What is Workflow automation?

Workflow automation is a powerful way through which teams can streamline their everyday tasks and processes in their organization. Imagine if all the repetitive and time-consuming tasks are handled automatically, leaving you with more time to focus on creative and strategic tasks — that’s precisely what workflow automation does for you. Workflow automation is all about making your team more competent and more efficient. So whether your business is in e-commerce, food and beverage, healthcare, wineries, education, or any other industry, workflow automation can be a game changer. Let’s dive in and explore how it can transform the way you work with workflow automation software.

Workflow automation

Workflow automation: Definition

The way organizations operate is changing every day. The booming advancements have revolutionized how teams function, from small businesses to large enterprises. One such innovation is workflow automation. Think of it as a smarter way to use technology and make your teams more productive. 

Workflow automation is a game changer that can streamline the way you and your teamwork. It helps to streamline operations, reduce repetitive tasks, and boost productivity.

 Workflow automation is about leveraging technology to systematically automate and optimize a series of repetitive steps or tasks and processes. Workflow automation software is a specialized tool designed to act on pre-defined instructions that help automate tasks that are time-consuming, monotonous, and prone to human error. It allows your team to increase productivity, reduce errors, meet deadlines quicker, and go to market faster.

Let’s understand it with the help of an example. Say you are a graphic designer working on a crucial campaign with tight deadlines. Instead of spending all your time organizing files, coordinating with teams, sending reminders, and requesting feedback, you can set up a defined workflow and automate this entire process. This is how workflow automation software can help you work smoother, faster, and stress-free.

What are the benefits of workflow automation software?

Workflow automation software has become vital for every business. It acts as a digital assistant, helping teams work faster, easier, and quicker. With workflow automation in place, each business can achieve goals faster and work more efficiently, cleaning up processes which would have otherwise been slow, inconsistent, or prone to mistakes. Here’s an in-depth look at why workflow automation software is essential:

Save time

Saves time

Workflow automation software are specialized tools that automate repetitive tasks, freeing up your time to concentrate on tasks that are highly strategic and on priority. It helps teams to save time substantially, which in turn can be redirected towards other tasks that demand human expertise. It is just like your digital assistant that ensures all routine work is managed efficiently, granting professionals more time for meaningful contributions and help achieve organizational goals.
Reduces errors using workflow automation

Reduces errors

There’s no doubt that automation reduces human errors. Workflow automation software can play a pivotal role in helping teams avoid huge disasters. In case of legal and finance teams where mistakes can invite a lot of trouble, automated workflows can execute the tasks in a consistent and error-free manner. At its core, workflow automation minimizes costly errors and helps teams work with precision.
Save cost

Saves costs

One of the most underrated benefits of workflow automation software is the cost saving that comes along with it. With workflow automation, you can likely reduce all expenses for extensive manual tasks. Over time, these cost reductions can turn out to become a substantial amount. Moreover, workflow automation helps in efficient allocation of resources.
workflow automation software

Boosts productivity

Workflow automation software acts like a catalyst for boosting the overall productivity of your team. 
  • It helps in the streamlining of processes and removes bottlenecks.
  • It helps in creating optimized workflows that allows tasks to be completed faster and in a much more efficient manner. 
  • It helps tasks flow seamlessly, allowing teams to focus on their work without unnecessary delays.
This can help in not only boosting the overall output but also enhancing the quality of work. In a nutshell, workflow automation is the key to doing more in less time, making it an invaluable tool for businesses seeking to maximize productivity and efficiency.

Improves collaboration

Workflow automation tools are a great way to foster collaboration across remote teams. These tools act as bridges, ensuring seamless communication and teamwork regardless of how teams work.
  • It helps in centralizing processes and data so that everyone on the team can access the same information, making it easier for team members to stay on the same page.
  • It helps in coordinating efforts and helps progress smoothly ensuring all deadlines are met promptly. This helps in improving the overall quality of work and also creates a more cohesive work environment.

Ensures compliance

Workflow automation software is a vital tool, especially for industries where regulatory compliance is crucial like healthcare, finance, and legal sectors. These tools act as  guardians, ensuring that every required step is meticulously followed. They ensure that  they adhere to defined processes so as to risk the costs of non-compliance. By automating workflows, businesses in these industries create a reliable system that leaves no room for oversight or errors in complying with intricate regulations.

Who uses workflow automation software?

Workflow automation software is a versatile tool that is used widely across a spectrum of industries. Workflow automation helps to streamline business operations, enhance efficiency, and boosts productivity. Let’s explore how various industries rely on workflow automation software to optimize their processes and achieve their unique goals.

