Workflow Software: What It Is, How It Works, and How to Choose the Right Solution

Workflow software helps organizations design, automate, manage, and improve business processes. Instead of relying on email, spreadsheets, paper forms, and manual handoffs, workflow software moves work through a defined sequence of steps based on rules, conditions, approvals, and actions.

For organizations that use Microsoft 365, SharePoint, and Teams, workflow software can turn existing Microsoft environments into powerful platforms for automating business processes without requiring extensive custom development.

What Is Workflow Software?

Workflow software is software that helps organizations define, automate, execute, and monitor repeatable business processes.

A workflow typically consists of:

1. A trigger that starts the process
2. Data or information associated with the process
3. Rules and conditions that determine what happens next
4. Tasks or actions performed by people or systems
5. Approvals when human decisions are required
6. Notifications and reminders to keep work moving
7. Tracking and reporting to monitor the process

For example, consider an employee requesting time off.

Without workflow software, the employee might email a manager, the manager might approve the request, HR might update a spreadsheet, and payroll might need to be notified separately.

With workflow software, the process can be automated:

Employee submits request → Manager receives approval request → Manager approves → HR record is updated → Employee receives confirmation

The software coordinates the process automatically.

That is the fundamental purpose of workflow software: to make sure the right work happens, in the right order, with the right people and information, without unnecessary manual intervention.

How Does Workflow Software Work?

Most workflow software uses a combination of triggers, rules, conditions, tasks, integrations, and automated actions.

A basic workflow looks like this:

Trigger → Condition → Action → Approval → Action → Completion

For example:

New purchase request → Check amount → Route to appropriate approver → Approve or reject → Notify requester → Record decision

More sophisticated workflows can include multiple branches, parallel approvals, escalations, integrations, and exception handling.

1. Triggers

A trigger starts a workflow.

Common triggers include:

• A form submission
• A new record
• A status change
• A new document
• An email
• A scheduled date or time
• A user action
• A change to data
• A request for approval

2. Conditions and Business Rules

Conditions determine what happens next.

For example:

If purchase amount is less than $5,000 → Manager approval

If purchase amount is $5,000 or more → Manager and Finance approval

This allows organizations to build workflows around their actual business rules rather than forcing every request through the same process.

3. Tasks and Actions

Workflow software can automatically perform actions such as:

• Creating tasks
• Assigning work
• Updating records
• Sending notifications
• Sending emails
• Creating documents
• Updating status fields
• Requesting approvals
• Escalating overdue work
• Moving information between systems

4. Approvals

Many business processes require human decisions.

Workflow software can automatically send an approval request to the appropriate person, record the decision, and continue the process.

Approval workflows are commonly used for:

• Purchase requests
• Expense reports
• Contracts
• Employee requests
• IT requests
• New vendors
• Documents
• Access requests
• Leave requests

5. Notifications and Escalations

Workflow software can notify users when something requires attention.

It can also escalate work when a deadline is missed.

For example:

Approval request submitted → Manager notified → 24 hours pass → Reminder sent → 48 hours pass → Request escalated

This prevents important processes from getting stuck in someone’s inbox.

6. Reporting and Tracking

Workflow software can provide visibility into where work is in a process.

Organizations can use workflow reporting to identify:

• Bottlenecks
• Delays
• Overdue tasks
• Approval times
• Process volume
• Workload
• Completion rates
• Process performance

This makes workflow software useful not only for automation, but also for continuous process improvement.

What Can Workflow Software Automate?

Workflow software can automate many repetitive and rules-based business processes.

Common examples include:

Employee Onboarding

A new employee is entered into the system, triggering tasks for HR, IT, facilities, and management.

The workflow can automatically:

• Create onboarding tasks
• Request equipment
• Notify IT
• Collect employee information
• Request approvals
• Send onboarding documents
• Track completion

Purchase Requests

An employee submits a purchase request.

The workflow determines the appropriate approval path based on the purchase amount, department, or type of expense.

Document Approvals

A document is submitted for review.

The workflow can automatically:

1. Assign reviewers
2. Send notifications
3. Collect feedback
4. Route the document to the next approver
5. Record the final decision
6. Notify the requester

IT Requests

An employee submits an IT request.

