10 Essential Features of Workflow Management System

Today, most of the organizations are adopting the powerful Workflow Management Systems to boost their productivity as well as sales. It is the best way of automating the complex and time-consuming business processes. This saves both the time and effort of business owners, employees, and employers.

Therefore, business leaders are opting for a reliable workflow system that offers a ton of exciting features. A system let you manage different sorts of business activities, tasks with ease. However, most of the businesses demand the workflow automation system that can help achieve the desired organizational goals, but most of them fail to deliver the expected services. Sometimes, they are stuffed with unnecessary features or don’t give enough power to anyone out the control room.

Thus, it becomes essential to use the right Workflow Automation Management System that can fit into your business and offer you only required features.

To help you find the best WMS tool, we bring you the key features that can help you boost the productivity and sales of your business.

1. Graphical Representation of Processes

A graphical model of the process can help you understand the basic streamlining of business processes. It is a formal description that beautifully defines the different steps of a process and tells you to the outcome from each of those steps.
Interactive graphical modeling is an incredible feature of Workflow management system that can help you see process and activity definitions, roles of individuals and departments, resources and expected output from all the steps in the process.

2. Cloud-based technology

Choosing a cloud-based Workflow Management System can help you in many ways. A cloud-based technology lets you give approvals, access data and reports on the go. You can share data with your employees and client using your smartphones or tablets. It also prevents you from generating a mountainous upfront investment in software that you need to update continuously.

3. SLA Status Indicators

Workflow management tool should allow the workflow participants to cross-check the task status at any time. There is a feature like automatic email alerts that tells the next person in a sequence that the specific process is ready for his/her input.
In short, this feature is helpful at keeping the things on the track. You can check whether that particular step has been completed or not – this saves a lot of time. So, color-coded indicators play a crucial role in a workflow management system.

4. WYSIWYF Form Designer

Form designer is one of the vital parts of WMS tool that lets you see in real-time how your form will look like for your users. It lets you create a form that allows users to instantly fill out the information, without even wasting a one more second. Thus, try to create a form designer that is simple, user-centric and intuitive that quickly grasp the attention of the users.

5. Role-based Access Control

There might be some credential information in several workflows that should not be shared with everyone in the process. Therefore, every workflow management system should customize what each individual user sees and edits. A WMS should allow a project participant to edit the access control, without breaking or affecting any historical requests.

6. KPI-driven Reports

The workflow management system should have a KPI dashboard to let to analyze the overall performance of every process and participant. A powerful KPI based reporting function can help you see and evaluate the bottlenecks within that particular process.

7. Create Workflow Patterns

Some workflows are straightforward sequences. Some are multiple sequences working in parallel. Some involve tires of process that need to be accomplished in a specific order or a combination of process types.

Thus, the workflow automation software should support the creation of accurate workflow patterns, without affecting a particular structure.

8. Cloud Service Integration

Workflows should include documents, cash-flows, contact details, sales reports, and calendars that can help you accomplish the business processes as a whole. However, there are many WMSs that enable you to upload documents, but the best workflow automation tools integrated with cloud services such as Google Calendar, Quickbooks, SalesForce, and SAP that stores, and manages data and other files with ease.

9. Email notifications

A powerful workflow automation system sends you notifications through email on your device regarding upcoming approvals. It also allows users to customize the received notifications quickly and efficiently.

10. Cost-effective

The reliable Workflow Management System supports a monthly pay-as-you-go model where the fees to use WMS are all inclusive of running costs. This means you only need to pay for the number of users who are accessing the system.


Workflow automation system is one of the advanced tools in the business sector that helps you perform and manage the business processes quickly and efficiently, without affecting the structure of the workflow.

Workflow Management System

Editorial Staff at Techlofy is a team of Digital Marketing experts led by Ashfaq Ahmad.

Share via
Copy link