With so many different resource management solutions available, figuring out which is right for you is tough. You know you want to automate repetitive tasks and standardize processes to improve overall quality but need to figure out which tool is best. I've got you! In this post I'll help make your choice easy, sharing my personal experiences using dozens of different tools with large teams and projects, with my picks of the best process workflow software.
What is process workflow software?
Process workflow software is a tool that helps you set a sequence of tasks and create a workflow using connectors, rules, and automations in a drag-and-drop environment. These systems are instrumental in improving organizational efficiency by eliminating manual errors, reducing delays, and enhancing overall productivity.
Typically, process workflow software provides a visual representation of the entire workflow, allowing you to map out, analyze, and optimize processes. You can define the sequence of tasks, set up dependencies, and establish rules for task completion. Automation features enable the software to automatically route tasks to the appropriate individuals or teams, track progress, and trigger notifications or alerts for key milestones.
monday.com is a work OS that can handle many parts of your project and business operations, process workflows included! Their extensive automation options make it possible for you to create a digital workflow that everyone will benefit from.
Since your first step is to map your process, you can use Canvas by monday.com to do it. Then, head over to monday.com once you have a defined workflow you want your people to follow. Open the automations by clicking on the ‘automate’ button on the top right menu of any view.
Among the many things you can automate are email notifications, status changes, assigning tasks to people, moving tasks to a different phase, and more. Important: you can always turn on and off your automations with the toggle of a switch in the board automations view.
monday.com’s integrations include project management apps like Slack, GoogleSheets, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform, and many more, accessible through a paid plan with Zapier.
monday.com is free for up to 2 users. Paid plans cost from $8/user/month and come with a 14-day free trial.
Process Street is a workflow management platform where you can build your process workflows in a collaborative environment. Simply invite the users that you want to build a process with and set permissions on who can see, run, edit, or build any workflow
The builder is mainly form-based from what I’m able to see. After you define your workflow stages, each stage can be edited as a “landing page” where the user might see some text, a video, table, or relevant information to their stage. These forms can be interactive by including things like drop-down menus with tailored option selection messages.
Finally, once the user completes the information you requested, they can send it to the next stage where someone else can pick up the work.
Process Street integrates with thousands of apps through Zapier, as well as Google Workspace, Jira, Salesforce, Bamboo HR, and more.
Process Street is free for one workflow. Paid plans start at $25/user/month and have a 14-day free trial.
Pneumatic Workflow is a process workflow software system that helps companies streamline their processes, with an emphasis on continuous improvement and automated workflows. Users can build assembly lines, run unlimited workflows, and take advantage of integrations to refine and improve their processes.
Their software provides plenty of benefits, including lower routine errors and inconsistencies, more effective communications, properly designed workflows, no redundancies, and automatic task management. Companies can start using Pneumatic Workflow by running it manually, sharing kick-off forms via links, using external SaaS systems, and using the Pneumatic public API.
Their workflow features include workflow templates, workflow variables, activity highlights, and informative dashboards. Using these features, you can create and automate your workflows to manage your tasks more efficiently. Other features Pneumatic Workflow users can take advantage of are their no-code template builder, unlimited workflows, tasks and workflows dashboards, Workflow Highlights, shareable kick-off forms, and a free template library. The free template library has templates to handle many key business processes, including customer retention, expense reimbursement, B2B sales, purchase approvals, lead qualification, outreach campaigns, and employee onboarding.
Integrations are available through their API or by connecting a paid Zapier account.
Pricing for Pneumatic Workflow starts at $10/user/month for the paid plan, which includes unlimited use of the free template library, unlimited data storage, and priority email support. They also offer a free-forever plan with limited features that could be useful for smaller teams.
Lucidchart is a cloud-based workflow diagramming solution. This centralized platform helps you quickly create flows of your business processes, then share them with colleagues. Lucidchart’s key features include feedback management, graphs, data import, and customizable templates.
You can also use the software to build organizational charts and upload employee data, identifying the requirements of various team members. Critical documents can be managed by configuring user access and providing view-only licenses.
Lucidchart integrates with popular applications such as Slack, Salesforce, GitHub, and LinkedIn Sales Navigator. It is just one part of Lucid’s Visual Collaboration Suite, which also features Lucidspark, a virtual whiteboard for ideation and project planning, and Lucidscale, an application for cloud architecture visualization.
Lucidchart costs from $7.95/month per user. A limited free version is also available.
Kissflow Workflow is a no code, low code process management software that allows organizations to streamline and automate their core business processes. Users can create customized workflows, set process guidelines, initiate approvals, and monitor the progress of each workflow in real-time.
