![\"A](\"https:\/\/blog2workato.wpengine.com\/wp-content\/uploads\/2026\/09\/EUTMUHkH9xf44rRZn66op8kRgYxj8Xh3MiArlLk7F6AblfziIcmpzmhMpONeANP2zVw4nEWdqXSZgqvY2cMVanPBBcqshx-DKjRhzbcjhnseOqdqw8hPMxi8KTmYqebZKB2Tz5uus0.png\")
<\/figure>\n<\/div>\n\n\nTo give you a better idea of why these automations are gaining widespread adoption, we\u2019ll break down several use cases that are invaluable to the business. We\u2019ll then go on to explore how you can implement any. <\/p>\n\n\n\n
But first, let\u2019s address the tool you\u2019d use to implement them: a workflow application.<\/p>\n\n\n\n
What is a workflow application?<\/strong><\/h2>\n\n\n\nIt\u2019s a type of application that allows you to automate a business process.<\/strong> This can either be automating a specific task within a process or an entire process.\u00a0<\/p>\n\n\n\nNote: A workflow differs from a workflow application in that a workflow is simply the set of steps a process undertakes. <\/p>\n\n\n\n
Here\u2019s a brief snapshot of the processes you can optimize with automation\u2014where you can either focus on automating these processes end-to-end or at an individual task level.<\/p>\n\n\n\n
\n- HR: <\/em>onboarding, offboarding, day-to-day approvals<\/li>\n\n\n\n
- Sales\/marketing:<\/em> lead routing, lead enrichment, quote approvals<\/li>\n\n\n\n
- IT\/support:<\/em> Incident management, app provisioning\u00a0<\/li>\n\n\n\n
- Finance:<\/em> order to cash, procurement, payroll<\/li>\n<\/ul>\n\n\n\n
Related: <\/em>What is workflow automation? Here\u2019s everything you need to know<\/em><\/a><\/p>\n\n\n\nCommon workflow application examples<\/strong><\/h2>\n\n\n\nLet\u2019s look at some of these automations in action:<\/p>\n\n\n\n
1. Streamline employee onboarding so that new hires can hit the ground running\u00a0<\/strong><\/h3>\n\n\n\nEvery incoming employee, regardless of department or level, will need access to a specific set of apps in order to be successful. And if you manage to give them access to these apps by their first day, they\u2019re all the more likely to be a success. <\/p>\n\n\n\n
Here\u2019s a closer look at how you can easily provision each new hire with the right combination of apps by their first day.<\/p>\n\n\n
\n![\"An](\"https:\/\/blog2workato.wpengine.com\/wp-content\/uploads\/2026\/09\/QMPrzKw4_8fjGtsQhoZgVFOw7ySeFd5aKd4t5ZcJ5Cv__ePAqvSAoYtv-74HXBepsMyFw4pyaU2452EfcxJW2JcXow6ZKVfFzxg3NwJ2-uqBib9xixrxw-WpCyV8vUbCjUsYwi_ds0.png\")
<\/figure>\n<\/div>\n\n\n\n- As soon as a new hire notice gets sent out by an HRIS like Workday<\/a>, the workflow application triggers the workflow.<\/li>\n\n\n\n
- The hiring manager receives a message notification in a business communications platform like Slack<\/a> that asks them to select the apps they\u2019d like their incoming team member to have.<\/li>\n\n\n\n
- Once their selections get made, IT receives the requests in a specific channel within their business communications platform. A member of that channel can then go on to confirm that there are enough licenses across those apps to fulfill the hiring manager\u2019s requests.\u00a0<\/li>\n<\/ol>\n\n\n\n
Assuming there are, they can go on to schedule the appropriate provisions by the new hire\u2019s first day. <\/p>\n\n\n\n
Related: <\/em>5 onboarding automations that can delight your new hires and help them be productive<\/em><\/a><\/p>\n\n\n\n2. Automate lead enrichment so that reps can reach out to prospects faster<\/strong><\/h3>\n\n\n\nOnce a new lead arrives via a form completion, it likely still needs to be enriched. Otherwise, deciding whether to route the lead and who to route it to is nearly impossible. <\/p>\n\n\n\n
Here\u2019s an automation that lets you enrich a lead, quickly\u2014allowing your team to route it in near real time to the appropriate rep while minimizing the costs associated with using lead enrichment tools. <\/p>\n\n\n
\n![\"A](\"https:\/\/blog2workato.wpengine.com\/wp-content\/uploads\/2026\/09\/K4XUsJWpYWxNy6F9h8KUKf75i7YgZ7pSKseYRO7TRKNl0fonyjHldRAs99zMXDG4KkIvrhNfgDTng67ErwB5tE9wFz9sI8eSmFePtViOY0WBKbT7w6IwLIzElVtNWdSdqz5eFzvFs0.png\")
<\/figure>\n<\/div>\n\n\n\n- Once the lead arrives, they\u2019re enriched with first-party data (e.g., email).<\/li>\n\n\n\n
- A workflow application then looks up the remaining missing fields via your preferred data enrichment tool (e.g., using D&B to gather their first and last names).\u00a0<\/li>\n\n\n\n
