved from a technology that is embedded within individual systems to a middleware-like technology, shared as a utility across multiple platforms.Show more Workflow management technology is presented in specialized forms. For example, human workflow technology solutions place software controls around manual tasks to better manage and harmonize them. This category of workflow is separate from document and image-centric workflow, and assists interactions and steering with semi-structured content. Start by checking our leader monday.com, and other recommended solutions in this category.Show less
How was this ranking made?
To come up with this list of best Workflow Management Software we have analyzed 268 different applications currently present on the market, studying their features, ease-of-use, customer support, offered integrations as well as mobile device support with our unique SmartScoreTM rating system. This list has been created by Louie Andre, our B2B authority dedicated to the Workflow Management Software category.
List of Top 10 Workflow Management Software
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1. monday.com
Our score: 9.6 User satisfaction: 99%An industry-leading collaboration app for on-site and remote work teams. This leverages tools such as Kanban boards, Gantt charts, and workflow automations to help teams handle any type of project. It also seamlessly integrates with third-party apps to ensure easier adoption and extend its capabilities.
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2. Wrike
Our score: 9.5 User satisfaction: 99%A collaboration software with user-friendly navigation and flexible project views for easier project management. It gives you a bird's eye view of your projects to get a better feel of the progress of your efforts. Moreover, its powerful reporting and analytics tools also help you generate accurate reports with actionable insights.
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3. Celoxis
Our score: 8.8 User satisfaction: 100%A comprehensive business management suite with a unique blend of project and resource management features. It is highly customizable and generates powerful reports and comes with a dashboard module. It provides easy collaboration and communication tools for teams and clients.
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4. Jotform
Our score: 9.0 User satisfaction: 100%JotForm is a professional, fully-featured mobile form builder for companies and individuals. This user-friendly and intuitive forms builder is known for its capability in helping create innovative and personalized forms for various purposes using its smart drag-and-drop forms editor. It also allows automatic synchronization of updated forms.
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5. Qntrl
Our score: 9.0 User satisfaction: 97%An end-to-end workflow management platform, Qntrl is built to help you take control over workflows, automate processes, and gain visibility over your entire organization. Moreover, it is enterprise-ready, privacy-focused, and GDPR-compliant for your peace of mind.
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6. Kissflow
Our score: 9.2 User satisfaction: 100%A unified, no-code digital workplace solution designed to help businesses manage, optimize, and track all operations. The powerful workflow software platform provides process management, project management, case management, and collaboration tools.
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7. HoneyBook
Our score: 8.8 User satisfaction: 97%An all-in-one business management solution that helps users organize work activities, connect with clients, and issue payments on time. It also keeps track of all appointments and can be used to communicate and schedule meetings with clients, send proposals, and many more. Collecting pay online is easy as well through its payment processing options.
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8. Method:CRM
Our score: 8.8 User satisfaction: 99%A one-of-a-kind CRM that seamlessly integrates with QuickBooks for accurate estimates and a faster sales process. Equipped with customer service tools, opportunity management features, invoicing options, as well as real-time reporting functionalities, this allows you to keep a better eye on your leads and respond to them swiftly.
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9. Smart Flow
Our score: 7.7 User satisfaction: 96%Smart Flow is a web-based revolutionary workflow optimization program for veterinarians.
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10. CurrentTrack
Our score: 6.3 User satisfaction: 100%A web-based work traffic management system for advertising agencies.
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Table of contents
Industry Report - Workflow Management Software for 2022
CloudRank™ system is a unique algorithm that our research team uses to evaluate Workflow Management Software solutions in a detailed and accurate way. The Summer 2022 edition of the ranking was prepared by Louie Andre, our leading expert in the field of Workflow Management Software, who has authored 1380+ product reviews in this category. The goal of CloudRank™ is to present an unbiased, multi-layered perspective on Workflow Management Software, considering a wide range of metrics and factors, and educating potentiala customers about both opportunities and challenges associated with each piece of software.
In order to achieve full objectivity the position in our CloudRank™ is based on:
- Expert Score: which involves extensive analysis by our internal team which carefully examined all key elements of each software and testing it in real-life situations
- User Score: which involves an aggregated opinion of actual users of each product whose identity was properly verified
- Market Position: which involves general recognition of a given vendor on the market and reflects its overall popularity and reach
What do the tiers in CloudRank™ mean?
