{"id":32341,"date":"2021-09-08T23:11:00","date_gmt":"2021-09-09T04:11:00","guid":{"rendered":"https:\/\/www.filecloud.com\/blog\/?p=32341"},"modified":"2021-09-08T23:17:16","modified_gmt":"2021-09-09T04:17:16","slug":"a-deep-dive-into-workflow-automation","status":"publish","type":"post","link":"https:\/\/www.filecloud.com\/blog\/a-deep-dive-into-workflow-automation\/","title":{"rendered":"A Deep Dive into Workflow Automation"},"content":{"rendered":"<p><img decoding=\"async\" loading=\"lazy\" class=\"alignnone wp-image-32352 size-full\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2021\/09\/Deep-Dive-Banner_Page_1-scaled.jpg\" alt=\"\" width=\"2560\" height=\"1440\" srcset=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2021\/09\/Deep-Dive-Banner_Page_1-scaled.jpg 2560w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2021\/09\/Deep-Dive-Banner_Page_1-300x169.jpg 300w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2021\/09\/Deep-Dive-Banner_Page_1-1024x576.jpg 1024w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2021\/09\/Deep-Dive-Banner_Page_1-768x432.jpg 768w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2021\/09\/Deep-Dive-Banner_Page_1-1536x864.jpg 1536w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2021\/09\/Deep-Dive-Banner_Page_1-2048x1152.jpg 2048w\" sizes=\"(max-width: 2560px) 100vw, 2560px\"><\/p>\n<p>\u00a0<\/p>\n<p>Over the past few decades, organizations have faced the challenge of digital transformation. How do you transition from and improve a workplace previously dominated by email, phones, whiteboards, spreadsheets, and hand-written notes? Each of these tools is based mainly on human memory, increasing the possibility of human error. They can be challenging to use for collaboration and provide poor visibility by management, particularly in the remote or hybrid workplace that is becoming the norm.<\/p>\n<p>Organizations can significantly reduce the reliance on outdated communications and tracking software by implementing workflow automation. Workflow automation improves the efficiency and productivity of organizations by streamlining business processes. It also ensures that a clear record of work tasks is maintained for easy tracking and auditing.<\/p>\n<p>There is far less dependence on human memory, task tracking spreadsheets, and employee manuals. Instead, the structure of essential and ongoing processes is held in an accessible, central repository that can easily be accessed or distributed by anyone with the proper authority (using Role-based Permissions).<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_63 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title \" >Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.filecloud.com\/blog\/a-deep-dive-into-workflow-automation\/#What_is_Workflow_Automation\" title=\"What is Workflow Automation?\">What is Workflow Automation?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.filecloud.com\/blog\/a-deep-dive-into-workflow-automation\/#A_History_of_Workflow_Automation\" title=\"A History of Workflow Automation\">A History of Workflow Automation<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.filecloud.com\/blog\/a-deep-dive-into-workflow-automation\/#Workflow_Automations_Primary_Benefits\" title=\"Workflow Automation\u2019s Primary Benefits\">Workflow Automation\u2019s Primary Benefits<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.filecloud.com\/blog\/a-deep-dive-into-workflow-automation\/#Statistics_on_Workflow_Automation\" title=\"Statistics on Workflow Automation\">Statistics on Workflow Automation<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.filecloud.com\/blog\/a-deep-dive-into-workflow-automation\/#How_Workflow_Automation_Can_Help_Departments\" title=\"How Workflow Automation Can Help Departments\">How Workflow Automation Can Help Departments<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/www.filecloud.com\/blog\/a-deep-dive-into-workflow-automation\/#How_to_Get_Started_with_Workflow_Automation\" title=\"How to Get Started with Workflow Automation \">How to Get Started with Workflow Automation <\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/www.filecloud.com\/blog\/a-deep-dive-into-workflow-automation\/#How_to_Choose_the_Best_Workflow_Automation_Software\" title=\"How to Choose the Best Workflow Automation Software\">How to Choose the Best Workflow Automation Software<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/www.filecloud.com\/blog\/a-deep-dive-into-workflow-automation\/#Workflow_Automation_with_FileCloud\" title=\"Workflow Automation with FileCloud\">Workflow Automation with FileCloud<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"What_is_Workflow_Automation\"><\/span>What is Workflow Automation?