The intuitive visual workflow builder and drag-and-drop form builder enable users to design and implement new processes without relying on coding or technical expertise. Additionally, the availability of pre-built templates expedites the development process, making for a quick and straightforward setup. Employees across different departments can get on board the platform easily and seamlessly. The software requires minimal training to operate, making it user-friendly and accessible.
The platform offers a range of workflow types, including sequential, parallel, and conditional. With the mobile app, users can monitor and approve workflows, ensuring the processes continue even if out of the office. Its reporting and analytics capabilities allow businesses to track and analyze the performance of their operations. Users can create custom reports and dashboards to get insights into their processes. Dashboards can include metrics such as cycle-time analysis, bottlenecks, and workload analysis.
Organizations can use the platform in collaboration with tools like Google Suite, Office 365, Zapier, and Slack to extract data from other applications and sync tasks and workflows through a preferred communication channel. And for organizations focused on security, the software ensures that all data is secure, confidential, and compliant with GDPR data protection laws. All data is transmitted using encrypted communication protocols. In addition, it offers advanced access control features that enable administrators to restrict or grant users access to specific workflows, ensuring that only authorized personnel can access sensitive data.
Kissflow pricing starts at $15/user/month with a 50-user minimum and offers a free demo.
Qntrl is a workflow orchestration tool that enables organizations to manage and automate their business processes across various departments. It provides a platform for creating custom workflows, automating tasks, and facilitating collaboration among team members. It is designed to support a range of business functions, from procurement and HR to IT and marketing, making it a great tool for enterprise-level businesses that want one tool to manage workflows for multiple departments.
Qntrl provides a centralized platform for managing various business processes. It especially offers visibility and control over workflows, allowing department heads to oversee all aspects of their operations. The tool enables users to map out processes and collaborate in a workflow-centric manner. It also provides reports and dashboards for monitoring workflow performance and making data-driven decisions.
Features include centralized requests, real-time status updates, workflow-centric collaboration, process extensibility, and enterprise security features, such as role-based access control and audit trails.
Integrations include Zoho Sprints, Zoho CRM, Pipedrive, MySQL, Google Sheets, Gmail, and Google Calendar, as well as several integrations facilitated by Zapier, such as Paths, Webhooks, and Schedule.
Miro is a digital whiteboard platform that's designed to help teams collaborate more effectively. Think of it as a giant, interactive canvas where you can map out workflows, brainstorm ideas, plan projects, and more.
There are a few standout features that really make Miro shine. First off, the infinite canvas. You can zoom in, zoom out, and move around as much as you want. It's perfect for visualizing complex processes and big-picture planning. Secondly, the collaborative features. You can work on the board in real-time with your team, leave comments, and even video chat right within the platform. Lastly, the templates. Miro has a huge library of pre-made templates for everything from user story maps to SWOT analyses. They're a great starting point if you're not sure how to structure your board.
Features include mind mapping, task tracking, user story mapping, PI planning, online workshops, brainwriting, timebox sessions, digital sticky notes, video conferencing, webinars, asset sharing, data visualization, customizable templates, and employee photos.
Integrations include Google Drive, Microsoft Excel, Slack, Trello, Google Workspace, DropBox Business, Zoom, Survey Monkey, Adobe Creative Cloud, and GitHub.
Trello is a card-based software that became famous for its kanban boards and task management lists. By nature, the kanban boards are arranged into columns that represent different stages of a process. Therefore, you can diagram your process in a notebook, decide on the stages, and then create them in Trello.
In theory, once you have those columns, your team will know that for a card to move to the next stage it needs to have completed the tasks from the previous stage. If you want to go one step further, you can use a power-up called workflows.
Workflows is fully integrated with the Trello boards, and makes it possible to constraint cards transitioning from and to specific lists. This way, for example, if someone wants to move a card and skip a stage, the software will prevent the move and display an error message.
Great addition to the already process-oriented stages in a kanban board, if you ask me!
Trello has workflows and other power-ups such as Processes for Trello, Card Repeater, and Board workflow. Trello integrates with more than 200 apps and tools your team depends on like Slack, Google Drive, Salesforce, Dropbox and more directly into your Trello boards. (Note: Some connections require an additional subscription fee.)
Trello offers a freemium plan with limited features. Paid plans start at $6/user/month, including a free trial.
Asana’s workflow builder will help you create the critical steps in your process in minutes. These may include form submissions, approval workflows, or actions within your project that will trigger an automation in another software. Example: creating a case in Jira when a form is submitted.
