What Workflows Can You Automate?

Do you spend too much time on manual tasks at work? Many people struggle with repetitive actions like updating spreadsheets, chasing approvals, or handling paperwork. When jobs repeat daily and slow down your workflow, it is easy to lose track of what matters most.

These problems can lower operational efficiency and hurt both project management and customer satisfaction.

Robotic process automation (RPA) can handle 20% to 30% of all business processes in a typical office setup using workflow automation tools such as Microsoft Power Automate, Zapier, or other no-code platforms.

By automating common workflows—like document approval in Google Workspace or sales order processing—you improve accuracy and free teams for creative tasks. This article covers the types of workflows that benefit from task automation; practical ways organisations use artificial intelligence, predictive analytics, generative AI chatbots; plus how you measure progress with KPIs through workflow monitoring software.

Discover which workflows you could automate today.

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Types of Workflows That Can Be Automated

You can automate different types of workflows to streamline your tasks. Sequential workflows, where one step follows another, suit many processes. Parallel workflows allow multiple activities to occur at the same time.

Rules-driven workflows depend on specific conditions to trigger actions. State machine workflows react to events and manage states effectively. Each type brings unique advantages that can enhance productivity in business environments.

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Sequential Workflows

Tasks in sequential workflows follow a set order, with each step relying on the completion of the previous one. This approach suits processes that use clear checklists or flow charts, such as leave application approvals or purchase order management.

For example, digital transformation efforts often automate these predictable steps to reduce manual errors and increase transparency.

Document automation tools like workflow software can streamline activities where repetition is high and outcomes are known upfront. “Sequential workflows keep businesses running smoothly by reducing downtime and ensuring work moves forward without delays.” Workflow management becomes easier when every action depends on a finished task, making audit trails simple to maintain for compliance and auditing needs.

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Parallel Workflows

While sequential workflows follow a step-by-step pattern, parallel workflows let you automate several tasks at once. For instance, HR onboarding can use ai workflow automation and robotic process automation workflow to send policy documents through Outlook, set up Microsoft 365 accounts, and share payroll details across cloud-based systems all during the same period.

This approach reduces processing time since new employees do not have to wait for one action to finish before another begins.

Cognitive automation tools boost productivity by tackling unstructured data in these processes. The human resources departments save both effort and cost by running activities simultaneously rather than in a queue.

Organisations improve efficiency with dashboards that track progress in real-time and highlight steps where manual input is still needed. Parallel workflows suit document management system rollouts or social media content scheduling since they handle high volumes of requests quickly while raising service quality for teams using collaboration tools like Gmail or wikis.

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Rules-Driven Workflows

Unlike parallel workflows that handle multiple tasks at once, rules-driven workflows follow a strict sequence of steps based on defined conditions. Processes such as sales order processing or document approvals benefit greatly from robotic process automation workflow tools like BotCity.

These systems enforce clear decision-making paths and boost accountability by only allowing actions that meet set criteria.

For example, in HR onboarding, the system checks if all employee documents are complete before approving access to sensitive company data. Businesses use these workflows to cut down on errors, improve performance tracking, and ensure compliance with internal policies.

Automated rules also support analysing data for performance metrics and help prevent non-compliance risks within organisations handling large datasets in production environments.

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State Machine Workflows

State machine workflows guide tasks through distinct stages, which makes them perfect for projects needing regular checks or approvals. These workflows offer a defined path but still grant flexibility to address unique steps in software development and customer management.

Managers use state machine workflows for processes like continuous testing or recruitment, where each stage demands specific actions or decisions before moving forward. AI-based tools with natural language processing handle data analysis at each step, improving accuracy.

In large organisations, this approach keeps complex processes under control while ensuring compliance with specifications.

Strong workflow automation enables businesses to move quickly while maintaining quality across every project phase.

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Business Processes Suitable for Automation

Many business processes lend themselves well to automation. Sales order processing can speed up transactions and improve accuracy. Similarly, managing purchase orders saves time for teams.

Automating document approvals reduces bottlenecks in workflows. New employee onboarding becomes efficient with automated systems guiding the way. Tools like Microsoft Power Automate make these transitions smoother, enhancing operations across various sectors.

Curious about how these automations can benefit your organisation? Read on!

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Sales Order Processing

Sales order processing benefits greatly from robotic process automation workflow. Businesses use platforms like Microsoft Power Automate and Google Sheets to automate steps such as order creation, approvals, inventory checks, and fulfilment.