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>In concise terms, workflow automation is the design, creation, deployment, and management of business processes based on preset rules. This allows work tasks to be automatically triggered between people, technology, data, and other resources.<\/p>\n<p>Workflow automation can be used to standardize work. It allows for compliance policies and business rules to be met. It reduces or eliminates human error and deviation and provides transparency and accountability at all levels of the process. The tactical goal is to ensure that the appropriate workers are focusing on the correct tasks at the proper time and have everything they require to complete said tasks.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"A_History_of_Workflow_Automation\"><\/span>A History of Workflow Automation<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<ul>\n<li><strong>The 1990s.<\/strong> The first workflow-based automation software solutions were created. This software replaced the paper-based workflow processes with electronic versions, allowing companies to replace paper tasks-routing activities with electronic-form processes.<\/li>\n<li><strong>The late 1990s.<\/strong> Business rules and tools for modeling allow companies to build, analyze, and visualize business processes. They can see graphical views of current organizational processes and compare them with prospective trial processes to make work more efficient.<\/li>\n<li><strong>From 2005.<\/strong> The current era of workflow automation begins with the introduction of business process management (BPM).<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Workflow_Automations_Primary_Benefits\"><\/span>Workflow Automation\u2019s Primary Benefits<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><strong>There are several key benefits to automating workflows and processes:<\/strong><\/p>\n<ul>\n<li>Increased efficiency and productivity<\/li>\n<li>More accuracy<\/li>\n<li>Real-time visibility of work<\/li>\n<li>Individual accountability at the highest level<\/li>\n<li>Ability to set meaningful KPIs and collect real-world data that can be used in process improvement<\/li>\n<li>More data for better decision-making<\/li>\n<li>Improvement in data security<\/li>\n<\/ul>\n<p><strong>Other possible benefits include:<\/strong><\/p>\n<ul>\n<li>Better customer experience and vendor relations with a reduction in wait times and errors and improvement in communication<\/li>\n<li>More job satisfaction since employees are better able to prove and reap the rewards of high performance<\/li>\n<\/ul>\n<p><span data-preserver-spaces=\"true\">In summary, workflow automation can provide a more consistent, positive experience for all your customers regarding the delivery of finished work products. It makes it easier to get work done and track what is being completed.<\/span><\/p>\n<p><span data-preserver-spaces=\"true\">The ultimate goal of workflow automation is to give you an advantage over manually-driven competitors. This can be achieved by offering higher quality work, lower prices, and faster decision-making.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Statistics_on_Workflow_Automation\"><\/span>Statistics on Workflow Automation<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span data-preserver-spaces=\"true\">Statistics can provide a wealth of information about how workflow automation is affecting organizations. Here are some statistics on the importance of process automation for digital transformation from a\u00a0<a href=\"https:\/\/camunda.com\/state-of-process-automation\/\">survey<\/a>\u00a0of 400 IT decision-makers across the US and Europe.<\/span><\/p>\n<ul>\n<li><span data-preserver-spaces=\"true\">97% of IT decision-makers agree that process automation is key to digital transformation.<\/span><\/li>\n<li><span data-preserver-spaces=\"true\">67% of businesses are currently implementing business process automation solutions that improve visibility across various systems.<\/span><\/li>\n<li><span data-preserver-spaces=\"true\">47% of IT leaders agree that the most significant ROI in automation is achieved within operations.<\/span><\/li>\n<li><span data-preserver-spaces=\"true\">36% have already implemented workflow automation technology.