Direct to consumer

In the direct to consumer industry, where businesses sell products directly to consumers, a workflow automation software can help manage orders, ensure fulfillment, and even help in managing the inventory efficiently. For example, in a workflow automation tool like Artwork Flow when a customer places an order online, an automated workflow can start the process of order fulfillment, update inventory, and even generate shipping labels. In this way, the products can reach customers in an accurate and prompt manner, enhancing overall customer satisfaction.


Cosmetics companies can use workflow automation software to streamline their product development. It can either be packaging or just label management. Automation also helps in managing the complexities of regulatory compliance by ensuring that the labeling requirements, and other safety assessments are met accurately. Additionally, it also helps in the coordination of product launches, marketing campaigns, and supply chain logistics, allowing cosmetic brands to stay competitive and meet customer demands efficiently.

Food and beverages

In the food and beverage industry, workflow automation software is crucial for quality control, supply chain management, and compliance with food safety regulations. For example, in a beverage company, automation can assist in tracking the entire process, from manufacturing, to packaging, and shipping. It ensures that each step is executed with precision, contributing to consistent product quality and compliance with industry standards.


Retailers employ workflow automation to streamline inventory management, pricing, and customer interactions. For instance, in a clothing store, automation can help manage inventory, label compliance, and even help manage marketing campaigns.

Media and entertainment

Media and entertainment companies rely on workflow automation to manage content production, distribution, and marketing. For example, in a video production studio, automation can be used to track content production, schedule shoots, manage budgets, review output, and coordinate post-production tasks. This can help in ensuring that your entire team stays on track and keeps you ahead on all your projects.

E-commerce businesses

E-commerce companies use DAM systems to manage product images, descriptions, and marketing assets. It aids in maintaining product catalogs and ensures consistent product branding across various platforms.

Banking and finance

Workflow automation is fundamental for financial institutions, including banks and other financial institutions, where accuracy and compliance are crucial. These institutions use automation to streamline loan processing, account management, and regulatory reporting. For instance, in a bank, automation can be employed to assess loan applications, reducing the time it takes to make lending decisions and ensuring that the institution complies with the right  regulations.


In the insurance industry, workflow automation software helps insurance companies manage claims processing, underwriting, and policy administration efficiently. For example, in an insurance firm, automation can be used to assess insurance claims by quickly processing documents, verifying information, and determining claim eligibility.


Educational institutions, such as schools and universities, use workflow automation to manage student enrollment, course scheduling, and administrative tasks. For instance, in a university, automation can simplify the enrollment process by automatically updating student records, managing tuition payments, and much more.


Workflow automation is indispensable in healthcare, where accuracy and patient care are essential. Healthcare providers utilize  workflow automation to manage patient records, billing, and so much more. For example, in a medical practice, automation can assist in appointment reminders, ensuring that patients receive timely notifications about upcoming appointments. This reduces no-shows, improves patient engagement, and optimizes appointment scheduling.


Wineries benefit from workflow automation to manage the complex processes that can include production, manufacturing, packaging, labeling, to even tracking your marketing campaigns. It helps in contributing to the overall production, and functioning of the organization.

What should I look for while purchasing workflow automation software?

Efficiency is undoubtedly the key in every organization. The goal of every organization is to streamline the way they function so as to save time and resources. Here is where a workflow automation software can help. It can automate all your repetitive tasks, reduce errors, and also boost your overall productivity. Here are a few essential factors  to consider before purchasing a workflow automation software:

1. Ease of use

The first factor to consider while picking a workflow automation tool is to ensure that it is easy for everyone on your team to use. You don’t want your team to spend weeks together on navigating how to use it. Pick a software that has an intuitive interface with a smooth onboarding process so your team can start using it effectively in a day or two.

2. Integration capabilities

The next factor to take into account is to see if your workflow automation software is well integrated with other applications and tools that your team uses everyday. For example, if you are using workflow automation software and want to onboard your design team and if your software offers integration to different applications in the Adobe Creative Cloud suite, it can help them to work smoothly without any disruptions in the workflow.

3. Scalability

For any software that you look to purchase, scalability is a key factor. As your organization grows, so do your needs to automate tasks. It is essential to ensure that your software can accommodate the increase in the volume of tasks and users without a significant drop in performance or a hefty price increase.

4. Security

Securing data is one of the top concerns for every business. You can look for workflow automation software that are ISO, SOC 2 compliant, and have a host of security features. You can also ensure that the tool you pick complies with industry standards like <>,<>, <>, depending on what your organization needs.

