Top 8 Workflow Automation Use Cases in 2024
United States, 3rd Aug 2024 – There are so many ways to use workflow automation in almost every industry. We can’t list them all, but we’ll try to give you 8 main workflow automation use cases to show you how much you can automate with workflows.
What is Workflow Automation?
Workflow automation means using computers to automatically handle tasks, documents, and information according to set rules. When you do this, it should be a simple process that’s done regularly to improve how much you get done every day.
A workflow is a series of steps to complete a task. Workflow automation lets computers do those steps instead of people.
To automate a workflow, you first need to figure out all the tasks that make up the job. Then, you create rules for how those tasks should be done. Finally, you program the software to follow those rules.
Top 8 Workflow Automation Use Cases
Below are 8 popular workflow automation use cases that you should know. Let’s find out!
IT Service Desk
When IT doesn’t automate, it can create problems between IT and other employees. Doing things by hand and handling the same tickets over and over again can overload IT teams, leading to delays and frustration for other employees who have to wait a long time for help and don’t have good tools to fix their problems.
By using workflow automation in IT help desks, companies can solve these problems. This lets IT workers focus on more difficult issues and processes, making everything work better.
One example of automation in this area is using a chatbot, which is like a helper bot that talks to people. This chatbot can connect your company chat platform (like Slack) to other tools. By providing easy-to-use request templates within the platform, employees can create service requests quickly. The chatbot then creates a ticket in the IT help desk system and sends it to the right person for approval through a message in the chat platform.
The approver can review and answer the request with just a click, and the chatbot quickly tells the requester about the decision. This process gets rid of typing things in manually, makes things clearer, and makes requests and approvals faster.
Customer Onboarding
Customer onboarding is the process of welcoming new customers and helping them get started. It’s really important because it sets the stage for a good relationship with the customer. This process has many steps, like registering, checking information, verifying documents, creating an account, sending a welcome email, tracking progress, and connecting with the customer relationship management (CRM) system.
Doing this by hand takes a lot of time and if it’s slow, customer service suffers. Using a pre-made workflow, businesses can automate the whole customer onboarding process. This allows them to:
- Send automatic welcome messages and offer help
- Create a self-service area with information
- Guide customers through the process step-by-step
- Check customer information automatically
- Give suggestions tailored to each customer
Employee Onboarding
Most companies don’t have good onboarding processes for new employees. Many employees find the process cold, slow, and not helpful in getting to know the company. But using workflow automation can fix these problems. It can help give important documents to new hires, schedule meetings with mentors and colleagues, send surveys to get feedback, and much more. Let’s see how we can do this using WhatsApp.
When someone is hired, WhatsApp can start a series of actions:
- Account creation: Automatically create accounts for the new hire in HR, finance, and planning systems, as well as in access management software.
- Welcome email: Send a welcome email right away with instructions on technical stuff like taxes, banking, benefits, and checking if they’re eligible to work.
- Track progress: Easily keep an eye on how the new hire is doing with their onboarding tasks through a ticketing system, making sure everything goes smoothly.
Incident Management
Mistakes happen in every business, but an automated system can make it easier to find, fix, and prevent errors. Workflow automation makes this easier by helping to fix small, common problems. It also lets service team members update and track the progress of fixing the problem automatically, giving them time to focus on bigger problems.
For example, a chatbot can be used to create a ticket in the company chat system whenever there’s a problem. The chatbot can ask for details like a short description of the issue, the customer’s name, and how urgent it is. If needed, the chatbot can ask the user to make the ticket more important by clicking a button. This creates a ticket in the system that the engineering team uses to handle problems.
Once this special channel for fixing problems is set up, team members can easily see and work on the tickets together without having to switch between different tools, until the problem is solved.
Invoice Processing
Handling invoices takes a lot of work and people have to do a lot of things before a payment is made. Instead of using employees, workflow automation can take invoices from different systems, check the information, compare it to the database, start the payment, and keep a record for checking later. When you automate invoice handling, businesses can work faster and make fewer mistakes. This makes things better for the whole company by saving time and money and getting more done.
Electronic Health Record Management
Workflow automation is really important for making electronic health records (EHR) easier to manage. It makes things more efficient and improves patient care. With pre-made workflows and easy connections, healthcare providers can automate tasks like patient registration, scheduling appointments, managing data, assigning tasks, billing, reporting, and analyzing data.
Customer Support
Using automation in customer support can help a lot. By using tools like chatbots and online help desks, customers can find answers to their questions themselves, even before talking to someone. This saves time and means you don’t need as many staff, letting your workers focus on harder tasks and provide better help.
Payment Process Management
One of main workflow automation use cases I want to share is payment process management.
In the past, getting reimbursed for expenses involved a lot of steps and approvals. For example, a worker would email an expense report to their manager, who would check and approve it before sending it to the finance team. Someone in finance would then have to type the report into their system and then write a check to send back to the worker.
But, workflow automation makes this process much easier. With the right automations, when an expense form gets to the finance team, the information is added to the system automatically. This means the money owed to the worker is added to their next paycheck without any extra steps.
Source: blog.rpa-cloud.io
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