Workflow software can automatically:

• Categorize the request
• Assign it to the appropriate team
• Set priorities
• Notify the requester
• Escalate overdue requests
• Track resolution

Employee Requests

Organizations can automate processes for:

• Time-off requests
• Travel requests
• Expense reimbursement
• Employee changes
• Equipment requests
• Access requests
• Training requests

Contract Management

A contract can automatically move through:

Submission → Legal review → Management approval → Signature → Storage → Renewal reminder

Compliance Processes

Workflow software can also support regulated processes by creating consistent, trackable procedures for approvals, reviews, documentation, and audits.

What Are the Benefits of Workflow Software?

The biggest benefit of workflow software is that it replaces inconsistent manual processes with standardized, repeatable workflows.

1. Reduce Manual Work

Employees spend less time performing repetitive administrative tasks.

Instead of manually sending emails, updating spreadsheets, assigning tasks, and checking statuses, workflow software can perform many of those actions automatically.

2. Reduce Errors

Manual data entry and handoffs create opportunities for mistakes.

Workflow automation can apply consistent rules every time a process runs.

3. Speed Up Business Processes

Automated routing and notifications help work move from one step to the next faster.

Employees do not have to remember who should receive a request or manually follow up on every pending approval.

4. Improve Visibility

Workflow software gives organizations a centralized view of work.

Managers can see what has been completed, what is pending, and where processes are getting stuck.

5. Standardize Processes

Instead of every employee following a process differently, workflow software can establish a consistent process across the organization.

6. Improve Accountability

Workflow systems can record who submitted, approved, rejected, modified, or completed an item.

This creates a useful audit trail for many business processes.

7. Scale Business Processes

A manual process that works for 50 requests may become a problem when an organization receives 5,000.

Workflow software allows organizations to automate processes so they can handle greater volume without proportionally increasing administrative work.

Types of Workflow Software

Not all workflow software is designed for the same purpose.

The right solution depends on what you are trying to automate.

Workflow Automation Software

Workflow automation software focuses on automating repetitive processes using triggers, rules, conditions, and actions.

It is useful for organizations that want to automate processes across departments and applications.

Workflow Management Software

Workflow management software focuses on designing, managing, tracking, and improving business workflows.

These platforms may include task management, process visualization, reporting, approvals, and automation.

Business Process Management Software

Business process management, or BPM, software is designed for organizations managing complex business processes at scale.

BPM platforms often provide advanced process modeling, governance, monitoring, and optimization capabilities.

Document Workflow Software

Document workflow software focuses on processes involving documents, including creation, review, approval, routing, and storage.

No-Code Workflow Software

No-code workflow platforms allow business users to create workflows without writing traditional code.

These tools can be particularly useful when business teams need to modify processes without depending entirely on developers.

Microsoft 365 and SharePoint Workflow Software

Organizations that already use Microsoft 365 and SharePoint may want workflow software that works directly with their existing Microsoft environment.

This approach can make it easier to automate processes around SharePoint lists, libraries, forms, documents, Teams, and Microsoft 365 data.

Workflow Software vs. Workflow Automation Software

The terms workflow software and workflow automation software are often used interchangeably, but there is a subtle distinction.

Workflow software generally refers to software used to design, manage, execute, and track workflows.

Workflow automation software puts greater emphasis on automatically executing workflow steps with minimal manual intervention.

For example:

Workflow management:

A system shows that a purchase request is waiting for approval.

Workflow automation:

The system automatically routes the purchase request to the correct approver, sends a notification, records the decision, and moves the request to the next step.

Many modern workflow platforms combine both capabilities.

Workflow Software vs. Project Management Software

Workflow software and project management software can overlap, but they solve different problems.

Project management software is generally designed to help teams plan and manage projects, tasks, deadlines, resources, and collaboration.

Workflow software is designed around repeatable business processes.

For example:

A marketing team might use project management software to manage the launch of a new website.

The same organization might use workflow software to automate the approval process for publishing website content.

A project has a beginning and an end.

A workflow is often a repeatable process that runs over and over.

Workflow Software vs. BPM Software

Workflow software and business process management software also overlap.

Workflow software is often focused on automating specific processes.

BPM software generally takes a broader approach to managing and optimizing business processes across an organization.

For organizations with relatively straightforward processes, workflow software may provide everything they need.

Organizations with highly complex, enterprise-wide processes may require more advanced BPM capabilities.

What Features Should You Look for in Workflow Software?

When evaluating workflow software, look beyond a simple checklist of automation features.

The most important question is whether the software can accurately model the processes your organization actually needs to run.

