Workflows are one of the foundational elements in the operational framework of any successful business; they are crucial to achieving success in any category. Even if you don’t think you are using a workflow – you probably are!
For example, if you’re a small business owner and you own a shop, one of your workflows is likely inventory management. You regularly update your inventory, reorder as necessary and often check stock. You probably do it digitally, although you could still get away with tracking them manually.
And that’s just one of your tasks – you’d have many more workflows for all parts of the business!
Now in the context of a larger enterprise with hundreds of employees and areas to manage, manual tracking of workflows becomes very impractical and nigh impossible, especially in the digital age. In fact, most businesses, small or large, have been digitalised to some extent.
So if that’s the case… what’s the best software for managing workflows?
There are many workflow solutions that have been around for years, and you may have heard of some of them while trying to find your ideal workflow management tool.
In this article we examine a few of them, their pros and cons, and how to best select a workflow management tool most suitable for your business needs.
Workflow Management Tools
We will aim to provide you with a better understanding of three workflow management tools. It’s important to note that they have a few things in common and we won’t be stating them for each one individually: they are no/low code, don’t require extensive coding knowledge and have a friendly user interface.
Nintex
Nintex is known for its ease of use and integration capabilities. It's most suitable for businesses looking to automate and optimise a wide range of processes of any complexity – from simple to very complex.
Nintex is often chosen for its flexibility in integrating with various systems and applications, including Microsoft 365 apps, Trello, Zendesk and more, making it well-suited for organisations with diverse IT environments. Use cases for Nintex include document approval processes, customer onboarding workflows, and HR processes.
However, it tends to get very expensive and is mostly SharePoint-centric, which may not suit every business model.
Nintex Pros:
- Robust Features. Nintex provides a wide range of powerful features for building workflows and forms. It offers a rich set of actions and capabilities to automate complex processes.
- User-Friendly. Nintex is known for its user-friendly interface, making it accessible to both developers and non-developers. End users can easily create forms and workflows.
- Code Integration. Nintex allows you to incorporate custom code (JavaScript, SQL, etc.) when needed, giving you flexibility for more advanced scenarios.
- On-Premises and Hybrid Support. Nintex has strong support for on-premises SharePoint environments, making it a good choice if you are not entirely cloud-based.
- Community and Support. Nintex has an active community and provides paid support options, offering help when needed.
Nintex Cons:
- Pricing. Nintex's licensing model can be expensive, especially with the move towards subscription-based pricing, which may not be cost-effective for organisations with many workflows.
- Learning Curve. While user-friendly, Nintex still has a learning curve, particularly for advanced configurations.
- Limited Cloud Integration. Nintex's cloud integration capabilities are not as extensive as some cloud-native solutions.
- Dependency on SharePoint. Nintex is primarily SharePoint-centric, which may limit its use for organizations looking to automate processes outside of SharePoint.
Power Automate
If you’re already a Microsoft user, then Power Automate, as part of the Microsoft Power Platform, could be the right choice for you. It focuses on automation and integration within the Microsoft ecosystem, and enables users to automate workflows across various Microsoft 365 applications.
Power Automate is well-suited for organisations deeply embedded in Microsoft technologies, providing a seamless experience for tasks like data integration, approval processes, and notifications. It’s also very useful if you use SharePoint and need a simple workflow without necessarily using a third party tool.
Power Automate Pros
- Native Integration. Power Automate seamlessly integrates with Microsoft 365 and other Microsoft services, making it an excellent choice for organizations heavily invested in the Microsoft ecosystem.
- Cost-Effective. Power Automate is included with many Microsoft 365 plans, reducing the cost barrier for entry.
- Cloud-Centric. As a cloud-native solution, Power Automate is well-suited for modern cloud-based environments, including SharePoint Online, Teams, and other Microsoft services.
- No-Code and Low-Code. Power Automate caters to both no-code and low-code users, allowing a wide range of users to automate processes.
- Scalability. Power Automate scales well for organizations with many users and workflows, thanks to the inclusion in Microsoft 365 plans.
Power Automate Cons
- Less Advanced Features. Power Automate, while powerful, may not have as many advanced features as Nintex, and some complex scenarios may require more effort to implement.
- Less Flexibility with Code. Power Automate doesn't offer as much flexibility for custom code integration as Nintex, which may limit certain advanced use cases.
- Non-Microsoft Integration. While it supports some non-Microsoft services, Power Automate may not be the ideal choice for organizations that rely heavily on non-Microsoft tools.
- Limited Support for On-Premises. Power Automate primarily focuses on cloud and may not provide extensive support for on-premises or hybrid environments.
WEBCON
WEBCON is a business process automation platform with a strong focus on flexibility and scalability. Out of the three tools, WEBCON is the most customisable - it can be as simple or as complex as you want it to be, given its high degree of customisability.
WEBCON is a powerhouse for business process automation, designed to elevate any organisation's efficiency and agility. WEBCON works across all industries and works well for project management and tracking, real estate or retail, but is particularly suitable for industries such as finance, manufacturing, and healthcare; it truly shines in industries that demand intricate workflow solutions. WEBCON stands out with its unparalleled adaptability and scalability.
It’s a platform that doesn't just automate processes but transforms them into streamlined, dynamic workflows that evolve with your business needs. WEBCON's strength lies in its ability to provide bespoke solutions for whatever unique challenges, not limited to a specific environment as its own standalone solution.
WEBCON use cases include approval processes, compliance workflows, and scenarios where dynamic forms and extensive customisation are essential.
And as mentioned, while WEBCON is its own standalone solution, it can be integrated with SharePoint, Microsoft 365 and even custom code solutions if you need it to.
WEBCON Pros
- BPM Platform. WEBCON is a comprehensive Business Process Management (BPM) platform, which means it focuses on managing end-to-end business processes, not just workflows.
- No-Code and Low-Code. WEBCON caters to both no-code and low-code users, allowing a wide range of users to design and automate processes.
- Customization. WEBCON offers a high level of customization, allowing organizations to tailor processes to their specific needs.
- Integration. WEBCON provides a wide array of integration capabilities, including third-party systems, databases, and various data sources.
- Advanced Forms. WEBCON's forms are highly customizable and can be used to create complex applications beyond just data collection.
WEBCON Cons
- Steeper Learning Curve. WEBCON's flexibility and comprehensive features may result in a steeper learning curve, especially for users new to BPM platforms.
- Pricing. WEBCON's pricing may vary and could be higher than other workflow automation solutions, depending on the specific requirements.
- Focus on BPM. While it's a strength for managing end-to-end processes, it may be overkill for organizations looking for a simple workflow solution.
Which One Is The Best For You?
Of course, the choice will always depend on your organisation's specific needs and circ*mstances.
Nintex is suitable for organizations with complex workflow requirements, while Power Automate is an excellent choice for organizations already invested in Microsoft 365 and seeking a cost-effective, cloud-centric solution.
WEBCON, on the other hand, is a comprehensive BPM platform suitable for organizations looking to manage complex, end-to-end business processes with customization and integration capabilities. The choice should align with the specific needs and complexity of your automation projects.
If you’d like to talk through your options or you’re interested in Power Automate or WEBCON, please reach out to our consultants; we are more than happy to help you find your ideal workflow management tool.
