What is Workflow process and different types of workflow process

What is Workflow process

The sequential arrangement of procedural tasks that occurs for effortless processing of tasks, documents, and the information is known as workflow process. It is a magical way to maintain coordination among employees, multi-tasking staff and other members of an organization. If a company holder is seeking enhanced productivity and managerial efficiency, then maintenance of a workflow process is something that can help a company touching the sky.

The workflow process is quite usual among almost every businessman as it assists in gathering knowledge about the progress of some services or projects. It does not depend on types and functions of industries, but, whenever there are two or more than two people are involved in the management of something, it gets created. Thus, a simple series required for conduction of good processing is known as workflow process.

Regardless of human beings, computers or any super digital devices, a workflow defines them all. But, it has three primary qualities or can say its terms or conditions, without which it does not make sense. On the very first note, repetitions will always be there. Another is that workflows cannot define the working of a single person. Last, but not the least say that progression of steps cannot be unpredictable at any cost.

  • Definition of Workflow process:

The renowned and reliable encyclopedia of words, the Oxford dictionary defines the workflow with this definition: “The sequence of industrial, administrative, or other processes through which a piece of work passes from initiation to completion.” Thus, the description is quite lucid to articulate the real meaning of workflow.

  • Types of Workflow process:

After understanding the term, now comes to know the types of tasks involved in a workflow process, then one can divide these into two categories, human or computer-based tasks. Human tasks include creation and approval of documents along with the picking data from various files and compilation of that. On the other hand, the tasks which involve analysis, and transfer of data from one source to another lie in the category of system tasks.

  • Workflow management system:

While paying a keen eye to a workflow process, there comes a new term “workflow management system,” which can be depicted as the compilation of some workflows. A bit more than the sequential arrangement of tasks provides the real meaning to the management system of workflows.

Suppose you are looking at the workflow process of a consumer, then you can arrange the steps from the choice of things, preparation of invoice and purchase for paid items. But, on the other hand, the same process will be there in case of vendor too. So, management of both processes will be conducted by the retailer which is known as a management system for the same.

  • Types of Workflow process:

While coming to types of process, one should keep in mind that neither the kind of workflow process nor arrangement of tasks can be identical in all the cases. Hence, there is a need to have a look at the types of process, so that one can illustrate a clear interpretation of tasks from provided data. There are three types, which are defined as follows.

  1. Sequential Workflow

As the name suggests, the sequence must be moving forward in the case of the sequential workflow process. A standard flowchart is a perfect option to describe this type, where one step comes after another, without any backward movement.

Illustration: Suppose we are depicting a flowchart in the formation of curd, then we will add milk and some amount of lactic acid into the same. This will lead to fermentation and curd is ready to serve. But, if you are thinking to make the milk back from curd, then it is next to impossible.

Thus, it is straightforward to understand the sequential process by relating the term with this illustration as the process does not contain coming back to the initial stage.

  1. State Machine Workflow

“State” to “State” are those words which can add meaning to the terminology of state machine workflow. These workflows are bit composite as these contain both to and fro motions of the steps involved into it. If there is any requirement of coming back to the initial or previous steps, then it is not much challenging to achieve that level in these workflow systems.

Illustration: Suppose a customer visited a cafe to have coffee, then the process of formation will be identical in each case, but he may need to warm the coffee again, then the provider needs to incorporate some steps back.

With this example, you can understand that the state machine workflow process contains returning to the previous steps if needed. The progression of levels of the performance of tasks is all which can compile to make the formation of the whole process.

  1. Rules-driven Workflow

Rules-driven workflow is not much different than the sequential one, as its implementation is based on the same strategy. But, there is the addition of some triggered rules as the progress of the workflow chart depends on those rules.

Illustration: Suppose a customer is willing to buy a dress, then the sequence of workflow will remain the same. But, the whole chart will get differentiated by the choices. For example: If an individual wants to buy a black dress, then they can get the size 34 only, and if yellow, then all the sizes are available. Then, the step A, which includes a choice of color and size may vary according to demand. But, step B which provides for payment will remain the same.

In this way, we can understand that the rules-driven workflow is quite identical to the sequential one, as there is no back movement, whereas steps can diversify.

  • Benefits of arranging the workflow process:

The coordination of tasks through the workflow process endows the people in business with a plethora of advantages, which are as follows.

  • The processes will have more transparency than before.
  • The reaction time in the businesses will get a rapid increase.
  • More will be the production.
  • Accountability will get improved with the implementation of the workflow

What is Workflow? 50 examples of a Workflow process

Workflow merely is defined as the execution or automation process which takes place in the business. It is responsible for transferring information as well as documents from one applicant to another for suitable action.

This process of communication is transferred according to procedural rules. The term applicant is suitable for a person, or it involves an automated process such as a computer system. This can take place in local as well as a remote organization. The primary purpose of a workflow process in an organization is to coordinate the tasks between several groups of people. This can be essential for synchronizing data between two partial systems, for receiving ultimate goals or improving organizational efficiency, profitability, and responsiveness.

In simple words, the workflow Process refers to a sequence of activities or documentation which is used to achieve a business outcome. In some cases, the process can be linear which can be in the form of actions as well as pre-defined business rules. Workflow process involves illustration of regulations or activities to identify the steps which are either automated or human-based. The working of a workflow process can be in the form of a data flow diagram.

Working of a workflow process:

Working of workflow process starts with sending a request or by merely giving inputs. In this mechanism, several steps are taken for superior outcomes which are also known as output. Workflows processing can be transformed or passed from one level to another.