We’ve calculated a score for each product based on the average experience shared by our users in their product reviews and arranged the list in three tiers. You can see the methodology below on how the calculations were made.
- Leaders: those with a User Score of 8.5 or higher; this tier includes products that are currently leaders on the market and are appreciated by both experts and actual users. They always represent the best of what the Workflow Management Software market has to offer and are all worth trying out if you’re looking for a reliable solution.
- Contenders: those with a User Score between 8 and 8.5; this tier includes high-quality products that still have some minor drawbacks that prevent them from becoming leaders on the market. They always represent well-designed tools that, over time, will most likely develop into market leaders as the missing features are added.
- Rising Stars: those with a User Score between 7 and 8; this tier includes products that have high-potential but still lack some crucial features or services expected from a leading solution. They are products with solid foundations and a vision that makes us eager to see what they will become as their solution improves in the future.
Regardless of their tier, all products included in our CloudRank™ are popular, quality products considered top-performers by our team of experts. Make sure you read a more detailed review of each solution to find one that will work best for your specific needs and budget.
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MARKET POSITION
A score between 1 and 10 based on popularity and market reach of each product.
TOTAL score
A score between 1 and 10 based on the average of our Expert Score and User Score.
How does CloudRank™ work?
Market Position
A score between 1 and 10 based on popularity and market reach of each product.
Total Score
A score between 1 and 10 based on the average of our Expert Score and User Score.
CloudRank™ tier
Based on product's total score.
Rising Star
Contender
Front Runners
25 Most Popular Workflow Management Software
Here is a list of all 25 Workflow Management Software solutions evaluated with our CloudRank™ analysis. We have compared their features, user satisfaction, market presence and other key factors in an in-depth analysis you can find below:
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CloudRank™
Score:9.41
Score:9.41
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CloudRank™
Score:9.25
Score:9.25
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CloudRank™
Score:8.88
Score:8.88
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}
CloudRank™
Score:8.81
Score:8.81
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}
CloudRank™
Score:8.73
Score:8.73
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}
CloudRank™
Score:8.64
Score:8.64
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CloudRank™
Score:8.61
Score:8.61
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8. ProjectManager
8.41
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CloudRank™
Score:8.41
Score:8.41
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CloudRank™
Score:8.40
Score:8.40
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CloudRank™
Score:8.35
Score:8.35
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}
CloudRank™
Score:8.34
Score:8.34
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100+
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Our score and features analysis:
}
CloudRank™
Score:8.17
Score:8.17
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}
CloudRank™
Score:8.16
Score:8.16
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14. Studio Creatio Enterprise
8.16
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CloudRank™
Score:8.16
Score:8.16
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CloudRank™
Score:8.02
Score:8.02
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CloudRank™
Score:7.80
Score:7.80
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CloudRank™
Score:7.67
Score:7.67
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Our score and features analysis:
}
CloudRank™
Score:7.58
Score:7.58
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19. FunctionFox
7.52
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CloudRank™
Score:7.52
Score:7.52
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CloudRank™
Score:7.40
Score:7.40
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CloudRank™
Score:7.39
Score:7.39
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CloudRank™
Score:7.36
Score:7.36
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Our score and features analysis:
}
CloudRank™
Score:7.32
Score:7.32
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24. ProcessMaker
7.27
Our score and features analysis:
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CloudRank™
Score:7.27
Score:7.27
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25. Workamajig Platinum
6.77
Our score and features analysis:
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CloudRank™
Score:6.77
Score:6.77
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Our report covered 25 most popular products from the Workflow Management Software category. We’ve analyzed their features, performance, integration, customer support, pricing, and several other key buying factors and combined it with feedback from user reviews to come up with the current list of best solutions:
- 2022 Workflow Management Software Leaders: monday.com, Wrike, Trello, Jira, Smartsheet, Asana, Quixy, ProjectManager, Pipefy
- 2022 Workflow Management Software Contenders: HoneyBook, Teamwork, ClickUp, Workfront, Studio Creatio Enterprise, Kissflow
- 2022 Workflow Management Software Rising Stars: Zapier, Promapp, Clarizen, FunctionFox, Nifty PM, airSlate, Nintex, GoodDay, ProcessMaker
Leading our 2022 CloudRank Industry Report is monday.com, a highly-regarded project management software that syncs all types of information in one powerful collaborative platform, from task-related data to critical conversations. This cloud-based application posted excellent scores across the board, including task visualization, reporting, automated notifications, and parallel workflow branching.