For example, a retail organisation can connect its ERP system with machine learning models to analyse data in real time. This helps quickly identify stock shortages or delays.

Automated workflows handle predictable and repetitive tasks so staff focus on customer experience and strategy. Companies see fewer errors since the process reduces manual entry at each stage.

Interoperating tools also inform team members when patches or updates affect order management systems. These automations help organisations ease the total cost of ownership while boosting efficiency in how businesses function day-to-day.

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Purchase Order Management

Moving from sales order processing, purchase order management offers another area ripe for robotic process automation workflow. Automated systems handle purchase requests and secure department approvals quickly while organisations keep budget compliance in check.

By automating this process, companies ensure consistency and avoid missed steps that could impact cost control or audit requirements. Automation supports ease of use and also frees up staff to focus on analysing data instead of chasing paperwork.

Employer of record platforms with integrated workflow technology streamline procurement even further, improving transparency across departments using clear visualisation tools for tracking each step.

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Document Approvals

Automating document approvals ensures every contract or policy receives a thorough stakeholder review before finalisation. Platforms like Microsoft Power Automate streamline each step, helping organisations save time and reduce errors in document processing.

By using robotic process automation workflow tools, teams remove manual delays and boost accuracy. Analysing data from automated approval logs allows managers to spot bottlenecks fast.

Organisations also gain better control over privacy concerns with secure version control and strict user permissions. These digital workflows fit well even with legacy systems. Employees can focus on creativity and content creation while the system handles repetitive checks for compliance or plagiarism.

Automated document approvals support efficiency without sacrificing oversight at any stage.

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New Employee Onboarding

After automating document approvals, organisations can achieve even more by streamlining new employee onboarding. Robotic process automation workflows manage key steps such as document collection, account creation, and training assignment.

Data shows that automated onboarding cuts time from seven days to just three, making a 57 per cent decrease. These systems collect forms digitally, set up user accounts for software like Outlook and Slack, and schedule induction sessions without extra effort from staff.

New hires get what they need on day one. Managers receive notifications when each step is complete so nothing gets missed during talent development. Automated methodology frees up HR teams to focus on people rather than paperwork while data collection stays organised for future analysis and compliance needs.

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IT and Software Development Workflows

IT and software development workflows streamline tasks like bug tracking and feature requests. Tools like Jira and GitHub simplify these processes, making collaboration smoother for teams.

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Bug Tracking Processes

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Automated bug tracking processes manage each issue from the moment it is logged to its assignment and final fix testing. Tools like Jira or Azure DevOps track reported bugs, notify developers, and ensure that every step—from reproduction to resolution—runs smoothly.

Automated notifications keep both IT teams and business units informed in real time, which reduces manual follow-up.

Organisations using robotic process automation workflow solutions resolve issues faster and see improved teamwork across departments. Data visualisation dashboards deliver clear updates on bug status while analysing data trends for future improvements.

Web scraping tools can collect related error reports from forums or public repositories automatically.

Faster bug resolution improves collaboration between technical specialists and business professionals.

Product feature requests often use similar automated steps for efficiency.

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Product Feature Requests

After automating bug tracking processes, teams can focus on managing product feature requests. Organisations use robotic process automation workflow tools like Microsoft Power Automate and Zapier to simplify this stage.

Staff collect ideas from users or colleagues through forms in platforms such as Jira or Workato. Automation sorts these incoming requests by priority, checks for duplicates, and organises them for review.

Managers visualise the data using reporting dashboards, helping teams make decisions based on user demand. Automated solutions speed up approval of popular features and help track progress from suggestion to release.

This workflow ensures updates reflect what users need most while saving time compared to manual tracking methods.

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Repository Management

Repository management streamlines the process of handling software code and development assets. Centralised software plays a key role for teams, allowing them to organise files efficiently.

It provides visual representations of workflows, helping teams see how tasks relate to one another.

Automating repository management reduces human error and enhances collaboration among developers. Teams can focus on writing quality code instead of spending time managing files manually.

This efficiency leads directly into the next topic: IT and Software Development Workflows.

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HR and Administrative Workflows

HR and administrative workflows streamline tasks like onboarding new employees and distributing company policies, making processes smoother for everyone involved. Discover how these automations can transform your HR activities into a breeze.

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HR Onboarding and Policy Distribution

HR onboarding streamlines the process of welcoming new employees. This workflow automates forms and policy tracking, making it easier for both HR teams and new hires. Onboarding time has decreased by 57%, dropping from seven days to just three days.

