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Workflow System Essentials

Team Kissflow

Updated on 18 Apr 2024 2 min read

What is a workflow system?

A workflow system is a way to handle the sequencing and functioning of tasks that must be done to take a set of data from undone to processed. Workflow systems should also be able to break down a process workflow and identify which parts are best suited for automation at different stages.

Workflow systems include creating and assigning tasks to individuals and systems, creating conditions under which those tasks occur, and also defining how to handle rejections and other clarifications about individual items in a workflow.

Creating the ideal workflow system

Let’s say your business has a clear process to onboard new employees.

Traditionally, this kind of workflow requires human involvement at every step, tons of paperwork, and a long waiting time for all the tasks to complete. However, with an automated workflow system, recurring business processes like these can be largely automated.

A workflow system is a way to digitize repetitive and complex tasks so that they become efficient and bring about effective results. Workflow systems can also handle process overlaps, data integration requirements, external dependencies, etc.

Workflow system essentials

In the pioneering years of automation, businesses put IT in complete control of workflows and everything around it. But that’s changing fast with recent advancements in software development; vendors are blurring the lines between IT and general workflow management software users.

In today’s market, a quality workflow system has the following features:

  • A graphical workflow process designer
  • An easy-to-use form builder interface
  • Integration channels to connect with other platforms
  • Customizable notifications to alert workflow participants
  • Reports and analytics features to measure process data
  • Role-based access control
  • Easy pricing

The future of workflow systems

Most of the best workflow systems are moving to cloud computing. Cloud workflow systems are more dependable than on-premise counterparts, and more importantly, require less maintenance from IT teams.

There is no doubt that the entire enterprise software ecosystem will soon move to the cloud space for very feasible reasons. Unless there are proprietary or compliance limitations, there is no reason for a business to stay grounded with on-site legacy software.

Cloud workflow systems give you a more agile, data safe, well integrated, and largely self-sustaining way to handle how your data gets processed.

Most cloud workflow systems are also more economical than legacy options. The per-user pricing that keeps monthly costs depending on how workflows are used across your company. These models also let you cancel at any time without being stuck with a lot of useless software laying around.

What does your workflow management look like?

How you handle your workflows speak a lot about your business. If you are still dependent on paper-based workflows, there has never been a better time to embrace a cloud workflow system.

Don’t know where to start looking for the perfect workflow system tool? Try Kissflow Workflow platform.