Key features to evaluate include:

Visual Workflow Designer

A visual designer makes it easier to build and understand workflows.

Look for support for:

• Multiple steps
• Conditional logic
• Branching
• Parallel actions
• Approvals
• Notifications
• Escalations
• Automated actions

Forms

Forms are often the starting point for a workflow.

Look for flexible forms that can collect the information required to initiate and complete a process.

Conditional Logic

Business processes rarely follow one straight path.

Your workflow software should support rules such as:

If department = Finance → Finance approval

If amount > $10,000 → Director approval

If request type = New Employee → Start onboarding workflow

Approvals

Look for configurable approval processes that support one or multiple approvers.

Notifications

The system should be able to automatically notify users when action is required.

Integrations

Workflow software becomes much more valuable when it can connect to the systems your organization already uses.

Common integrations include:

• Microsoft 365
• SharePoint
• Microsoft Teams
• CRM systems
• ERP systems
• Email
• Databases
• APIs
• Business applications

Security and Permissions

Enterprise workflow software should provide appropriate controls for who can create, modify, approve, and access workflow data.

Reporting and Auditing

Look for reporting that helps you understand how workflows are performing and audit trails that show what happened during a process.

Scalability

The solution should be capable of handling increasing numbers of users, workflows, records, and transactions as your organization grows.

How to Choose the Best Workflow Software

There is no single workflow software platform that is best for every organization.

The best solution depends on your existing technology, processes, users, security requirements, and automation goals.

Use the following process to evaluate your options.

1. Identify the Processes You Want to Automate

Start with the business process, not the software.

Document:

• What starts the process?
• Who is involved?
• What information is required?
• What decisions are made?
• What approvals are required?
• What happens when something is rejected?
• What happens when a deadline is missed?
• What systems are involved?
• What happens at the end?

This gives you a clear picture of your actual workflow requirements.

2. Identify Your Existing Technology

Consider the systems your organization already relies on.

If your organization is heavily invested in Microsoft 365 and SharePoint, a workflow solution designed to work within that ecosystem may be preferable to introducing an entirely separate platform.

3. Evaluate No-Code and Low-Code Capabilities

Business processes change.

The people responsible for those processes should be able to make reasonable changes without waiting for developers for every adjustment.

Look for workflow software that allows authorized business and IT users to modify forms, rules, approvals, and workflows efficiently.

4. Consider Governance

Enterprise workflow automation needs governance.

Evaluate:

• Permissions
• Security
• Audit trails
• Administrative controls
• Development and production processes
• Workflow ownership
• Data access
• Compliance requirements

5. Consider Deployment Requirements

Cloud software is not automatically the right answer for every organization.

Some organizations require:

• Microsoft cloud deployment
• Private cloud
• Customer-hosted environments
• On-premises deployment
• Dedicated environments
• Air-gapped environments

If your organization has strict security or compliance requirements, deployment options should be part of the evaluation process from the beginning.

NITRO Studio: Workflow Software for Microsoft 365 and SharePoint

For organizations that use Microsoft 365 and SharePoint, NITRO Studio provides a way to build forms, workflows, and business applications directly around the Microsoft environment.

Rather than forcing organizations to move their processes into an unrelated workflow platform, NITRO Studio is designed to extend SharePoint and Microsoft 365 with business process automation capabilities.

NITRO Studio can be used to build and automate processes such as:

• Employee onboarding
• Purchase requests
• Expense approvals
• Document approvals
• HR processes
• IT requests
• Asset management
• Compliance workflows
• Customer processes
• Case management
• Internal business applications

Build Forms and Workflows Together

Many business processes start with a form.

For example:

Employee submits equipment request → Request is validated → Manager approves → IT receives task → Equipment is assigned → Employee is notified

NITRO Studio can combine the data collection, workflow, business rules, approvals, and actions required to run processes like this.

Automate SharePoint Processes

For organizations already using SharePoint, workflow software should not require abandoning the platform where business information already lives.

NITRO Studio works with SharePoint to help organizations automate processes around SharePoint data, forms, lists, libraries, and business applications.

Replace Legacy Workflow Technologies

Organizations may also be evaluating workflow software because an existing workflow technology is being retired, becoming difficult to maintain, or no longer meeting their requirements.

NITRO Studio can be particularly relevant for organizations looking to modernize legacy SharePoint and InfoPath-based business processes while continuing to use Microsoft 365 and SharePoint.