<\/span><\/li>\n<li><span data-preserver-spaces=\"true\">29% of organizations plan to implement low-code or no-code workflow automation software soon.<\/span><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"How_Workflow_Automation_Can_Help_Departments\"><\/span>How Workflow Automation Can Help Departments<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Automation can streamline the work of any department. Here are some ways that workflow automation software can help:<\/p>\n<h3>IT<\/h3>\n<ul>\n<li>Reduce time and energy spent on building tech processes for other departments by empowering others to build workflows with no-code, drag-and-drop workflow automation<\/li>\n<li>Manage department assets and track usage trends<\/li>\n<li>Assign escalations and tickets to team members based on availability<\/li>\n<li>Avoid duplicate support requests<\/li>\n<li>Easily execute stakeholder updates<\/li>\n<\/ul>\n<h3>Sales<\/h3>\n<ul>\n<li>Standardize processes to simplify list building<\/li>\n<li>Ensure that all leads receive excellent treatment and never miss a lead because of human error<\/li>\n<li>Get in-depth reports of ongoing processes<\/li>\n<\/ul>\n<h3>HR<\/h3>\n<ul>\n<li>Reduce paperwork and manage documents more easily<\/li>\n<li>Streamlined approval process makes it easier to find, verify and hire candidates quickly<\/li>\n<li>Improve and speed up onboarding and off-boarding experience<\/li>\n<li>Increase the visibility of your workflow<\/li>\n<\/ul>\n<h3>Finance<\/h3>\n<ul>\n<li>More easily track expenses to avoid unwelcome expenditures<\/li>\n<li>Build workflows for approvals and notifications of employee travel, budgeting, and reimbursements<\/li>\n<li>Save time processing approvals<\/li>\n<\/ul>\n<h3>Marketing<\/h3>\n<ul>\n<li>Streamline content creation process<\/li>\n<li>Improve quality by making sure the right people approve all content<\/li>\n<li>Increase employee accountability<\/li>\n<li>Nurture quality leads with a consistent and trackable process<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"How_to_Get_Started_with_Workflow_Automation\"><\/span><strong>How to Get<\/strong> Started<strong> with Workflow Automation <\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span data-preserver-spaces=\"true\">A workflow automation plan starts with a clear goal and ends in process evaluation. Below are the five steps that go into a workflow automation plan.<\/span><\/p>\n<h3><span data-preserver-spaces=\"true\">1. Identify a Core Process<\/span><\/h3>\n<p><span data-preserver-spaces=\"true\">The first step is to determine a process that is core to your team or department. Ask questions like \u201cIs this process mature enough to automate?\u201d and \u201cDo I have the support of the team to automate it?\u201d<\/span><\/p>\n<h3><span data-preserver-spaces=\"true\">2. Define the Objective<\/span><\/h3>\n<p><span data-preserver-spaces=\"true\">Automation has many benefits. It can increase ROI, speed to market, and team productivity. Clarify the expectations of your team regarding automation.<\/span><\/p>\n<h3><span data-preserver-spaces=\"true\">3. Build the Workflow<\/span><\/h3>\n<p><span data-preserver-spaces=\"true\">Next, it is time to build the workflow using your workflow automation platform. The general steps are to create a new workflow, assign rules and permissions for each step, publish the workflow, and share it with your team.<\/span><\/p>\n<h3><span data-preserver-spaces=\"true\">4. Team Training<\/span><\/h3>\n<p><span data-preserver-spaces=\"true\">Workflow automation will only succeed if its stakeholders are willing to use it. Share the benefits with process owners, show them what you have built, and encourage feedback.<\/span><\/p>\n<h3><span data-preserver-spaces=\"true\">5. Measure Performance<\/span><\/h3>\n<p><span data-preserver-spaces=\"true\">Automation will not be fully realized unless your business measures the differences it has made to pre-existing processes through reports or data analytics. How has workflow automation impacted your KPIs and ROI? That is the question you want to answer.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"How_to_Choose_the_Best_Workflow_Automation_Software\"><\/span>How to Choose the Best Workflow Automation Software<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span data-preserver-spaces=\"true\">There are many choices in the workflow automation market. Some are universally applicable, while others cater to specific needs. No matter your situation, workflow automation software must be flexible, fast, and able to fulfill your specific requirements. Below are the most important features in workflow automation software.