Workflow Automation vs. Project Management: Tools Compared
If you’ve been exploring project management software, chances are you’ve run into the term “workflow automation” more than once—and for good reason. Workflows are a natural part of managing projects. After all, every project follows a series of steps where information flows from one task, person, or stage to the next.
Many project management tools offer basic workflow automation features, like drag-and-drop builders that trigger actions—say, sending a notification when a task changes status. These are helpful for cutting down on repetitive work.
But while these built-in automations are useful, they don’t offer the same power or flexibility as dedicated workflow automation software. In this article, I'll examine workflow automation software vs. project management software and highlight the key differences.
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What is workflow automation software?
Workflow automation software is a digital tool that uses low-code or no-code to enable the automation of tasks without human intervention. These platforms help teams streamline repetitive processes and keep work moving without the need for manual input.
They typically include a visual builder that simplifies business process automation through drag-and-drop functionality. Other common workflow software features include a notification system (for in-app or email alerts), a set of triggers to kick off specific actions, and an audit trail to review every step taken within a workflow.
At the core of workflow automation is if-then-that logic. You define a trigger, like a task being marked complete, and the software automatically performs one or more actions in response, such as notifying a team member, updating a record, or assigning the next step. The benefits of workflow automation are that it helps teams save time, reduce errors, and stay focused on higher-value work.
If you're just starting to explore these tools—or want to understand how to design smarter workflows—business process automation courses can guide you through the principles of automation, if-then logic, and software selection.
Examples of Workflow Automation Software
The growth of the project management app market has been strongly influenced by technological advancements like workflow automation. Find our full list of currently available workflow automation software here.
Notice that this list of software contains some tools that are primarily known as project management software, but which have great automation features. The others are dedicated workflow apps that will give you more workflow-related features.
There are also many types of workflow tools and pricing plans that are designed to cater to your specific needs and budget. These include:
- Workflow management software, which provides a comprehensive solution to plan, track, and optimize workflows.
- Project workflow software, which can streamline task management, automate approvals, and enhance team collaboration.
- Document workflow software, which simplifies version control, centralizes file management, and ensures compliance with detailed audit trails.
- Enterprise workflow software or enterprise process automation software, which are designed to manage complex, organization-wide processes by integrating multiple departments and systems.
- Professional services automation software, which is designed for professionals in fields like law, IT, and consulting. It can help you manage projects, resources, invoices, and billing.
What is project management software?
Project management software is designed to assist project managers in planning, executing, and overseeing their projects throughout the five phases of the project life cycle.
The history of project management systems is marked by continuous improvement and adaptation to changing project requirements.
It is a collection of tools that aim to improve collaboration among project managers, the project team, and stakeholders. The main purpose of project management software is to enhance productivity by enabling better organization, communication, and management, ultimately leading to more efficient delivery of value.
Understanding the various types of project management software can help streamline your project workflow.
Examples of Project Management Software
Workflow Automation Software vs Project Management Software: The Main Difference
While most project management software has great automation capabilities, it may or may not be able to perform all of the project automations a user desires or be able to track how those automations are performing.
Process automation software is closer to what you get from a business process management system (BPMS): more on BPM vs workflows here. With these types of software, you pull information that talks about the flows rather than project information.
This workflow-centricity means that you can:
- View audit trails with historical information. You can use audit trails to view data entered, time and date stamps, all the actions that a user took throughout the workflow and any comments or attachments associated with them.
- Build dashboards that track performance. You can build dashboards that track the efficiency of your process. Use the information to adjust and let your team get closer to achieving service-level agreements.
- Invite others to build workflows. Unlike project management software, workflow tools will allow you to invite people to your workflow builder and provide their input. This makes it easy to co-create and guarantees that your workflow will be reflective of everyone’s interests.
Project Management Workflow Automation FAQs
What is the difference between project management and workflow management?
Project management involves planning, executing, and closing projects, with a focus on achieving specific goals within a time frame and budget. It often includes tasks like resource allocation, scheduling, and stakeholder communication. Workflow management, on the other hand, focuses on optimizing and automating the flow of tasks and information within processes to improve efficiency and consistency. It’s more about managing the sequence of steps in a process rather than overseeing an entire project.
Is workflow automation the same as workflow management?
Workflow automation refers to the use of technology to perform tasks without human intervention, often within a workflow management system. It automates repetitive tasks and processes to improve efficiency. Workflow management encompasses the broader scope of designing, executing, and monitoring workflows, which may or may not include automation. Workflow management is about ensuring that workflows are effective and efficient, while automation is a tool within that process.
What are the 4 types of workflows?
The types of workflows can vary based on context, but generally include:
- Sequential Workflows: Tasks are completed in a set order.
- Parallel Workflows: Multiple tasks are performed simultaneously.
- State Machine Workflows: Tasks move between states based on conditions or events.
- Rules-Driven Workflows: Tasks are completed based on predefined rules or logic.
These types help in organizing tasks based on the needs of the process.
What is the difference between workflow management and work management?
Workflow management focuses specifically on the processes and sequences of tasks within a business operation, often involving automation to streamline these processes. Work management is broader, encompassing not only workflows but also other aspects of managing work, such as resource allocation, project timelines, and collaboration. It includes tools and strategies to manage all aspects of work within an organization.
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