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What is a Workflow

What is a workflow?

History of workflows

5 types of workflows

Real-world case studies

The main benefits of workflows

Common workflow challenges (and what to do about them)

What are the 3 basic components of a workflow?

How to create a workflow

Workflow process flowchart

What is workflow management?

The benefits of workflow automation

Measuring workflow efficiency

Choosing the right workflow management system

Ready to create a workflow that boosts operations?

Workflow Diagram

What is a workflow diagram?

History of the workflow diagram

When to use a workflow diagram?

Benefits of using a workflow diagram

Steps to create a workflow diagram

Workflow diagram examples

Components of a workflow diagram

Turn workflow diagrams into action in Wrike

Process Mapping

What is process mapping?

How to create a process map

Types of process maps

Benefits of process mapping

Process mapping symbols

Process mapping examples

Business process mapping techniques

How to go from process steps to execution

Workflow Automation

Table of contents

What is workflow automation?

How workflow automation works

Benefits of workflow automation

Workflow automation examples

Example 1: IT support ticket management workflow

Example 2: Project intake and execution workflow

Example 3: Onboarding workflow

Best practices for implementing workflow automation

Key features to look for in workflow automation software

How Wrike’s workflow automation stacks up

Easy setup and rollout

Seamless integrations

Advanced customization

Real-time reporting and analytics

Groundbreaking Work Intelligence®

Optimize your workflows with intuitive automation

AI Workflow Automation

What is AI workflow automation?

How AI workflow automation works

Key benefits of AI workflow automation

Increased efficiency

Fewer manual errors

Better resource allocation

Faster decision making

Scalable processes

Real-time visibility

AI workflow examples

Project visibility and progress summaries

Operations coordination and adaptive workflows

Knowledge management and team onboarding

Task prioritization and decision support

AI workflow automation in project management

How to implement AI workflow automation

1. Identify automation-ready workflows

2. Define clear goals and success metrics

3. Choose the right AI tools and platforms

4. Start small with high-impact use cases

5. Integrate AI with human workflows

6. Monitor, learn, and optimize continuously

7. Educate and engage your team

Trends in AI workflow automation

1. The rise of AI agents handling end-to-end processes

2. Deeper integration of generative AI into workflows

3. Predictive automation for proactive decision making

4. Low-code AI tools democratizing automation

5. Focus on AI governance, data privacy, and ethical automation

Best practices for AI workflow automation

AI workflow tools

Smarter workflows start with AI

Workflow Management Software

Table of contents

What is workflow management software?

How to find the best workflow automation tools

Top 5 overall tools

28 workflow software platforms reviewed

9. Team Compass (by Weekdone)

13. ProcessMaker

14. Process Street

15. ProProfs Project

19. Freshservice

23. Simple Admation

Features to look for in workflow management software

1. Easy setup and fast onboarding

2. Straightforward integrations

3. Customization across teams and projects

4. Dashboards with multiple views

5. Real-time reporting and analytics

6. Built-in AI capabilities

Benefits of workflow management tools

Streamline workflows

Automated notifications

Automation tools reduce manual work

Handle complex workflows with less friction

Improve collaboration and task clarity

Reporting tools support process improvements

Workflow software vs. project management software

Project management software

Workflow management software

Hint: You might need both!

Why Wrike is still the best workflow software in 2026

Approval Workflow

What are approval workflows?

Types of approval workflows

1. Process approval workflow

2. Project approval workflow

3. Case approval workflow

How to design an approval workflow

1. Map the entire process from start to finish

2. Define roles and approvers at each step

3. Establish approval criteria and rules

4. Use workflow templates to standardize repetitive tasks

5. Automate notifications and status updates

6. Plan for exceptions and manual reviews

7. Test and optimize the workflow over time

Approval workflows in project management

What makes approval workflows essential in project settings?