The processing can be in the form of block chains or step by step workflow engine. This can be used in handling the multitasking systems such as computer systems. Through workflow analysis, every business or an organization can examine the current scenario of working through step by step procedure. Thus we can say it is used to rectify the current state or to build proper levels for a futuristic approach.

The idea of workflow processes begins with manufacturing; thus the up to date businesses are adopting this term for capturing the levels taking place. This can also be notified as “business process management.” Business psychoanalyst takes help of workflow tools for the growth of a business. Whether it’s about integration or examining the automated processes can eliminate manual steps individually.

Benefits of workflow process:

  • Improved accountability
  • Process transparency
  • Improved productivity
  • Faster business reaction time

50 examples of Workflow process:

Ecommerce Sales Workflow:

Some of the examples of sales workflow are effective for process management. This can provide the idea of top-line revenue growth as well as bottom-line cost management improvement. In terms of E-commerce websites, sales workflow process involves customer-online order-payment methods-delivery. It is about how everything is linked and organized.

Customer success Workflow:

The Workflow process in terms of Customer Success can be explained as a group of activities which are used to increase the production or can build stronger bonds.  These activities involved in this process are telephone calls, site visits, online conferences, analysis of the product, general research.

The elements used in this process are:

Strategy-process-people=increase the productivity

Project management Workflow:

As this process is used to manage the projects or a time-bounding venture and job that are used for serving a specific purpose. Projects management is specially designed for a specific outcome such as services.

Marketing Workflow:

It can be in the form of advertisement such as blogging, social media to increase the awareness among customers. Content marketers can take help of link Process Street to tools for writing as well as promotion.

Human resources Workflow:

Dealing with HR processes, such as employee onboarding as well as offboarding, comes under it. Computerize the repetitive tasks which take place in the day-to-day workflow process.

Team communication Workflow:

Communicating with a team to reduce the number of places throughout the process is considered as the main advantage of a workflow. Thus we can say sharing information from one place to another through an automated system is quite preferable.

File management Workflow:

In this, we can deal with the various documentation processes such as invoices, contracts or any files. You can either copy them or shared through Dropbox as well as Google Drive.

Manufacturing Workflow:

It can also be used in the product assembly process, such as for quality assurance or in case of corrective as well as preventive maintenance process.

Finance Workflow:

Managing a budget or for preparing financial worksheet this process of workflow is quite effective. Moreover, in this digital era, you can figure out the financial structure of the company as well as can perform various functions such as an invoicing process, risk management, and a billing process.

Health sectors Workflow:

Maintaining records or categorizing equipment according to its working can be arranged through the workflow process. This can be used regarding medical assessment, as well as preparing records of patients and other staff. Hence we can say it can be used in hospitals or clinics.


In this digital era every single sector is growing rapidly; no doubt all credit goes to the automation industry. Talking about banking a single mistake can lead to great problems thus the workflow process is used in creating customer onboarding, or credit check systems.


Undoubtedly online booking is an advantageous feature of technology. This can save time as well as can provide better options. In this process, the workflow system can hold the data of either trip bookings or agent billing.


Talking about one of the important sectors, i.e., defense the process of workflow plays a vital role. It is beneficial in terms of situation room process as well as the emergency management process.


In top MNC’s HR has to perform several roles such as starter’s process, a leaver’s process, and a vacation request.

Public Sector:

Step by step procedure either in terms of various applications such as ATMs, traffic lights or digital, etc. The proper system is used to manage the working scenario which is not possible by having a workflow system.

Government services:

There are number of applications which are used for registering government services as well as going through the process of working.


In this, a workflow process can be used for a safety audit, a legal check, etc.

Filling a job vacancy:

In this, we can consider the working process such as publishing vacancy on the website, notify hiring, engaging customers, interview, and joining, etc.

Approving expense claim:

In various sectors employees have to go through the process of expense claims. In this, a workflow process is used to fulfill various steps such as submission of expense, approval or rejection comments, and paid expenses.

Approval document:

Workflows often include approval or rejection data. The approval documents are further assessed to save files from Google Drive, and further send them to customers through notifications email. It involves certain steps to review document, updating and achieving files.

Opening account:

This involves the onboarding process which can be used in a bank or any business.

Process insurance claims:

An electronics industry configures a proper data flow diagram. Through a standard software solution, you can easily understand the process of an insurance claim. For example, through this, you can visualize the high-level process, with the latest techniques for partitioning complex work.

Fulfill purchase order:

In this process, you can easily check the notification of purchase details through email. The various steps are included in this such as check purchase order, wait for available stock, shipment of product, send rejection notifications, issue invoice.

Invoice customer:

A critical process such as payment methods are the perfect examples of workflow automation. These are used to avoid delays or if forgotten tasks. Some steps like slow handovers as well as manual notifications come under it.

Follow up contact:

There are certain tools which can be easily used in the process of workflow automation. For following the contact sales lead the initial startup which involves certain steps such as sending a friendly response, research lead, and request sales meeting, etc.

To purchase requisition business process:

A workflow process is used to control purchase requisition. After creating a purchase requisition, with a workflow process, your supervisor can approve it.

Example of a service request business process:

In this, a workflow process is created to handle the service requests. Moreover, an entrepreneur can use various other tools or software for service desk functioning. Through a workflow process, you can start a record management process.

Example of a work order business process:

In this, it is used to manage work order. After generating the preventive maintenance work, the route is configured.

Business process automation examples in a logistics company:

Help to manage the complex processes by a single block chain process such as a logistics company. To handle hundreds of customers, internal controls as well as maintaining costs a chain is created.

Business process automation examples in a network of gyms:

We can say that either in small business or branches, to offer services automation processes is created.

Business process automation examples in a mining company:

Companies take help of workflow process to sort out the complex operations, and for major investments.