Workflow Automation for Enterprise Business: 7 Tips for Finding the Best Software

Managing the approval of documents can be a big challenge for enterprise businesses. 

From purchase orders (POs) and contracts to human resources (HR) documents and travel and expense (T&E) reports, ensuring that the right people review and approve documents in a timely manner is crucial for maintaining operational efficiency, customer satisfaction, and compliance.  

This article will explore the biggest challenges in routing documents across an enterprise business for approval, show how workflow automation software addresses these challenges, and outline key considerations when evaluating workflow automation software for common business applications. 

The biggest workflow approval challenges

The process of routing and approving documents is no small feat for many enterprise businesses. 

1. Manual processes.  Manually routing documents for approval is prone to errors, delays, and inefficiencies.  Physical document transfers, reliance on email approvals, and inconsistent tracking methods can result in lost or overlooked documents, bottlenecks, and frustration.
2. Poor visibility.  Manual workflow processes make it difficult to track where a document stands in the approval chain.  This lack of visibility can lead to delays, missed deadlines, and accountability issues, as it is not always clear who is responsible for the next action.
3. Risk.  Complying with regulations and internal policies is a big concern for enterprise businesses, especially those in highly regulated industries such as healthcare, financial services, and government.  Manual workflow processes make it challenging to create and maintain accurate audit trails, opening the door to compliance issues and potential penalties.
4. Scalability.  As enterprise businesses grow, the volume of documents requiring approval increases.  Manual workflow processes are hard to scale, leading to longer approval times, increased administrative burdens, and the need to hire additional back-office staff.
5. Fragmented systems.  Enterprise applications such as a customer relationship management (CRM) platform or enterprise resource planning (ERP) system are the information nerve center of a business.  Manual workflow processes complicate the smooth flow of data and insights to these systems, resulting in data silos, and wasted effort chasing down information.

These are some of the reasons that enterprise businesses are automating their workflows. 

What is workflow automation software? 

Workflow automation software digitizes and streamlines the routing of documents for approval. 

Here’s how workflow automation software typically works: 

• Document ingestion.  Documents can be ingested into the workflow system through various means, including manual uploads, email, or direct integration with other systems.
• Workflow design.  Organizations configure business rules for how each type of document is routed for approval.  Rules may include the steps, approvers, and escalation procedures. 
• Automated routing.  Documents are digitally routed to the appropriate approver based on the pre-defined businesses.  Approvers are notified of documents awaiting their review, and alerted when a document is approaching its deadline.  Documents can be automatically escalated to a manager if an approver does not act within a pre-determined amount of time.  
• Tracking and monitoring.  Workflow automation software provides real-time visibility into the status of each document, enabling stakeholders to track the progress of documents and identify bottlenecks.  Key Performance Indicators such as cycle times also are available. 
• Control.  Workflow automation software maintains detailed logs of all actions taken during the approval process, creating a comprehensive audit trail for compliance and accountability.

These capabilities transform that way that businesses route documents for approval.  

What are the benefits of workflow automation software? 

Enterprise businesses can achieve significant benefits by automating their workflow approvals. 

1. Increased efficiency.  By automating routine tasks and reducing manual intervention, workflow automation significantly speeds up the approval process.  Automated workflows eliminate the need for physical document handling and reduce reliance on email approvals, minimizing delays and streamlining operations.  Staff can focus on more strategic activities, such as analyzing data, rather than getting bogged down by repetitive administrative tasks.
2. Better accuracy.  Workflow automation software reduces the risk of human error, ensuring that documents are routed correctly and consistently.  In an automated environment, there’s less chance of lost or misrouted documents, which can cause delays and compliance issues.   Workflow automation also enforces standardized procedures and validation rules, ensuring that all required steps are completed and that documents always reach the right approvers.
3. Transparency.  Workflow automation software provides full visibility into the approval process.  This enhanced visibility allows stakeholders to proactively address issues, reassign tasks if necessary, and optimize workflows for better performance.  Notifications and reminders also help keep processes on track, reducing the likelihood of missed deadlines.
4. Scalability.  Workflow automation software easily scales to handle increased document volumes and additional users.  Automated workflows can handle large volumes of documents without compromising performance, ensuring that approval processes remain efficient even as the organization expands.  Scalability also means that the software can support additional workflows and processes as needed, making it easy to adapt to changing business needs.
5. Compliance and accountability.  Detailed audit trails help ensure compliance with regulations and internal policies.  Comprehensive audit logging helps demonstrate adherence to regulatory requirements and streamlines the internal audit process.  Clear records of actions also enhance accountability, as it is easy to track who approved what and when.  This accountability can help enforce policies and improve information governance.

