<img alt="" src="https://secure.insightful-enterprise-52.com/784587.png" style="display:none;">
Workflow

The Ultimate Difference Between Process Builder vs Workflow Builder

16.02.2024

workflow_vs_process_builder

Every enterprise has a set of key standard processes vital to its survival that must be handled daily. It can include assigning tasks, sending emails, or organizing meetings. Workflows are needed to accomplish these tasks.

For a long time, organizations used manual, time-consuming processes. But CIOs are quickly realizing that the outdated way of handling processes is not just expensive and error-prone but can also make it challenging to scale.

As a result, most enterprises are now pivoting towards process builders and workflow builders to autoconfigure processes and avoid manual, repetitive work. 

Research firm Deloitte shows 36 percent of organizations use business process management software to automate workflows. This post examines the two enterprise solutions in detail.

Every business has a set of key standard processes vital to its survival that must be handled daily–whether it's assigning tasks, sending emails, or organizing meetings. To accomplish these processes, workflows are needed. 

For a long time, organizations used manual, time-consuming processes. But today, most use tools such as process builders and workflow builders to autoconfigure processes and avoid manual, repetitive work. According to research firm Deloitte, 36% of organizations are using business process management software to automate workflows. This post examines the two enterprise solutions in detail.

What is Workflow Builder?What is Workflow Builder

A workflow builder is a visual tool that helps businesses create highly efficient custom workflows that connect teams, organize work, and streamline projects. It automates a team’s routine processes and key workflows, seamlessly coordinating work. Workflow Builder enables professionally-designed, frictionless user experiences.

The software lets you build custom workflows using steps, transitions, and actions. It reduces manual workload and improves company productivity. Workflows can be as simple or as complex as you like. 

A workflow builder’s visual development environment can help your organization solve real-time business problems by eliminating technological barriers. You can also connect it to other apps and services to get work done more efficiently.

what_is_workflow_builder_

What is Process Builder?

A process builder is a newer enterprise solution that allows users to control a business’s order of actions or evaluate a record’s criteria. Its point-and-click interface uses straightforward ‘If/Then’ logic to automate steps and actions easily. A user sees simple graphical representations as they build each process. 67% of organizations use business process automation solutions to enhance end-to-end visibility across different systems. 

A process builder uses a trigger event, criteria, and action to automate business processes and reduce workflows. To meet varying automation needs, the software supports three process types, which then determine the triggers.

  • Event process: this begins when a user receives a platform event message.

  • Record change process: starts when a user creates or updates a record. 

  • Invocable process: starts when something else, like another process, invokes it

Of the three processes, only the first two support scheduled actions. 

Process builder vs Workflow - Key Differences

A workflow builder focuses on automating and creating a streamlined workflow that collaborates team and aligns tasks. A process builder uses a point-and-click interface to combine multiple workflows in a single process.

process_builder_vs_workflow_key_differences

Process builder and workflow are both automation tools that activate when records are created or modified. However, the distinction lies in the fact that workflow represents a more traditional approach to automation, while process builder offers a user-friendly, visually appealing representation of the process during its creation.

Pros & Cons of Workflow Builder 

Workflow Builder Advantages

Workflow Builder Disadvantages

It's a simple visual workflow editor

You cannot delete records

A single workflow environment for modeling and automation

There’s no way to assign actions in a sequence

Ideal for medium to large organizations that handle lots of data

One workflow can only contain one set of entry criteria

It's dependable and rarely crashes

It can only update some fields on a parent record 

Pros & Cons of Process Builder

Process Builder Advantages

Process Builder Advantages

Combines multiple workflows in a single process

You can’t change the order in which actions are specified and executed

You can access apex code and replace simple tasks

Deleting an object removes all the processes associated with that object

Has a series of criteria (if-then statements), and you can assign multiple actions (to each)

If an action fails, the entire process fails and the system displays an error 

Has a comprehensive list of features

Cannot perform more complex actions

Admins can establish the exact order of process operations

Loading many records or running multiple queries simultaneously can make the software crash

You can set notifications for both email and chatter group

Cannot send an outbound message (communication with another system)

Streamline Your Workflow Process With Kissflow

Similarities of a Process Builder and Workflow Builder

There are also some major similarities between process and workflow builders:

  • Both offer a user-friendly visual interface which makes it easy for users to navigate and create processes or workflows from scratch.
  • Both are powered by automation that activates when records are created or modified.
  • Both make collaboration easier and more seamless

When to Use Workflow Builder & Process Builder?

A workflow builder helps users automate standard internal processes. It can be used to do the following:

  • Create and assign tasks
  • Send outbound messages to another system
  • Update a field (not for related objects)
  • Send email alerts

A process builder is ideal for updating current or child records. You can also create a project from a template.

With it, you can complete these actions:

  • Send email alerts 
  • Post to Chatter
  • Send custom notifications
  • Create records and update related records
  • Submit records for approval
  • Launch a flow or a quick action
  • Invoke a process from another process
  • Call Apex methods
  • View previous versions of Process Builder flows
  • Call out to a Flow
  • Perform an action in Quip
  • Call out to another process builder
  • Evaluate a new set of criteria if the first set hasn't been met

You can configure all these as immediate actions or schedule them to happen at a specific time.

Which is Better & Faster? - Workflow Builder or Process?

Both workflow and process builders are powerful tools that automate a business's tasks. They support actions such as drag and drop, letting users easily add or remove fields. Both tools are useful, but the most suitable one will depend on the tasks you’re trying to perform.

Compared to a workflow builder, a process builder offers more options on what actions to take and can quicken processes. Its additional features provide more automating abilities. However, it can be a hard tool to master. Also, its tendency to break down when given multiple commands is a major drawback. 

With a workflow builder, you’ll have fewer issues with business processes, related code, and data updates because it's designed to handle bulk work. Also, unlike a process builder, it allows you to send outbound messages to another system. 

Rather than choose one over the other, evaluate your requirements and then get the best tool for the job. If the task calls for workflow automation, use a workflow builder. If not, opt for a process builder. 

Automate Your Processes with Kissflow

Inefficient workflows can decrease company revenue by up to 30%. One delayed signature or missed email could result in lost revenue. To ensure your workflows are truly optimized, automate. 

Eliminate mistakes from the equation and create reliable processes that cut costs where it matters most. Whether you want a low code process builder or a workflow builder, Kissflow's work platform can help.

Kissflow offers a unique business process and workflow management approach with an intuitive visual editor and drag-and-drop form builder. Even business users can automate new processes or create workflows in just a few clicks, with minimal to no coding. More importantly, Kissflow also allows your IT team control over who has access to what data. 

More Resources


Streamline Your Workflow Process With Kissflow