How To Create a Workflow To Automate Your Tasks

Workflow automation refers to the use of technology to carry out operations or tasks without the need for human interaction to improve productivity, lower errors, and free up staff members to work on more important duties by streamlining and automating business processes.

It entails setting up automated processes in which software programs carry out pre-planned operations in response to particular triggers and rules.

To ensure the effectiveness of workflow automation, rigorous planning, tool selection, and ongoing monitoring and optimization are necessary. All things considered, workflow automation is crucial for today's businesses looking to boost productivity and keep a competitive edge.

Steps of Creating a Workflow

Handcrafted workflows involve planning, organizing, and recording the procedures and phases that a particular action or set of actions must go through in order to achieve a certain goal. 

Here is a simplified example of steps required for a document approval process that includes manual workflow initially:

1. Start
   1. Initiate Document: Employee creates a draft document.
2. Step 1: Draft Creation
   1. Action: Employee drafts the document.
3. Step 2: Initial Review
   1. Action: Employee submits the draft to the manager for review.

From here, you can have two options to continue:

One, you can go manual where you have to create and manage the workflow manually. Second, you can simply opt for an easy workflow tool to automate your task for effectiveness.

Let’s see how you can create workflow using Nected.

Step 1: Logging in and Navigating the Nected Platform

1. Log In: Access the Nected platform by visiting Nected and logging in with your credentials. If you don't have an account, you’ll need to create one.
2. Explore the Dashboard: Familiarize yourself with the dashboard. It’s designed to be user-friendly, with clear navigation to access projects, create workflows, and integrate APIs

Step 2: Setting Up a New Workflow

On the left-hand panel of the dashboard, click on the "Workflows" option. This will take you to the section where you can view, create, and manage all your workflows. Click on the "Create Workflow" button.

‍Step 3: Define an API trigger

To automate your workflow, you need to set up an API trigger. This trigger initiates the workflow based on specific conditions. Click on the "Add Trigger" button and select "API Trigger". Define the parameters for the trigger, such as document type, source ID, or any other criteria relevant to your workflow.

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Step 4:  Add actions and rules

Next, you need to specify the actions that should occur once the workflow is triggered.

Click on the plus icon to add actions. These can include:

• Automate the extraction of relevant data from documents.
• Ensure that the data meets predefined criteria.
• Route documents to the appropriate personnel for approval.
• Update your database with the extracted and validated data.

Step 5:  Test the workflow 

Before deploying the workflow, it’s crucial to test each step. This ensures that all components work as expected and that the workflow logic is sound. Run tests to check if the API trigger activates correctly and if all subsequent actions are performed accurately.

Step 6: Publish your workflow

Once testing is complete and you are satisfied with the workflow's performance, publish it. This makes the workflow live, enabling it to handle real-time data and processes. After publishing, continuously monitor the workflow to ensure it operates smoothly. Use Nected’s built-in analytics to track performance metrics and identify areas for improvement. Make adjustments as necessary to optimize the workflow further.

By following these steps, you can effectively transition your manual workflows into automated processes using Nected, a low code/no code platform, enhancing efficiency, accuracy, and productivity within your organization.

Read More: What is Robotic Process Automation and how to implement it?

What are the challenges in manual workflow creation that Nected Solved?

Analyzing the constraints and limitations of manual workflows uncovers multiple challenges that might negatively impact productivity, accuracy, and overall effectiveness. Here's an overview of some common challenges and limitations:

• Complexity: Manual workflows can become complex, making it difficult to visualize and document accurately. Nected simplifies this with its intuitive user friendly interface, which allows users to easily design, visualize, and modify workflows, ensuring clarity and ease of documentation.
• Error-Prone: Manual workflows are susceptible to human error, leading to inconsistencies and mistakes in tasks. Nected reduces these risks with automated validation and error-checking mechanisms, ensuring more consistent and reliable workflow execution.‍
• Lack of Visibility and Control: Limited visibility into task status and control over processes, making it challenging to track progress and enforce standards. Nected solves this by offering centralized visibility and automated tracking through its dashboard and reporting features. This improves efficiency, accountability, and ensures predictable outcomes across projects.‍
• Limited Scalability: Manual workflows struggle to scale with business growth, requiring extra resources and causing bottlenecks. Nected solves this by providing dynamic scalability, automated resource management, and cloud-based infrastructure, ensuring seamless and efficient expansion.‍
• Collaboration Challenges: Nected provides us with robust role-based access control (RBAC), ensuring that authorized users can access specific parts of the workflow that actually facilitates collaboration.‍
• Time-Consuming: Manual tasks are often time-intensive, leading to delays and slow response times. Nected reduces this inefficiency by automating tasks, streamlining processes, and enabling quicker response times, enhancing overall efficiency and productivity.

Importance of Automated Workflows in Present Business Practices

Automating workflows has numerous critical benefits that help businesses remain competitive, efficient, and scalable. Here are some of the primary reasons why automation is essential:

• Increased efficiency and productivity: Automation reduces the time spent on repetitive tasks, allowing employees to focus on more strategic activities. This leads to higher productivity and more efficient use of resources.
• Cost Savings: By automating routine tasks, businesses can significantly reduce labor costs. Additionally, improved accuracy and efficiency can lead to cost savings in other areas, such as reduced waste and better resource management.
• Scalability: As businesses grow, manual processes can become bottlenecks. Automated workflows can easily scale to handle increased workloads without the need for proportional increases in staff.
• Improved compliance and audit trails: Automation ensures that processes are performed in accordance with regulatory requirements and company policies. It also provides comprehensive audit trails that can be essential for compliance reporting.

Read More: Top 7 Workflow Orchestration Tools

Conclusion

In conclusion, the guide on how to create workflow provides considerable benefits to modern businesses. By leveraging technology to automate repetitive tasks and optimize processes, organizations can achieve greater consistency, scalability, and cost savings. Automation also allows people to focus on higher-value jobs, which promotes innovation and business success. However, successful implementation requires careful planning, selecting the right tools.

To remain competitive in today's fast-paced digital market, firms may overcome problems such as complexity, unwillingness to change, and compliance issues by fully leveraging process automation. Overall, automation enables firms to improve productivity, agility, and customer happiness, thereby setting them for long-term success.

How to create workflow FAQs

Q1. Which processes can be automated using workflow automation?

Data entry, document approvals, email notifications, client onboarding, billing, and reporting are all examples of automated processes that can be performed across departments.

Q2. Can workflow automation replace human workers?

Workflow automation helps human workers by automating repetitive operations, allowing them to focus on more strategic and creative activities. It increases productivity and efficiency, but it does not completely eliminate the need for human intervention and decision making.

Q3. How can I select he best workflow automation technology for my business?

When choosing a tool, consider integration capabilities, ease of use, scalability, cost, and the specific features needed for your processes. By carefully evaluating these factors and considering your business's specific needs, you can choose the right tool that aligns with your objectives and supports your growth and success.