The benefits of workflow automation software to an enterprise business are compelling and proven.  But none of them are possible without choosing the right workflow automation software.  

Tips for choosing the right workflow automation software

There are lots of workflow automation solutions out there.  Choosing the wrong one can set an business back.  Here are some key considerations when evaluating workflow automation software. 

1. Integration.  Integration capabilities should be the table stakes when enterprise businesses are evaluating workflow automation software.  The solution should seamlessly integrate with existing systems such as CRM or ERP applications.  Integration ensures the smooth exchange of information across different platforms, eliminating data silos and enhancing overall efficiency.  Consider the software’s compatibility with your current infrastructure and its ability to support future integrations as your organization’s tech stack evolves.
2. Ease of use.  The user interface and overall user experience are critical factors when evaluating workflow automation software.  Choose software with a modern, user-friendly interface that requires minimal training for employees to use it effectively.  The workflow design tools should be intuitive, allowing non-technical users to create, modify, and manage workflows without extensive technical knowledge.  Workflow automation software that offers drag-and-drop workflow design and clear, visual representations of approval processes can significantly reduce the learning curve, enhance user adoption, and lower ongoing costs.
3. Configurability.  Every enterprise business has unique workflows and approval processes.  That’s why it’s important to select workflow automation software that can easily be configured to tailor workflows to specific business needs.  Look for solutions that allow easy modifications to workflows, rules, and approval paths.  The software should also support conditional logic to handle complex scenarios and exceptions.  Flexibility in configuration ensures that the software can adapt to evolving business requirements and processes.
4. Scalability.  Scalability is a crucial consideration when evaluating workflow automation software, especially for fast-growing businesses.  Prospective workflow automation solutions should be capable of handling increased document volumes and additional users without compromising performance.  Evaluate the software’s ability to scale horizontally (adding more users) and vertically (adding more processes and documents).  Additionally, consider the infrastructure requirements and whether the software can leverage cloud resources.
5. Security and compliance.  Safeguarding sensitive information is critical for any business.  Ensure that prospective workflow automation solutions offer robust security features such as advanced data encryption, user access controls, segregation of duties, and Multi-Factor Authentication (MFA).  Compliance with industry standards and regulations (e.g., General Data Protection Regulation and Health Insurance Portability and Accountability Act) is also essential.  And the software should provide detailed audit trails and reporting capabilities to support compliance efforts and demonstrate adherence to regulatory requirements.
6. Reporting and analytics.  Reporting and advanced analytics capabilities are vital for gaining insights into workflow performance.  Look for software that offers customizable reports and graphical dashboards, allowing stakeholders to monitor crucial performance metrics such as approval cycle times, bottlenecks, and overall efficiency.  Analytics tools can help identify areas for improvement, optimize processes, and support data-driven decision-making.
7. Training and support.  Training and support can make or break a workflow automation project.  Evaluate the reputation of prospective technology providers for customer support, including availability, responsiveness, and expertise.  Prioritize providers with robust training programs and resources (e.g., documentation, tutorials, webinars). Consider the availability of professional services for implementation, customization, and ongoing support.

Selecting software that excels in these areas will help ensure the success of your workflow project. 

Conclusion
Routing and approving documents in an enterprise business can be challenging, but workflow automation software offers a powerful solution to keep processes and information flowing.  By finding workflow automation software that meets the criteria detailed in this article, information management professionals can enhance efficiency, compliance, and overall operational effectiveness.