<\/span><\/p>\n<h3><span data-preserver-spaces=\"true\">Easy to Use<\/span><\/h3>\n<p><span data-preserver-spaces=\"true\">Seeing as automation is intended to make life easier, the product must be simple to learn and use. Look for a user-friendly interface, no-code solutions, and a drag-and-drop design.<\/span><\/p>\n<h3><span data-preserver-spaces=\"true\">Good Pricing<\/span><\/h3>\n<p><span data-preserver-spaces=\"true\">Some vendors charge thousands of dollars just to install workflow automation software. Consulting and implementation are not included. Say no to those vendors. As with any product purchase, avoid shady pricing models and look for something transparent and predictable.\u00a0<\/span><\/p>\n<h3><span data-preserver-spaces=\"true\">Customization<\/span><\/h3>\n<p style=\"margin: 0in;\"><span style=\"color: #0e101a;\">The ability to build custom processes is essential to reap the full benefits of automation. You need software that can manage everything from simple to complex workflows with many steps and decision branches.<\/span><\/p>\n<h3><span data-preserver-spaces=\"true\">Simple Tracking<\/span><\/h3>\n<p style=\"margin: 0in;\"><span style=\"color: #0e101a;\">Without the ability to review a process, you can\u2019t improve it. The best workflow automation software tools provide built-in reporting that allows you to monitor and analyze tasks so you can refine your processes.<\/span><\/p>\n<p>\u00a0<\/p>\n<h2 style=\"margin: 0in;\"><span class=\"ez-toc-section\" id=\"Workflow_Automation_with_FileCloud\"><\/span>Workflow Automation with FileCloud<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Below are some benefits of FileCloud\u2019s workflow automation.<\/p>\n<h3><span data-preserver-spaces=\"true\">Excellent ROI<\/span><\/h3>\n<p><span data-preserver-spaces=\"true\">FileCloud\u2019s workflow automation is integrated with all of FileCloud\u2019s other benefits, including enterprise file storage, collaboration, flexible infrastructure (self-hosted, hybrid, or cloud), unmatched security and compliance, and award-winning support. Managers can replace unnecessary subscriptions like Nintex by using an all-in-one solution.<\/span><\/p>\n<h3><span data-preserver-spaces=\"true\">Ease of Use<\/span><\/h3>\n<p><span data-preserver-spaces=\"true\">The drag-and-drop tool enables users to create business workflows of all levels of complexity. Managers can easily create and share customized workflows with their staff to improve productivity, reduce errors, and simplify high-volume tasks. Additionally, it is easy for users to automate their work thanks to our no-code design.\u00a0<\/span><\/p>\n<h3><span data-preserver-spaces=\"true\">Real-time Tracking<\/span><\/h3>\n<p><span data-preserver-spaces=\"true\">Administrators and users can track every step of their processes with an intuitive dashboard that shows all running workflows.\u00a0<\/span><\/p>\n<h3><a href=\"https:\/\/www.filecloud.com\/workflow-automation\/\"><span data-preserver-spaces=\"true\">Get more information about FileCloud\u2019s Workflow Automation &gt;&gt;&gt;<\/span><\/a><\/h3>\n","protected":false},"excerpt":{"rendered":"<p>\u00a0 Over the past few decades, organizations have faced the challenge of digital transformation. How do you transition from and improve a workplace previously dominated by email, phones, whiteboards, spreadsheets, and hand-written notes? Each of these tools is based mainly on human memory, increasing the possibility of human error. They can be challenging to use [&hellip;]<\/p>\n","protected":false},"author":20,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[888,1,20,17],"tags":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v20.13 (Yoast SEO v20.13) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>A Deep Dive into Workflow Automation - FileCloud blog<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.filecloud.com\/blog\/a-deep-dive-into-workflow-automation\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"A Deep Dive into Workflow Automation\" \/>\n<meta property=\"og:description\" content=\"\u00a0 Over the past few decades, organizations have faced the challenge of digital transformation. 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How do you transition from and improve a workplace previously dominated by email, phones, whiteboards, spreadsheets, and hand-written notes? Each of these tools is based mainly on human memory, increasing the possibility of human error. 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