5. Customization

No two businesses are the same and you need to have the workflow automation software that is customized to your needs. It should be able to adapt to all your specific processes and requirements. You can also check if the workflow automation software provides templates that can modify and support any custom workflows that you create for your team.

What are the differences between workflow automation and robotic process automation?

Here are ten key differences between workflow automation and robotic process automation:


Workflow automation

Robotic process automation


Manages and streamlines processes across teams in the organization.

Automates individual discrete tasks.


Handles the overall workflow and process in the organization.

It targets specific repetitive tasks and actions.


Works on a broader function range with simpler features.

Deals with specific and complex tasks.


Involves a higher percentage of human decisions and interactions.

Completely automated and requires minimal human output.


Can seamlessly integrate with different tools and applications.

Works with existing applications without any major changes.


Generally has lower implementation costs.

Can become expensive due to maintenance and development.


Suited to manage processes at a larger scale.

Effective for handling specific repetitive tasks.

Why Artwork Flow is the right workflow automation software for you

If you're evaluating your options in the market, Artwork Flow stands out as the most prominent solution. Here's why Artwork Flow might be the right fit for your workflow automation needs:

1. User-friendly interface

Artwork Flow can be the right fit for your team because it has a user-friendly interface, intuitive design, and a host of AI-intelligent features. Your team can jump in and start automating tasks and processes without extensive training or expertise.

User-friendly interface

2. Create complex and flexible workflows within your team

With Artwork Flow’s flexible workflows feature, you can create complex workflows at scale without any manual work. With flexi workflows, you can visualize the flow of your tasks and build a structured series of tasks in a parallel or in a series manner.

complex and flexible workflow

3. Tailored to your team

At Artwork Flow, we recognize that every business is unique, and we've built Artwork Flow to ensure that it can adapt to your specific workflow requirements. Whether you're in marketing, design, or packaging, Artwork Flow can be tailored to your needs.

Tailored to your team

4. Seamless integration

Are you worried about disrupting the way you work? Artwork Flow is built to integrate seamlessly with the software and tools you already use. Artwork Flow can seamlessly integrate with Slack, Figma, Dropbox, Google Drive, Teams, and many more tools coming soon. This way, you won't have to think about a complete overhaul in your work and instead, bring your team on the same page, saving time and resources.

seamless integration

5. Compliance-ready solution

Irrespective of any industry, compliance with regulations is a must. Artwork Flow is built with this in mind. As a workflow automation  software Artwork Flow offers automated checklists that enables your brand to comply with industry standards and all regulatory frameworks. Artwork Flow also offers a brand guidelines feature that can help you ensure that all your creative and messaging are attuned to your brand.

compliance ready solution

6. Templates for quick start

Automation can easily become overwhelming. To help you get started quickly, Artwork Flow simplifies the process by offering pre-built workflow templates. Artwork Flow offers over 20 in-built templates for different use cases that serve as a starting point, helping you save time and effort in setting up your automation workflow. You can also create and save your template for repetitive use within your Artwork Flow interface.

7. Robust security

At Artwork Flow, we go the extra mile to secure and protect your data. Artwork Flow is ISO-certified and SOC 2 compliant, with robust security features, including encryption and user access controls. Rest assured, your sensitive data will be well-protected.

robust security

8. Proven track record

Don't just take our word for it. Artwork Flow has a track record of automating workflows for brands like Jones Dairy Farms, Hovid, Simply Lunch, and many more. We've increased their visibility into processes by 100% and improved approval rates to over 400%. So there's no reason to wait to automate your workflows — start your automation journey with the Artwork Flow and book a free demo.

workflow automation track

Frequently asked questions

Can workflow automation work with my existing software?

Creative management software is a cloud-based software that helps brand and creative teams to manage, organize, store, and track creative projects. Artwork Flow is an AI-powered creative management software that helps you maintain a single source of truth for your brand and grow it all in one place. Your journey to making intelligent creative starts here.

What types of tasks and processes can be automated with workflow automation?

In simple words, creative operations management refers to how brand and creative teams manage their creative workflows and improve productivity. Artwork Flow can help teams map their creative operations process, ensure seamless creative management, maximize productivity, and eliminate launch delays. 

Can I customize and modify automated workflows as my business evolves?

Creative management platforms like Artwork Flow can help streamline the creative process and allow you to work on creative tasks rather than being stuck between email tabs and different applications. Creative project management software helps ensure that all your creative assets align with your brand. 

With Artwork Flow’s AI-powered creative management software, you can add colors and typography and check your asset across your brand guidelines in just a few seconds. In addition to that, you can manage all your brand assets in a centralized repository and collaborate in real time. Unlock your brand’s creative journey with Artwork Flow.