Given the countless workflow solutions it provides, monday.com has earned praises from the over 1,100 reviews collated for this report. A majority of the software’s users are small businesses, but its functionalities are not restricted to small operations. In fact, 21% of its user base are large enterprises, as it bridges any communication gap between top management and the workforce. Furthermore, monday.com grants managers full customization of their team’s workflows and lets users conduct forum sessions, add comments to tasks, leave notes, and follow activity feeds on social media
Besides its strong performance in features, monday.com also received high scores for usability and customer support. Non-tech-savvy users will not have trouble getting acquainted with its myriad functionalities. Should difficulties arise, the company offers training, email support, phone support, and chat support.
Most users of Workflow Management Software solutions confirm that in most cases these tools allow them to reach the following business goals:
- It helps to shorten project durations [ 86.9% of users ]
- It improves accountability among our employees [ 87.2% of users ]
- It improves communication among our employees [ 87.1% of users ]
- It reduces the need for manual labor [ 86.6% of users ]
- It streamlines our business processes [ 87.0% of users ]
How did we select products for this Workflow Management Software report?
The Summer 2022 version of the report includes a total of 25 Workflow Management Software products that were compared and analyzed by our team. We selected them based on the following factors:
- Popularity of a given brand in the SaaS market (based on our own market research)
- How popular a given brand is among FinancesOnline users (based on number of mothly readers for each review page)
- Availability of statistical data generated from user reviews of a particular product (we excluded products with not enough data to draw meaningful conclusions)
- The current listing reflects the state of our database and research as of July 2022. An updated version of the report will be released quarterly to keep data fresh and incorporate information about shifts and changing trends in the market.
What are the current Workflow Management Software trends?
AI and IoT integration into workflow management process
Over the years, workflow management systems have gained popularity, given the way they synergize interaction patterns across human and automated tasks. In the foreseeable future, this synergy will be extended to other types of technology, foremost of which are artificial intelligence (AI) and the internet of things (IoT), to form high-performing integrated networks.
Artificial intelligence has already effected improvements in CRM systems, so it makes sense for such to boost the automation capacity of a closely-related platform like a workflow management application. AI will serve as a primary or secondary decision-maker in building workflows, which lightens the load of managers. As for IoT, it expands the scope of connectivity afforded to corporate entities by workflow tools as it strings along other technologies that could raise worker productivity such as wearables, mobile devices, digital control systems, and other applications for performance assessment, just to name a few.
Source: MarketsandMarkets
Solutions to improve customer experience
In the service industry, positive customer experience can turn an upstart firm into a highly profitable one. So how exactly do workflow management systems help in this regard? The answer is simple—by creating a cohesive workflow that maps out and synchronizes activities that enhance customer experience.
A restaurant, for instance, can build a workflow that links up a mobile booking system with a live chat software for inquiries, a form builder for guest comments and suggestions, a digital POS for payments, and reporting tools that measure the productivity of kitchen staff and the service crew. By mapping out customer workflows, every substantial activity becomes quantifiable, with the problem areas quickly identified and addressed. The results of such a strategy have been proven, thus the aforesaid solution could come as a standard offering in the foreseeable future.
Better realize the design intent Enable teams to work more collaboratively in different locations Increase the confidence of owners during design and construction Attract, train, and retain more technology-savvy workforce Allows firms to complete more work with less labor Innovate the use of new materials Source: Autodesk
Predicted Benefits Of Integrated Workflows
Predicted Benefits Of Integrated Workflows
Better realize the design intent: 76
Predicted Benefits Of Integrated Workflows
Enable teams to work more collaboratively in different locations: 75
Predicted Benefits Of Integrated Workflows
Increase the confidence of owners during design and construction: 66
Predicted Benefits Of Integrated Workflows
Attract, train, and retain more technology-savvy workforce: 59
Predicted Benefits Of Integrated Workflows
Allows firms to complete more work with less labor: 53
Predicted Benefits Of Integrated Workflows
Innovate the use of new materials: 34
Synergizing workflow management systems with robots
Human jobs are set to be replaced by robots, with the latter delivering outputs faster and free of human error, unless humanity finds a way to further leverage creativity or empathy in their occupations. Robotic process automation has already produced significant results for firms that applied the technology in its operations, and it has gained traction in various industries. Knowing this trend, software developers are likely to adjust the dynamics or add solutions to workflow systems to accommodate the robot workforce. The new systems would foster the harmonious collaborations between humans and robots and would likely permit custom API integrations to suit the special needs of both parties.