- The workflow management system then uses your 2nd favorite data enrichment tool to look up additional fields that are still missing (e.g., using ZoomInfo to retrieve their company name).<\/li>\n<\/ol>\n\n\n\n
This process repeats until the workflow management system finds all of the required fields, at which point the application would route the lead to the right rep.<\/p>\n\n\n\n
3. Expedite the process of scheduling office visits to encourage safe, in-person collaboration<\/strong><\/h3>\n\n\n\nAs your business navigates the challenge of bringing employees back into the office, you can make it all the easier on your requesters and office managers by streamlining the first step: having employees upload their Vaccine Card.\u00a0<\/p>\n\n\n\n
Here\u2019s how it can work when you use a chatbot that\u2019s powered by a workflow application:<\/p>\n\n\n
\n![\"The](\"https:\/\/blog2workato.wpengine.com\/wp-content\/uploads\/2026\/09\/Bk4vJV16GK8MBneU3UWXYapQDZ9Vg4lsfW8PQBdZr-pswbACh3wTHP7IIGYPZj0z25Lr1uXwSsFtpV-exZaz-FPKdnkZqQVi28-ggsvveigVTLjvOvQd0AjffaJzIyFnsmkPGchfs0.png\")
<\/figure>\n<\/div>\n\n\n\n- The employee accesses a chatbot within your business communications platform and tries to make a reservation to visit an office.<\/li>\n\n\n\n
- The chatbot checks their vaccination status. If they\u2019ve already uploaded their Vaccine Card, they can go on to make the reservation, whereas if they haven\u2019t, they\u2019d be prompted to upload it.\u00a0<\/li>\n\n\n\n
- If the employee uploaded their Vaccine Card, the chatbot would prompt the appropriate admin to review it; once the admin approves it, the employee can go on to make a reservation.<\/li>\n<\/ol>\n\n\n\n
Related: <\/em>How automation can help you bring employees back into the office safely<\/em><\/a><\/p>\n\n\n\n4. Empower support reps to identify and resolve client issues faster<\/strong><\/h3>\n\n\n\nAs your sales reps and account managers engage with clients, they might uncover issues that require support to step in. <\/p>\n\n\n\n
To help them notify support quickly, easily, and effectively, you can implement the following custom workflow:<\/p>\n\n\n
\n![\"A](\"https:\/\/blog2workato.wpengine.com\/wp-content\/uploads\/2026\/09\/tvpuP-V6eHVffz9sS5h7NnZ2t0bu4LQ8Wv3v0TtS7RLlhwZEFCnZkxiUEZH4m63TerhKdZ7lRDstOPxxdO-vZUMeQg8eakS4mT0FHw5iJLfEKaK4XUOHDmpPg_x65kX0fYiCN65Is0.png\")
<\/figure>\n<\/div>\n\n\n\n- Once the sales rep or account manager creates a case in a CRM like Salesforce<\/a>, the workflow gets triggered.<\/li>\n\n\n\n
- The workflow application creates a task in a project management software like Asana and\u2014based on the account that\u2019s associated with the case\u2014assigns it to the appropriate support rep.\u00a0<\/li>\n\n\n\n
- The task includes the details provided in the CRM\u2019s corresponding case, allowing the support rep to have all the context they need to resolve the issue quickly.<\/li>\n\n\n\n
- The case in the CRM gets updated as changes occur in the Asana task, allowing the account manager\/sales rep to stay in the loop.<\/li>\n<\/ol>\n\n\n\n
How to create a workflow process successfully<\/strong><\/h2>\n\n\n\nOnce you know which workflows you\u2019d like to automate, there are a few considerations to keep in mind for each:<\/p>\n\n\n\n![\"The](\"https:\/\/blog2workato.wpengine.com\/wp-content\/uploads\/2026\/09\/rM6igPDNxSzSW_bvGGiWXnWxz_S1DnXx7ia2GmaVFztKhF5x5Kda5g4SU0imQUj6vlc-ydSHsPQrf88iesmOWH-IiJukowmDYQojsFe3tRFUNSXkknU43dTE02cab0-uIg3YLrhds0.png\")
<\/figure>\n\n\n\nWhat business applications are involved?<\/strong><\/h3>\n\n\n\nUnderstanding the full landscape of apps that pertain to a process all but ensures that you implement a comprehensive workflow that doesn\u2019t require rework later on. In addition, you might need to distinguish the app where the trigger event occurs and those where the corresponding actions take place.\u00a0<\/p>\n\n\n\n
Is the process time sensitive?<\/strong><\/h3>\n\n\n\nSome workflows need to work in near real time in order to be effective\u2014think lead enrichment\/routing, incident management, app provisioning, etc. Meanwhile, other workflows can work just as well when they operate in time-based batches\u2014think expense approvals, cash reconciliation, etc.<\/p>\n\n\n\n