The drag and drop nature of this builder will help you build your workflow regardless of your programming experience, although it could help you grasp the logic even faster. You can also add rules to tasks outside of this builder by clicking on the ‘customize’ button inside your project board.
Note: Each time you create a rule, Asana will flag it in your list view with a lightning icon.
Asana integrates with Microsoft Teams, Adobe Creative Cloud, JIRA Cloud, Salesforce, Tableau, Slack, Clockwise, MS Office 365, Google Calendar, Gmail, Power BI, Outlook, ServiceNow, JotForm, Google Drive, Looker, Vimeo, DropBox, Trello, GitLab, and a growing list of other apps. Plus, a plan with Zapier or Tray.io can let you access other apps to connect with Asana.
Asana is free for up to 15 users. Paid plans start at $10.99/user/month and offer a 30-day free trial.
Camunda Platform is an open-source application platform that provides users with the tools they need to create and manage automated process workflows.
It features a variety of different components such as modeling, execution, optimization, monitoring, and integration capabilities. This allows users to build custom workflows tailored to their specific needs. The software can also be used to integrate existing systems with other applications or services.
Camunda Platform is able to model processes quickly and easily. The platform provides users with various modeling tools such as BPMN, DMN, CMMN, and Forms Designer. These tools allow users to create detailed models that graphically represent their business processes. This makes it easy for users to create complex workflow models without needing any coding skills whatsoever. These models can also be reused whenever necessary, making them incredibly efficient and cost-effective solutions for businesses.
The execution engine takes care of all aspects of execution, such as tracking data flow between tasks within a workflow instance or managing user tasks that need to be completed for a workflow instance to move forward in its lifecycle. This engine handles activities such as scheduling tasks or invoking external services when necessary for a workflow instance to progress through its lifecycle successfully. It also utilizes built-in messaging capabilities so that messages from one task can trigger subsequent tasks within a workflow instance when necessary, which helps keep everything running efficiently.
Best for its automation presets to help you get started
14-day free trial + free plan available
|From $8/user/month (billed annually, min 3 seats)||Website|
Best process workflow management to integrate forms, text, and multimedia content
14-day free trial
Best process workflow software for customizing continuous workflow improvements
14-day free trial + free plan available
|From $99/month (unlimited users)||Website|
Best intelligent diagramming software with collaboration features and integrations
7-day free trial + free plan available
Best no/low solution for customizing process workflows
Free demo available
Best for enterprise workflow automation
15-day free trial
Best for collaboration and visualization of complex workflows and processes
Free plan available
Best for its process-oriented kanban boards with power-ups
Free trial + free plan available
Best drag and drop workflow builder, plus rules for quick automations
30-day free trial + free plan available
Best for creating custom workflows
30-day free trial
- Boomi Flow
Best low-code workflow automation that can be embedded in your SaaS applications
Best process workflow software for cross-functional teams
Best end-to-end solution for everything related to the decision management lifecycle
- Process Maker
Best process workflow with external apps to make your processes sync across platforms
- SAP Process Automation
Best process workflow software to build robotic automations that help you perform repetitive tasks
Your diagrams, tasks, and automations sit in the same place so you don’t waste time hopping around the software.
Work management platform with 100+ workflow templates to help you start faster.
Best for managing content production workflows
Best for building dynamic custom workflows from scratch
Best for collaborating on process design with comments & notes
How I Picked The Best Process Workflow Software
I evaluated and compared the most popular project management tools on the market, both for their reviews and user interface. Then I weighed factors that make software a good option for project management, such as the ones that follow.
User Interface (UI)
I look for a user-friendly process workflow app that we can visually understand and is intuitive. Project management software can get visually cluttered as it adds more features. Therefore, I look for cloud-based tools that make good use of white space and help us flatten our learning curve.
The best workflow software is the one that is easy to use. Therefore, I look at all the material available to help you master the tool. This includes checklists, guides, training videos, and knowledge bases.
I look at the third-party software that the tool works with. Although it might not be that beneficial to small businesses, it becomes more relevant as our business scales, moving away from Excel files and ending up with an array of tools that we use every day.
I look at whether the project management tool has a price that is fair compared to the functionality it offers. I am looking for a free version or free trial and any extra information that is relevant, such as an on-premise installation.
What is a process workflow?
What are examples of workflow processes?
What key features should I look for in process workflow software?
As you can see, process workflows are not just nice Gantt charts. Mapping your processes, defining your workflows and automating your solutions needs work. I recommend you start by reading our 5 ways you can improve your digital project management process, like the phases of the PM life cycle.
Related tool lists:
- Best Workflow Management Software
- Best Business Process Management Systems
- Top Enterprise Workflow Software
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