Buyer's Guide for Top Workflow Management Software

Found our list of Workflow Management Software helpful? We’re here to help you make the right choice and automate your business processes. Let’s discover some of the essential factors that you must consider to make a smarter decision!

Buyers Guide Content

  1. What is Workflow Management Software?
  2. Workflow Management Examples: What Are the Best Workflow Management Strategies
  3. Types of Workflow Management System
  4. What is a Workflow Management System
  5. What are the Essential Components of a Workflow Management System
  6. 10 Must-Have Features of Workflow Management System
  7. Benefits of Workflow Management Software
  8. Comparison of the Best Workflow Management Systems

What is Workflow Management Software?

A business process is comprised of a series of tasks. Take, for example, hiring a new employee. Before a candidate gets hired, there are several steps involved right from resume screening to scheduling the interview, assessment questions, etc. All the steps taken towards candidate hiring would form an essential part of recruitment workflow management.

The one goal on which the workflow management system is based is business process improvement. Workflows are to be monitored in a manner that only leads towards higher productivity and revenue. Efficient workflow management leads towards:

  • Reduced errors
  • Eliminating repetitive tasks
  • Removing bottlenecks
  • Fewer process risks
  • Reduced wastage of resources
  • Enhanced communication

The workflow is a mechanism used for completing projects and tasks on time. Finalizing vendors for the supply of certain products is another good example. Here the several steps taken to finalize the supplier would represent the workflow. And automating these steps for higher efficiency would involve effective workflow management.

Workflow Management Examples: What Are the Best Workflow Management Strategies

Here are the three top workflow management strategies for achieving the best results:

  • Well-defined workflows- Neatly defined and documented workflows go a long way in making everyone in the team aware of all the existing workflows.
  • Prioritizing workflows- Workflows need to be goal-oriented, lean, and agile. For instance, prioritizing marketing workflows over sales workflows.
  • Regular optimization- Workflows need to be regularly optimized and monitored to keep pace with business goals.

A centralized database for controlling the business operations and tracking workflows is possible with workflow automation software. You can go through the list here to understand how the workflow automation tool can further help strategize your workflow.

  • As there may be multiple tasks at hand, prioritizing them is hassle-free because of the application's inbuilt SLA indicators
  • Linking data with a website or picking any data from another website, workflow software is an intuitive solution for all these data syncing requirements
  • In case you want to transfer documents from workflow automation software to another tool, this is hassle-free as the software can be integrated well with other applications on your device

Types of Workflow Management System

Automated optimization of business processes is what workflow management is all about. Workflows today are of two types:

  • Sequential- In this kind of workflow, the current step is based on the completion of previous steps. For instance, payment for an invoice would only happen once the quotation is ready and payment has been approved. A rule-based workflow that depends on conditional logic is another good example of sequential workflows.
  • Parallel- Parallel workflow is when several tasks get concurrently performed. For example, for hiring a new employee, HR can ask the finance team to arrange for software and equipment. The legal team can be asked too to arrange for signatures, contracts, and such paperwork.

What is a Workflow Management System

A workflow management system helps improve the functioning of different business processes. It helps automate different business functions by creating a sequence of events. Workflow automation software further assists in identifying loopholes in processes and areas of improvement.

Deploying a workflow management software would mean automation of both sequential and parallel workflows. The best workflow systems help with:

  • Improving operational efficiency
  • Increasing employee's output
  • Driving competitive advantage
  • Audit tracking
  • Effective compliance
  • Process and product quality improvements

What are the Essential Components of a Workflow Management System

Workflow software helps with workflow management in the following three steps:

  • Input: Materials or inputs required for completing a task. For instance, inputs in an onboarding process would be documentation of all new equipment, contract, new appointee's contact information, and other office items.
  • Transformation: It involves the rules for managing the inputs, such as candidate assessment rules, interview guidelines, etc.
  • Output: Going by the above example, output here would be the successful recruitment of a candidate or rejection.