What are the business rules\/logic?<\/strong><\/h3>\n\n\n\nThis might involve implementing a data validation step before it can be synced with another app, transforming data in another schema before adding it to another app, or even aggregating multiple records into one.\u00a0<\/p>\n\n\n
\n![\"The](\"https:\/\/blog2workato.wpengine.com\/wp-content\/uploads\/2026\/09\/Workato-8-3.png\")
<\/a><\/figure>\n<\/div>\n\n\nWhat exceptions may occur?<\/strong><\/h3>\n\n\n\nThis includes defining the steps you need to take when specific issues take place, such as API outages, system outages, missing data, etc. The solution might simply be retrying the workflow or notifying the relevant stakeholders via email when the workflow doesn\u2019t work.<\/p>\n\n\n\n
Note: A workflow differs from a workflow application in that a workflow is simply the set of steps a process undertakes. <\/p>\n\n\n\n
Here\u2019s a brief snapshot of the processes you can optimize with automation\u2014where you can either focus on automating these processes end-to-end or at an individual task level.<\/p>\n\n\n\n
- \n
- HR: <\/em>onboarding, offboarding, day-to-day approvals<\/li>\n\n\n\n
- Sales\/marketing:<\/em> lead routing, lead enrichment, quote approvals<\/li>\n\n\n\n
- IT\/support:<\/em> Incident management, app provisioning\u00a0<\/li>\n\n\n\n
- Finance:<\/em> order to cash, procurement, payroll<\/li>\n<\/ul>\n\n\n\n
Related: <\/em>What is workflow automation? Here\u2019s everything you need to know<\/em><\/a><\/p>\n\n\n\n
Common workflow application examples<\/strong><\/h2>\n\n\n\n
Let\u2019s look at some of these automations in action:<\/p>\n\n\n\n
1. Streamline employee onboarding so that new hires can hit the ground running\u00a0<\/strong><\/h3>\n\n\n\n
Every incoming employee, regardless of department or level, will need access to a specific set of apps in order to be successful. And if you manage to give them access to these apps by their first day, they\u2019re all the more likely to be a success. <\/p>\n\n\n\n
Here\u2019s a closer look at how you can easily provision each new hire with the right combination of apps by their first day.<\/p>\n\n\n
\n<\/figure>\n<\/div>\n\n\n- \n
- As soon as a new hire notice gets sent out by an HRIS like Workday<\/a>, the workflow application triggers the workflow.<\/li>\n\n\n\n
- The hiring manager receives a message notification in a business communications platform like Slack<\/a> that asks them to select the apps they\u2019d like their incoming team member to have.<\/li>\n\n\n\n
- Once their selections get made, IT receives the requests in a specific channel within their business communications platform. A member of that channel can then go on to confirm that there are enough licenses across those apps to fulfill the hiring manager\u2019s requests.\u00a0<\/li>\n<\/ol>\n\n\n\n
Assuming there are, they can go on to schedule the appropriate provisions by the new hire\u2019s first day. <\/p>\n\n\n\n
Related: <\/em>5 onboarding automations that can delight your new hires and help them be productive<\/em><\/a><\/p>\n\n\n\n
2. Automate lead enrichment so that reps can reach out to prospects faster<\/strong><\/h3>\n\n\n\n
Once a new lead arrives via a form completion, it likely still needs to be enriched. Otherwise, deciding whether to route the lead and who to route it to is nearly impossible. <\/p>\n\n\n\n
Here\u2019s an automation that lets you enrich a lead, quickly\u2014allowing your team to route it in near real time to the appropriate rep while minimizing the costs associated with using lead enrichment tools. <\/p>\n\n\n
\n<\/figure>\n<\/div>\n\n\n- \n
- Once the lead arrives, they\u2019re enriched with first-party data (e.g., email).<\/li>\n\n\n\n
- A workflow application then looks up the remaining missing fields via your preferred data enrichment tool (e.g., using D&B to gather their first and last names).\u00a0<\/li>\n\n\n\n
- The workflow management system then uses your 2nd favorite data enrichment tool to look up additional fields that are still missing (e.g., using ZoomInfo to retrieve their company name).<\/li>\n<\/ol>\n\n\n\n
This process repeats until the workflow management system finds all of the required fields, at which point the application would route the lead to the right rep.<\/p>\n\n\n\n
3. Expedite the process of scheduling office visits to encourage safe, in-person collaboration<\/strong><\/h3>\n\n\n\n