Support Complex Business Processes

NITRO Studio is designed for more than simple task notifications.

Organizations can use it to build structured business processes involving forms, conditional logic, approvals, data, notifications, and automated actions.

This makes it useful for organizations that need more than basic task management but want to keep their business processes within the Microsoft ecosystem.

Examples of Workflow Software Use Cases

Workflow software can be applied across virtually every department.

The most valuable candidates for workflow automation typically have several characteristics:

• They happen frequently
• They involve multiple people
• They require approvals
• They involve repetitive data entry
• They rely on email or spreadsheets
• They have defined business rules
• They are prone to delays or errors
• They require documentation or auditability

What Should You Automate First?

You do not need to automate every business process at once.

A good starting point is a process that is:

High volume + repetitive + rules-based + time consuming

For example, suppose employees submit hundreds of equipment requests each year.

A manual process might involve:

1. Employee sends an email
2. Manager reviews the request
3. IT receives the request
4. IT checks inventory
5. IT responds to the employee
6. Someone updates a spreadsheet

A workflow could automate much of this:

1. Employee submits a form
2. Workflow validates the request
3. Manager receives approval
4. IT receives the approved request
5. Inventory information is recorded
6. Employee receives an automated notification
7. The request is tracked through completion

The result is a standardized process with less manual coordination.

Is Workflow Software Worth It?

Workflow software can provide significant value when employees spend substantial time coordinating repetitive processes manually.

The potential benefits include:

• Lower administrative effort
• Faster approvals
• Fewer manual errors
• Better process visibility
• More consistent execution
• Improved accountability
• Easier compliance reporting
• Greater scalability

However, workflow software does not automatically fix a poorly designed process.

Before automating a workflow, ask:

Can the process be simplified first?

Automation should make a good process faster and more consistent. Automating unnecessary steps can simply make a bad process run faster.

Frequently Asked Questions About Workflow Software

What is workflow software?

Workflow software is software that helps organizations design, automate, manage, and monitor repeatable business processes. It can route information, assign tasks, request approvals, apply business rules, send notifications, and perform automated actions.

What is workflow software used for?

Workflow software is used to automate and manage business processes such as employee onboarding, purchase approvals, document approvals, IT requests, expense reports, contract approvals, compliance processes, and many other repeatable workflows.

What is the difference between workflow software and workflow automation software?

Workflow software manages and coordinates business processes, while workflow automation software emphasizes automatically executing process steps. Many modern workflow platforms provide both workflow management and automation capabilities.

Is workflow software the same as project management software?

No. Project management software is primarily designed to manage projects, tasks, deadlines, and collaboration. Workflow software is primarily designed to automate and manage repeatable business processes.

Can workflow software work with SharePoint?

Yes. Some workflow platforms are specifically designed to work with SharePoint and Microsoft 365. These solutions can automate processes involving SharePoint data, forms, lists, libraries, approvals, and documents.

Can workflow software replace manual forms?

Yes. Workflow software can replace paper and manually emailed forms with digital forms that automatically initiate workflows, route information, collect approvals, and track progress.

Is workflow software difficult to use?

It depends on the platform. Modern no-code and low-code workflow software is designed to allow business and IT users to create workflows without traditional software development for every process.

Can workflow software automate approval processes?

Yes. Approval automation is one of the most common workflow software use cases. Workflows can determine who needs to approve a request, send notifications, record decisions, escalate overdue approvals, and continue the process after approval.

What is the best workflow software?

The best workflow software depends on your organization’s requirements. Businesses should evaluate workflow automation capabilities, forms, integrations, conditional logic, approvals, reporting, security, governance, scalability, and deployment options.

Organizations built around Microsoft 365 and SharePoint may want to evaluate a Microsoft-focused workflow platform such as NITRO Studio alongside other workflow automation solutions.

Start Automating Your Business Workflows

Workflow software can turn manual, disconnected business processes into standardized and automated workflows.

The right platform can help your organization replace email-based processes, spreadsheets, paper forms, and repetitive manual tasks with structured workflows that are easier to manage, track, and improve.

For organizations already invested in Microsoft 365 and SharePoint, NITRO Studio provides a way to build forms, workflows, and business applications within that existing ecosystem.

Ready to automate your SharePoint and Microsoft 365 workflows? Explore NITRO Studio to see how you can modernize business processes without abandoning the Microsoft environment.