10 Must-Have Features of Workflow Management System

Optimize business operating procedures and business workflows using workflow management software. Some of the major workflow management software features are:

  • Role-level access

Role-based access controls allow team leads and managers to involve only specific members of a team in their designated tasks. Paid and free workflow software, therefore, helps make these assigned team members aware of their responsibilities and KPIs (key performance indicators).

  • Workflow patterns

Using a workflow management tool, you can set up workflow patterns for all types of tasks- interdependent, complex, and simple. Workflow patterns make handling of parallel processes easy and simplified.

  • Defining time constraints

Workflow automation software lets you not only assign task roles but also reassign them as and when the need arises. Here you can also set deadlines and constraints for task completion.

  • Internal knowledge base

Workflow management software helps teams create a centralized database for resources. In such a database, tasks can be systematized visually using tools like Kanban boards. This becomes an internal knowledge base offering better collaboration, productivity, and output.

  • Mobility & cloud hosting

Features of cloud-based workflow management systems and workflow management apps can be accessed even while you are on the go. There is no need for complicated software installations because of the platform's cloud-enabled support.

  • Code-free workflow designer

A code-free workflow designer within workflow tools is important for representing tasks in simple linear loops. This is unlike straight lines or complex diagrams. You can deploy workflow software for visualizing tasks in a code-free environment.

  • WYSIWYG designer

‘What You See Is What You Get form designer’ feature is used for different purposes like displaying live data from any website or linking forms to another database. Popular document workflow automation tools even let you add maps, calculations, texts, and numbers to a form with ease.

  • KPI reports

KPI reports help assess how well your workflows are being streamlined by a workflow tool. KPI-based reports let you examine all underlying issues and bottlenecks to a successful WMS implementation.

  • SLA indicators

Status or SLA indicators are used for identifying tasks that need immediate attention as compared to the ones that can wait. These indicators use color codes for differentiating priority tasks from others.

  • Parallel branches

Parallel branches are required for sequential tasks. Using workflow automation software, you can add branches before creating conditional tasks.

Benefits of Workflow Management Software

Automating business workflows for better compliance is easy and quick with workflow tools. Here is a list of other benefits of business workflow automation systems.

  • User-friendly representations

Workflow software solutions offer workflow visualizations for easy task management. Using the drag and drop methodology, the software captures the complete activity cycle and represents it in Kanban boards to make it easier to understand. The same can be distributed amongst members of the team through such workflow systems.

  • Agile process management

Paid and free workflow software help with agile process management so that running and changing tasks even while you are on the go is hassle-free. Renaming tasks, assigning works, and deleting steps are easy when done using workflow systems.

  • Approval workflows

All kinds of workflows- simple, conditional, or complex multi-stage types can be simplified through workflow tools available with the approval systems.

  • Automated task assignment

Automated task assignment lets you automatically assign tasks to the concerned stakeholders. You can also use this module for automatically assigning tasks to multi-users, departments, and those with form data.

  • Forms & tables

Workflow management software lets you add easily custom tables into forms. Besides, this feature can also be used for supporting different field types for arranging the flow of information.

  • Comprehensive user portal

Popular workflow management solutions support single sign-on for seamless authentication. You can also use this portal for launching new requests as well as monitoring status reports in real-time.

  • Calendar management

Scheduling meetings or hosting reminders, can be accomplished using workflow management systems. The better the calendar management, the better would be business efficiency.

Comparison of the Best Workflow Management Systems

  • Nifty

Automated progress reporting or collaborating with the team members, all is easy with the Nifty document workflow automation tool. The software is considered the best for its multiple tools that help with managing the entire project lifecycle.

  • Freshservice

Freshservice is a powerful service and workflow management tool for automating the internal processes of a business. You can also use the software for approving workflows and automating agent requests. Through Freshservice, you can define the trigger rules.

  • Hive

Automating routine tasks and customizing the workflows can be done efficiently with Hive workflow automation software. You can also use this application for integrating with other tools within your system for easy task management.


Automating multiple processes like payments, marketing sales, and related business processes is easy with The software also offers connectors for SaaS/cloud applications as well as data mapping capabilities.