Workflow management tools can help to organize and streamline your business process. But how do you do educated comparisons to select a suitable app from the scores of programs out there? This buyer’s guide helps you by outlining the top features, benefits, and factors to consider to find the best business workflow management tools for your needs.
Get to know each product with free trial
A good way to start your search is by registering for the free trials offered by the best business workflow management software providers in the market. This will give you a chance to try out each product’s main features at no cost and also do a comparison of different platforms. You can start by finding out whether the following top tools offer a free trial or demo: Trackvia, inMotion, LogicGate, PerfectForms, and Tallyfy. These apps have been given impressive rankings in our workflow management software reviews.
Targeted Businesses
- Small and medium-sized companies can use this software to track and improve their business workflows.
- Large enterprises and multinational corporations can use this system to track and execute a business process in real time.
Examples of Workflow Management Software
- Trackvia: Workflow software for business. You can use TrackVia’s low-code platform to deliver customized mobile and web workflow apps easily and quickly.
- inMotion: An all-in-one platform designed for the unique project management needs and workflows of creative and marketing teams. You can use the software to get a tangible value that boosts your business.
- LogicGate: This solution enables companies to create agile enterprise process applications that deliver workflow automation and process efficiency. It helps organizations to reduce risks and compliance violations with its ‘agile GRC’ platform.
- PerfectForms: You can create unique online forms for your website with this easy to use workflow software. PerfectForms enables anyone to create surveys, web forms, applications, and detailed reporting without writing any code.
- Tallyfy: A process management app to track and improve any workflow. This platform ensures business processes are consistent and continuously improving.
Types of Workflow Management Software
There are three types of workflow management software tools: feature-based, integration-based, and technology-based.
- In the feature-based model, workflow apps run from basic to advanced.
- The integration-based model looks at how the workflow app is implemented or integrated within another platform.
- The technology model looks at the technology upon which the solution is created.
Key Features of Workflow Management Software
- WYSIWYG form designer: It is important to create a simple form that can be easily filled by users. Good quality tools offer a form designer that lets you view in real time what your form will look like for your users. They provide an intuitive and easy to use form designer that doesn’t need a consultant to help you learn to use it.
- KPI-based reports: A robust KPI-based reporting feature enables you to see and analyze where obstacles are and where to focus your attention.
- SLA status indicators: When you are automating several processes you need to know quickly which ones are on track and which ones need to be improved. The software uses color codes or a similar feature to inform you about the workflows you need to focus on.
- Role-based access control: Business workflows have sensitive information that should not be accessed by all users. Workflow management systems enable you to customize what each user can see and edit based on their role.
- Integrations: A workflow management software should function as part of your business operations. This is particularly helpful if you are using other project and process automation tools.
Benefits of Workflow Management Software
Mobile access
Workflow management software is web-based which gives employees easy access to data on any device with internet access. Good systems also offer an app for an offline workflow to enable users to keep working even when there is no internet connection. Another advantage is multiple employees can access the system simultaneously which boosts everyone’s productivity.
Revenue and reporting
Workflow management applications offer robust tools for business owners to evaluate jobs and associated expenses daily. They provide you up to date information every day, and you can also resolve any concerns early to compensate and improve margins. Reporting dashboards and tools allow you to see snapshots across your entire company, as well as drill down into minute details.
Cost-effective packages
Most workflow management software vendors offer month-to-month payment plans. You can pay a one-time activation fee for a new account that covers the expenses of the account, setup costs, and training. However, do your research beforehand to find about any additional fees apart from the monthly subscription.
Ease of use
Not all systems are easy to use even though they may offer good features. Therefore, check out the free trials of different apps to find out how easy they are to learn and use so that your employees have a short learning curve which enables them to quickly start using the system effectively.