How teams use Wrike for project approvals

Elements of an approval process workflow

Examples of approval workflows

1. Document approval workflow

2. Purchase order (PO) approval workflow

3. Employee onboarding approval workflow

Advantages of approval workflows

1. Improved efficiency

2. Increased transparency and control

3. Fewer errors and bottlenecks

4. Stronger compliance and risk management

5. Faster project delivery

6. Better stakeholder communication

Common approval workflow challenges

1. Lack of clear approval conditions

2. Too many manual steps

3. Unassigned or unavailable approvers

4. No visibility into approval status

5. Inflexible workflows

6. Poor integration with project management tools

7. Missing audit trail

8. Delayed final approvals

Choosing the right approval workflow software

Bringing clarity to every approval

Approval workflow software

How should you choose approval workflow software? (Key features and considerations)

Complete project management platforms with approval workflows

Creative approval and proofing tools

4. Approval Studio

Visual and whiteboard approval tools

Legal and enterprise approval tools

8. IntelligenceBank

Lightweight approval tools

10. Formstack by Intellistack

Self-hosted and open source approval software

12. Nextcloud Flow

Use Wrike to power your approval workflows

Project management workflow

What is a project management workflow?

How to create a project management workflow

Project management workflow examples

Why is project management workflow important?

Project management workflow templates

Benefits of project management workflow

Phases of project management

Project management vs. workflow management

Tools and techniques for effective project management workflow

Choosing the right project management methodology

Project management software and applications

How to manage workflows

Best practices for using project management workflows efficiently

What is an Agile workflow?

Agile vs. traditional workflows

How to create an Agile workflow

Step 1: Define your goals and workflow scope

Step 2: Build your product backlog

Step 3: Choose your Agile framework

Step 4: Map your workflow stages

Step 5: Set WIP limits and sprint cadence

Step 6: Assign roles and responsibilities

Step 7: Use the right project management tool

Step 8: Inspect, adapt, and improve

What are the advantages of Agile workflow?

What are the steps in the Agile workflow lifecycle?

Types of Agile workflows

Kanban workflow

Extreme Programming (XP)

Feature-Driven Development (FDD)

Understanding the Agile workflow structure

Agile in software development and project management

Turn project chaos into Agile with Wrike

Creative workflow management

Table of contents:

What is a creative workflow?

Importance of a structured creative production process

Phases of the creative production process

5 phases of a creative workflow

1. Project definition (AKA the brief)

3. Creative production

4. Review and feedback

5. Approval and project launch

Bonus stage: Debriefing

How to build a creative workflow process

1. Start with the creative ask — not just a task

2. Break the work into creative-friendly chunks

3. Define who needs to be involved — and when

4. Build in creative breathing room

5. Visualize the work

6. Close the loop with feedback and files

Benefits of a creative workflow

Examples of creative workflows in action

1. Campaign production workflow for a creative agency

2. In-house brand team workflow for marketing assets

3. Editorial workflow for a cross-functional content marketing team

Best practices of creative workflow management

Best creative project management tools

Project and workflow management

Design and asset creation

Video production and editing

Visual feedback and approvals

File storage and cloud collaboration

Upgrade your creative flow with Wrike

Business Process Management

What is business process management (BPM)?

Why is business process management important?

The business process management (BPM) lifecycle

Business process management benefits

What are the challenges of business process management?

Business process management vs. business process re-engineering

Business process management software and BPM tools

Business process management use cases

BPM best practices

What is the future of business process management?

How to implement BPM in your organization

Why Wrike works for production teams

Home
Workflow Guide

FAQ: Workflow Guide

Frequently Asked Questions

We’ve amassed a large number of frequently asked questions (FAQs) by new project managers and put them all here in our guide. While some of these terms and concepts may appear in the glossary, the FAQs allow us to dive a little deeper into each idea.

Workflows 6 questions

How to optimize operations with workflow analysis

Read the full article

What are workflow templates

Read the full article

Business Process Automation

Read the full article

Workflow Orchestration

Read the full article

BPM Workflows vs. Simple Workflows What’s the Difference

Read the full article

Business Process Modeling

Read the full article

Basics of Workflows

What is a Workflow
Workflow Diagram
Workflow Templates
Workflow Analysis

Workflow Automation & Technology

Workflow Automation
Workflow AI Automation
Workflow Management Software

Types of Workflows

Approval Workflow
Project Management Workflow
Agile Workflow
Creative Workflow Management

Workflow & Business Processes

Business Process Management
Process Mapping
BPM Workflow
Workflow Orchestration
Business Process Automation
Business Process Modeling

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