What Is Workflow Management Software?

January 10, 2024
Table of Contents
Table of Contents

Are you wondering, “What is workflow management software?” You’re in the right place!

Navigating workflow tools can be overwhelming, but fear not. We'll break down the concept of workflow management software, the types of workflow builders you can expect to find when you go searching, their benefits for your business, and five great workflow tools you can’t go wrong with. 

What is a workflow engine?

A workflow engine, also known as a workflow builder, is a tool that enables users to design, automate, and streamline sequences of tasks within a specific process. It allows you to create visual representations of your workflows, define the flow of work, set conditions, and even automate repetitive tasks. 

Types of workflow management software

Workflow management software comes in various types, each catering to specific organizational needs. Here are some common types:

  1. Document-centric software: Focuses on managing and automating document-involving processes, such as document review and approval.
  2. Human-centric software: Designed for managing processes that involve human interaction and decision-making.
  3. Integration-centric software: Emphasizes seamless integration with other software and systems, ensuring a smooth data flow between different tools.
  4. Content-centric software: Manages workflows around content creation, collaboration, and publishing.
  5. Case management software: Handles dynamic and unstructured processes, often in legal or customer service contexts.

Benefits of workflow management software for your business

Workflow engines can provide substantial benefits for your business. They can enhance efficiency and productivity by streamlining complex processes. They reduce manual efforts and minimize errors. 

With their intuitive interfaces, even non-technical users can design, modify, and optimize workflows. Automation of repetitive tasks ensures consistency and speeds up task completion. 

Workflow builders also offer transparency, enabling real-time tracking and monitoring of processes. Ultimately, these tools free up valuable time and resources, which can be strategically focused for sustained business growth.

There are many workflow management systems

Many workflow management systems are available; however, each has its strength and focus. Depending on your specific requirements, you can’t go wrong if you pick from the list below.

Form Publisher — Best workflow builder for forms

If you’re working with forms, Form Publisher is simply the best workflow builder out there. It integrates seamlessly with Google Forms and allows users to design, distribute, and process forms effortlessly. It has a user-friendly interface with which you can easily transform form submissions into effective approval workflow systems

One of the greatest benefits of Form Publisher is its ability to completely automate otherwise tedious administrative tasks. When someone fills out a form or survey, a response document is automatically generated based on your preferences. It can be distributed for approval and shared with the respondent. Plus, every doc is stored right in your Google Drive!

From personalized document creation and safe document storage to dynamic email notifications, Form Publisher can optimize form-based processes of all kinds.   

Trello — Best workflow builder for team collaboration

Trello is the optimal workflow builder if your focus is team collaboration. With its intuitive Kanban-style boards and cards, Trello transforms complex projects into visual, manageable bits. 

The platform enables transparency by allowing teams to track progress in real-time, facilitating effortless communication and coordination. Assigning tasks, setting deadlines, and attaching notes and files are streamlined, ensuring everyone stays on the same page. 

Even though it’s a capable platform, Trello provides a power-ups feature that enables integrations with popular apps like Slack and Google Drive. Trello’s thoughtful features and power-ups offer unparalleled flexibility and ensure that teams stay on the same page no matter what.  

Knime — Best low-code workflow builder

If you’re working with data, Knime stands out as a powerful low-code workflow builder, offering users a robust platform for data analytics and automation. Its intuitive drag-and-drop interface requires minimal coding, making it accessible to technical and non-technical users.

Knime seamlessly integrates with various data sources and tools, enabling the creation of sophisticated workflows. This low-code approach accelerates development cycles, enhances collaboration, and expedites data-driven decision-making.

Whether you're an analyst or data scientist, Knime's user-friendly interface and extensive library of pre-built components make it the ideal choice for building efficient, customized workflows without traditional coding environments.

Wekan — Most secure workflow builder

If you love Trello’s style but can’t live without data privacy, go with Wekan. Wekan is a customizable Kanban-style workflow builder that prioritizes data privacy through self-hosting capabilities. It allows users to host Wekan, ensuring sensitive information remains secure within their infrastructure.

As an open-source platform, Wekan allows users to tailor their task management precisely to their needs. It has an intuitive interface that simplifies project organization through visual boards, cards, and customizable columns.

For personal tasks or team collaboration, Wekan's customization features make it a versatile and user-friendly solution, ensuring an efficient and personalized experience for streamlined project management.

NextCloud — Best file synchronization workflow builder

If you’re looking to sync files within a team, Nextcloud is a great file synchronization workflow builder. It offers a comprehensive and secure platform and ensures users can access documents, images, and data across multiple devices.

Its self-hosted cloud storage option empowers users to control their data and create a private, secure collaboration environment. Security is paramount for NextCloud, too. It offers features like end-to-end encryption safeguarding user data.

Its intuitive platform allows streamlined collaboration, integrating seamlessly with existing processes. With features like document editing and extensive app support, Nextcloud facilitates efficient and tailored workflows for organizations of different sizes. 

Form Publisher: a workflow builder for Google Forms

As you can see, there are many great workflow builders out there that you can tailor to your needs. However, if you’re working with forms and like the Google platform, there’s no other like Form Publisher

Form Publisher takes the ease and simplicity of the Google platform and allows you to build workflows that integrate Google Forms into the processes. 

It can be easily set up by anyone, even with limited technical knowledge; within minutes, you can upgrade your Google Forms into dynamic and time-saving workflow processes that work! Check out Form Publisher today!

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