  • Integrify

Create custom workflows to streamline all your business processes with the Integrify workflow system. Decrease errors associated with doing manual entries, track requests and identify the key performance trends with this workflow software

Workflow Management System Features
  • Unlimited active projects
  • Team chats and portfolios
  • Unlimited client's & guests
  • Discussions with milestones
  • Reporting and time tracking
  • Kanban style task board
  • Project overviews
  • Workflow automation
  • Auto-assign tickets
  • SLA violations management
  • Scenario automation
  • Drag & drop interface
  • Cloud deployment and cross platform support
  • Analytics and resourcing
  • Forms and messaging
  • File sharing
  • Integrated email inbox
  • Audit logs
  • Data retention controls
  • Code free environment
  • Easy integrations
  • Data encryption during transits and rest
  • Process builder
  • Form designer


Author: Kalpana Arya

Work Flow Management Software

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(Showing 1 - 20 of 29 products)

IBM Rational ClearQuest


Price On Request

IBM Rational ClearQuestis a complete Workflow Management Software designed to serve Startups, SMBs, SMEs and Agencies. T... Read More About IBM Rational ClearQuest

Aarvi Task Management System

By Aarvi Technology

Price On Request

Aarvi Task Management System aims to simplify all business operations with a wide variety of task management tools. It... Read More About Aarvi Task Management System


By Complia Health

4.2 (1 reviews)

Price On Request

ContinuLink is the one of the most widely adopted home health enterprise software products for good reason: compelling R... Read More About ContinuLink



Price On Request

Zapier is a complete Lead Generation Software designed to serve Startups, SMBs, SMEs and Agencies. This Lead Generation... Read More About Zapier

Some of the best free workflow management systems are: ProofHub- ProofHub is one of the best free workflow management system for growing teams and businesses. Along with a centralized knowledge database, the software supports role-based access control for easy task management. You can also use ProofHub for its robust reporting and status representations. ProWorkFlow- ProWorkFlow lets businesses establish better control and visibility across projects. This free workforce management system helps with instant messaging and quick replies for better collaboration. The software further provides Gantt chart timelines for easy task management. KissFlow- This workflow management system in cloud computing is best for managing business processes of all types of enterprises. Designing and customizing the business applications is easy too with KissFlow document workflow automation tool. Creatio- Tracking all workflows and adjusting them as per the changes in a business landscape is easy with Creatio workflow automation software. The best part about using this application is it can be integrated with social networking, CRM, ERP and e-commerce services on your device. Monday- Keep the entire team in the loop and streamline all business discussions with Monday workflow tool. Robust integrations, advanced customizations, reporting task monitoring, all is easy with this workflow management tool.  

Here is a list of top functional requirements of a workflow management tool: Interlinking of different business processes for giving end-users access to applications and web portals Integration with third-party applications Customizable decision-making engine for implementing workflows Document management and advanced reporting capabilities Task encryption along with advanced authentication services Immediate notifications set up for multiple users to track workflow progress Drag and drop interface Screen builder for creating interactive forms  

Combine tasks, files and calendars for standardizing business procedures through open source and free workflow software. The best open source workflow software that would help you in this journey are: Apache Airflow Camunda Trello Cflow ProcessMaker Bonita

Workflow management system is also known as the project management solution designed to help businesses execute tasks and meet project deadlines. Workflow systems as the project workflow software perform the following functions: Implement all changes that are required based on the data collected and the discussion done for improving workflows. Workflow management software is deployed for greater efficiency. Workflow tools help with analyzing the workflows using various support features like Kanban boards, Gantt charts and a centralized knowledge base.  

Kofax Totalagility

By kofax-

Price On Request

Workflow Management Software provides a set of features for business users to increase productivity and perform core fun... Read More About Kofax Totalagility

Ezee Office

By Ezee Digital Solutions

Price On Request

Ezee Office is a web-based workflow management solution that is capable of automating document management and workflow... Read More About Ezee Office


By Quickwork

Price On Request

Quickwork is a complete Workflow Management Software designed to serve Startups, SMBs, SMEs and Agencies. This Workflow... Read More About Quickwork

Zoho Creator

By Zoho by Target Integration

4.5 (5 reviews)