Eliminates redundancy
Workflow automation identifies the redundant parts of the process that can be otherwise left unnoticed in a manual workflow management setting. This reduces both time and resources unnecessarily spent on tasks and improve workforce efficiency.
Avoids bottlenecks
Bottlenecks usually happen during the processing of requests and approvals. With an effective workflow management system in place, you have a clear view of the status and identify which part of the process is causing the delay.
Paperless technology
As a cloud-based system, workflow management software contributes to paper waste reduction. Everything is done and processed digitally, which is also more efficient than relying on printed documents.
Latest Trends
Simplicity is in
Many companies are using workflow management software to reduce technology options and to depend more on repeatable methods, checklists, and processes to create desired behaviors. The system helps them to use processes that are easy to create, modify, and update as needed, and can be managed by business users without needing the help of IT staff.
Focus on collaboration
Companies are using workflows to improve collaboration to boost productivity. They are utilizing process-driven tools to enable employees to create, share, and distribute together.
Less reliance on IT unit
Cloud-based workflow management apps have easy to use interfaces which means companies need less help from their IT unit to deploy, manage, and maintain systems and support users. Organizations are investing in solutions that provide interfaces and tools to help employees address most issues on their own which boosts decision-making and efficiency.
AI-assisted decision-making
Artificial intelligence is being developed to address one of the stumbling blocks in workflow automation–the decision-making process. By utilizing the right machine learning framework, it is possible to add tools and features capable of automatically making data-driven decisions without human intervention.
Potential Issues
Agreeing on methodology
As there are multiple business workflow management methodologies and tools available, it can be difficult for a company’s management to decide which one to use. For instance, in an organization, there may be Lean methodology and Six Sigma advocates as well as those who wish to combine the two. Therefore, it is important to get agreement on methodology and tooling and to adopt the chosen method to your company’s specific needs.
Improving your employees’ skills
It can be hard to find people who are skilled at using business workflow management software. Therefore, it is important to train your existing employees to learn and use the software properly. Companies need to invest time and effort to boost the skill level of employees in using the solution effectively which will result in greater efficiency and productivity.
Collaboration with RPA
Robotic process automation (RPA) is raising the bar high when it comes to showcasing how much bots can do when performing human tasks. But while RPA remains task-centric, the possibility of completely integrating this technology into workflow automation is an exciting idea.
The combination is ideal and is getting traction in the business technology industry. A workflow management platform will take care of distributing tasks, deadlines, and task progression. Bots, on the other hand, can take care of individual tasks for faster and more efficient delivery of results.
To this day, we have yet to realize RPA’s full potential, but we can already experience how this technology works when it comes to handling individual tasks. These tasks include opening emails and other applications, extracting and processing data, collecting statistics, and more.
Workflow Management for Remote Teams
Managing remote teams require different approach and dynamics than when managing on-site employees. For remote team managers, a reliable cloud-based workflow management platform is an essential tool to ensure that all tasks are moving seamlessly, regardless of where the members of the team are located.
Remote work also involves a different set of bottlenecks. When the team is still in the process of transitioning into working from home, various issues may arise and affect the workflow. This may result in making adjustments to your workflow to accommodate the changes in your and your team’s work environment.
A proper workflow management system, however, is not enough when managing remote teams. Although workflow automation reduces the need for reminders and micro-managing your team members, it does not have all the tools you need to keep your team connected and engaged. There are workflow management systems that come with native communication and collaboration tools. Integrating with other applications, however, is always an option.
List of Workflow Management Software Companies
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- Newest
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- User Score
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Things to consider when you invest in a SaaS
First, be clear about the reasons why you want to use a SaaS system. You should also have a good understanding of your existing infrastructure and business processes. This information will help you to smoothly integrate the SaaS program with your existing infrastructure without any difficulty.
The second consideration is a follow up to the first one. Ask yourself what you want the SaaS solution to do for your organization. Then, be clear about the functionality the app should have. For example, if you want enhanced data collaboration between different business departments you need a platform that can be accessed by multiple users. However, if you want an efficient app that is similar to an on-premise platform, you need to invest in a SaaS software that can be accessed by only a few users at a time.