Organisations can efficiently distribute policies through automated systems as well. These tools improve communication about company rules and expectations. Employees receive documents promptly, ensuring everyone stays informed right from day one.

Integrating robotic process automation into these workflows maximises efficiency while minimising errors in documentation and distribution.

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Travel Request Authorisation

Travel requests need careful approval to follow budgets and policies. Employees submit their requests, which then move through an approval chain. This process checks that trips align with company policies and budget limits.

Using workflow automation helps organisations speed up these approvals, ensuring compliance without delays. Streamlining travel request authorisation saves time for both employees and managers, reducing the chances of errors in processing.

Automating this function allows teams to focus on essential tasks rather than paperwork. Workflow tools like Microsoft Power Automate can simplify tracking and managing travel requests efficiently.

These systems enhance visibility into the approval process, allowing for better data analysis and reporting as well.

Payroll and Benefits Management

Payroll and benefits management involves handling employee compensation and perks effectively. Automating these tasks can save organisations time and effort. For instance, payroll cycle processing reduced from 16 hours to just 4 hours, marking a 75% decrease.

Automation simplifies routine approvals, significantly reducing processing time. By using robotic process automation workflows, businesses can analyse data quickly while ensuring accurate calculations for salaries and benefits.

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Marketing and Customer Service Workflows

Marketing and customer service workflows streamline communication with clients. They automate lead nurturing campaigns and route customer queries to the right teams, improving response times and satisfaction levels.

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Lead Nurturing Campaigns

Lead nurturing campaigns automate the follow-up and engagement processes with potential customers. These campaigns improve customer relationship management, helping businesses enhance their sales conversion rates.

Next, explore how automation benefits customer query routing.

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Customer Query Routing

Customer query routing directs enquiries to the appropriate support staff. This process improves response times and increases customer satisfaction. Efficient systems can analyse incoming requests based on keywords or customer data, ensuring quick solutions.

Robotic process automation enhances query routing by reducing manual effort. It accelerates time-to-market for support responses while enhancing service quality.

Social Media Content Scheduling

Social media content scheduling simplifies the process of planning and posting updates across various platforms. By using tools like Microsoft Power Automate or Zapier, organisations can streamline their marketing efforts.

Scheduling posts in advance enhances visibility and accountability in campaigns, ensuring a consistent online presence.

Marketers can automate repetitive tasks and focus on creating engaging content instead. This approach saves time and reduces errors associated with manual posting. With effective automation, teams enhance their social media strategy while reaching wider audiences efficiently.

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Benefits of Workflow Automation

Workflow automation boosts efficiency and cuts down on mistakes. It helps organisations save money while streamlining processes. Tools like Microsoft Power Automate and Zapier make this easier for teams.

Explore how these benefits can transform your workflows into something more effective!

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Increased Efficiency

Automation enhances efficiency significantly. It streamlines various tasks, reducing manual errors and processing time. Robotic process automation can automate 20% to 30% of organisational operations.

With intelligent automation, this number can increase to between 30% and 40%. This shift allows teams to focus on more strategic projects rather than repetitive duties.

Organisations using tools like Microsoft Power Automate or Zapier see quicker outcomes across workflows. Automated systems manage routine activities promptly; thus, businesses gain a competitive advantage.

Increased efficiency from automation accelerates growth while maintaining quality in services and products offered by companies.

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Reduced Errors

Workflow automation significantly reduces errors in tasks like document processing. Robotic process automation simplifies these processes, ensuring accuracy and speed. By automating repetitive actions, organisations reduce human mistakes that often occur in manual work.

This improvement saves time and enhances data access and decision-making.

With fewer errors, companies can concentrate on growth rather than resolving avoidable issues.

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Cost Savings

Automating workflows brings substantial cost savings to organisations. It reduces labour costs by streamlining processes and minimising manual tasks. For example, payroll processing time decreased from 16 hours to just 4 hours with automation; that’s an impressive 75% reduction in processing time.

Robotic process automation can analyse data swiftly and accurately, further driving down operational costs. Fewer errors arise when machines handle repetitive tasks. These combined benefits lead to heightened productivity and efficiency in business operations, allowing staff to concentrate on more critical aspects of their work.

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Conclusion

Streamlining workflows can transform how organisations operate. You learned about various types, such as sequential and rules-driven workflows. These approaches simplify tasks like sales order processing and document approvals.

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Take action today to improve your processes; the benefits will follow! Book a discovery call with smartflow to get started!