Starting Price


Inclusive of all taxes

Zoho Creator is one of the best software for mobile app development. The software allows developers to create customiz... Read More About Zoho Creator

Adobe RoboHelp Office

By Adobe

4.4 (2 reviews)

Starting Price


Inclusive of all taxes

RoboHelp Office is a world-class help authorizing tool for companies that require office automation in their daily work... Read More About Adobe RoboHelp Office

Bonita BPM

By BonitaSoft

4.4 (5 reviews)

Price On Request

Bonita Business Process Management is a business solution approach that breaks down your organization into a set of pro... Read More About Bonita BPM

By Monday

4.6 (2 reviews)

Starting Price


Inclusive of all taxes

Monday Software is one of the best Project Management Software in India. Monday Task Management Software best helps mana... Read More About


By Wrike

4.8 (2 reviews)

Starting Price


Inclusive of all taxes

Wrike is an all in one project management Sofware and collaboration software used primarily for facilitating easy commu... Read More About Wrike


By Cavintek

4.5 (4 reviews)

Price On Request

You don’t wonder anymore as you are equipped with tools that pin accountability to an individual or process step. Pro... Read More About Cflow

Camunda BPM


Price On Request

Camunda BPM is a top of the line software for business process automation and monitoring. Business Process Management s... Read More About Camunda BPM


By Asana

4.6 (10 reviews)

Starting Price


Inclusive of all taxes

Asana is a cloud-based project management solution for enterprises. This SAAS program is capable of streamlining team c... Read More About Asana


By Atlassian

4.4 (5 reviews)

Starting Price


Inclusive of all taxes

Jira is a project management software for hyperactive teams. It is developed to deliver the iterative and incremental... Read More About Jira


By Pipefy

4.4 (4 reviews)

Starting Price


Inclusive of all taxes

Pipefy is a cloud-based business process management solution platform that empowers managers to build and execute any ty... Read More About Pipefy


By ClickUp

4.6 (6 reviews)

Price On Request

ClickUp is one of the best productivity management software for organizations. It enables organizations to manage thei... Read More About Clickup


4.4 (1 reviews)

Starting Price


Inclusive of all taxes helps organizations connect their entire workforce, including non-desk workers, and boost productivity with re... Read More About


By Atlassian

4.5 (13 reviews)

Price On Request

Trello is a project management software, offering project-specific boards, lists and cards to its users. It enables pro... Read More About Trello

Last Updated on : 04 Oct, 2022

Workflow Management Software Comparison

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Workflow Management Software Price List In India

Workflow Management Software Cost
Best Workflow Management Software Price Ratings
Zoho Creator ₹708 /User 4.4
Adobe RoboHelp Office ₹32030 /Year 4.3 ₹24612 /Month 4.5
Wrike ₹809 /Month 4.8
Asana ₹824 /Month 4.5
Jira ₹824 /Month 4.4
Pipefy ₹743 /month 4.3 ₹83 4.3

Workflow Management Software Reviews


Deepak Sahu

review for ContinuLink


"Very good service indeed with the supply of the product and excellent support when I had some queries installing the product I purchased."

See All ContinuLink Reviews


Vishalresort Township

review for Adobe RoboHelp Office


"Very quick response from initial enquiry, good providers were recommended who likewise followed up very quickly."

See All Adobe RoboHelp Office Reviews


Nasruddin Ansari

review for Bonita BPM


"Extremely fast and reliable service. The products worked perfectly and exactly as promised."

See All Bonita BPM Reviews


Sunil goel

review for


"Thank you for your quick, professional, and knowledgeable service."

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Rinku Chelani

review for Wrike


"The great advantage of all your information in one place is huge. The team can use one place for all their organizational needs."

See All Wrike Reviews

FAQs About Workflow Management Software

Approval workflow software helps improve process visibility by automatically approving pending requests. The software works by: Finding out first what the approval request is Assessing what exactly the request is Checking the time on which it was submitted Finding out the date on which the request got approved Who approved the request All communications done so far Capturing metadata Some situations where approval workflow software is deployed: Contract approvals Software approvals Approval for hiring new candidates Capital expense approval IT project request

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