After you choose a suitable vendor, do not sign an agreement before you take a good look at the Service Level Agreement (SLA). The SLA will clearly define what the SaaS vendor is offering and the reparation they will pay if they do not deliver the agreed services. Read and comprehend the SLA thoroughly to recognize what you are getting into and to avoid concerns later.
Frequently asked questions about Workflow Management Software
What is the best workflow management software?
The best workflow management software is monday.com. This platform utilizes its unique “Board” concept to connect the members of the team to their tasks and projects. All insights and statuses related to tasks and projects are also displayed on the board for managers, supervisors, etc., to easily access and assess.
monday.com is also highly customizable. You can design and redesign workflows based on project requirements and what works for your team best. monday.com’s collaboration-first interface encourages your team to work seamlessly together even when on a remote setting.
Additionally, monday.com is easy to operate that even first-time users will not require extensive training to learn how to navigate its interface.
What are the benefits of workflow management software?
Workflow management software was created to streamline workflows to boost productivity and use company resources efficiently. Below are some of the key benefits:
Workflow automation. Automating manual tasks not only saves time, but it also helps redirect manpower resource to more important tasks.
Eliminates repetition. A workflow management system can identify the redundant parts of the workflow and eliminate the unnecessary parts of the process.
Reporting revenue. Workflow management software come with reporting dashboards and tools that deliver snapshots of expenses, revenue, etc., across your company.
Optimized accessibility. As a web-based system, workflow management software provide users with easy access to the data and the updates they need using any device with internet access. Offline access is also offered by some workflow management applications.
Value for money. Majority of cloud-based workflow management solutions offer affordable subscription plans while some even have free versions offered.
User adaptability. Workflow management software may sound like it involves the use of complex tools, but there are applications that are user-friendly even for those who are not tech-savvy.
What are the features of workflow management software?
Workflow management software’s features can range from basic to advanced. Below are some of the standard features:
Form designer: Collaborating and coordinating with users is one of the important aspects of using a workflow management system. To encourage this, creating forms that can be easily filled out by other users is an effective way to get them involved in the planning and decision-making process.
KPI-based reporting: A workflow management system’s reporting and analytics metrics can be predefined based on your KPIs. This way you can have clear visibility into how effective your workflow is, where obstacles are, and how to address these issues.
SLA indicators: Your workflow cannot work smoothly all the time. In circumstances such as this, you can rely on SLA indicators to pinpoint which part of the workflow is having issues so you can address them immediately.
Automated alerts: You no longer have to remind your team about their deadlines, upcoming projects, and other work-related activities.
Integration: A workflow management software is not a silo. It works better when integrated with third-party applications, such as SAP, Salesforce, Zendesk, Quickbooks, and more.
What is the easiest workflow management software to use?
The most user-friendly applications should have a simple design and interface and straightforward functionalities. This way, users will not be overwhelmed by features and tools and concentrate only on what they need to use. Among the easy to use workflow management software, these apps stand out:
monday.com. This application combines functionality and simplicity in a single package. When it comes to workflow management, monday.com offers easy to use tools to design workflow, informative boards, schedule tasks, monitor task and project status, and seamless integrations with other applications.
Wrike. When it comes to ease-of-use, Wrike scores high on user reviews. This can be attributed to Wrike’s easy customization tools that you can use to design the workflow that easily works for you. You can also take advantage of the default workflow that comes with the application.
Trello. Trello offers rule-based workflow automation built into the app. It also utilizes customizable Kanban boards, cards, and lists to organize projects and tasks to monitor workflow status and identify potential bottlenecks in advance. It also has a voting feature, checklists with a progress meter, deadline reminders, and more.
What is a good free workflow management software?
Workflow management software’s pricing range from affordable to high-end, but there are apps that offer free versions like the ones listed below:
Wrike. The free version offered by Wrike is ideal for small teams with a maximum of five members. Among the features included are real-time activity stream, board view, task management. Desktop and mobile access is also available for ease of access.
Trello. Trello’s free plan accommodates an unlimited number of members who can use unlimited boards, lists, and cards. The free version also includes unlimited checklists, file attachments, and supports integration with Drive, Box, and Dropbox.
Jira. This comprehensive application offers a free workflow management solution for a team with 10 members or less. For zero dollars, your team can utilize custom workflows, Scrumboards and Kanban boards, its agile reporting tools, and more
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