As your business navigates the challenge of bringing employees back into the office, you can make it all the easier on your requesters and office managers by streamlining the first step: having employees upload their Vaccine Card.\u00a0<\/p>\n\n\n\n
Here\u2019s how it can work when you use a chatbot that\u2019s powered by a workflow application:<\/p>\n\n\n
\n<\/figure>\n<\/div>\n\n\n- \n
- The employee accesses a chatbot within your business communications platform and tries to make a reservation to visit an office.<\/li>\n\n\n\n
- The chatbot checks their vaccination status. If they\u2019ve already uploaded their Vaccine Card, they can go on to make the reservation, whereas if they haven\u2019t, they\u2019d be prompted to upload it.\u00a0<\/li>\n\n\n\n
- If the employee uploaded their Vaccine Card, the chatbot would prompt the appropriate admin to review it; once the admin approves it, the employee can go on to make a reservation.<\/li>\n<\/ol>\n\n\n\n
Related: <\/em>How automation can help you bring employees back into the office safely<\/em><\/a><\/p>\n\n\n\n
4. Empower support reps to identify and resolve client issues faster<\/strong><\/h3>\n\n\n\n
As your sales reps and account managers engage with clients, they might uncover issues that require support to step in. <\/p>\n\n\n\n
To help them notify support quickly, easily, and effectively, you can implement the following custom workflow:<\/p>\n\n\n
\n<\/figure>\n<\/div>\n\n\n- \n
- Once the sales rep or account manager creates a case in a CRM like Salesforce<\/a>, the workflow gets triggered.<\/li>\n\n\n\n
- The workflow application creates a task in a project management software like Asana and\u2014based on the account that\u2019s associated with the case\u2014assigns it to the appropriate support rep.\u00a0<\/li>\n\n\n\n
- The task includes the details provided in the CRM\u2019s corresponding case, allowing the support rep to have all the context they need to resolve the issue quickly.<\/li>\n\n\n\n
- The case in the CRM gets updated as changes occur in the Asana task, allowing the account manager\/sales rep to stay in the loop.<\/li>\n<\/ol>\n\n\n\n
How to create a workflow process successfully<\/strong><\/h2>\n\n\n\n
Once you know which workflows you\u2019d like to automate, there are a few considerations to keep in mind for each:<\/p>\n\n\n\n
<\/figure>\n\n\n\nWhat business applications are involved?<\/strong><\/h3>\n\n\n\n
Understanding the full landscape of apps that pertain to a process all but ensures that you implement a comprehensive workflow that doesn\u2019t require rework later on. In addition, you might need to distinguish the app where the trigger event occurs and those where the corresponding actions take place.\u00a0<\/p>\n\n\n\n
Is the process time sensitive?<\/strong><\/h3>\n\n\n\n
Some workflows need to work in near real time in order to be effective\u2014think lead enrichment\/routing, incident management, app provisioning, etc. Meanwhile, other workflows can work just as well when they operate in time-based batches\u2014think expense approvals, cash reconciliation, etc.<\/p>\n\n\n\n
What are the business rules\/logic?<\/strong><\/h3>\n\n\n\n
This might involve implementing a data validation step before it can be synced with another app, transforming data in another schema before adding it to another app, or even aggregating multiple records into one.\u00a0<\/p>\n\n\n
\n<\/a><\/figure>\n<\/div>\n\n\nWhat exceptions may occur?<\/strong><\/h3>\n\n\n\n
This includes defining the steps you need to take when specific issues take place, such as API outages, system outages, missing data, etc. The solution might simply be retrying the workflow or notifying the relevant stakeholders via email when the workflow doesn\u2019t work.<\/p>\n\n\n\n
- Once the sales rep or account manager creates a case in a CRM like Salesforce<\/a>, the workflow gets triggered.<\/li>\n\n\n\n
- The hiring manager receives a message notification in a business communications platform like Slack<\/a> that asks them to select the apps they\u2019d like their incoming team member to have.<\/li>\n\n\n\n
- Sales\/marketing:<\/em> lead routing, lead enrichment, quote approvals<\/li>\n\n\n\n
![\"\"](\"https:\/\/blog2workato.wpengine.com\/wp-content\/uploads\/2026\/09\/AD_4nXcOwkKcrrTEe2h5Uh3Y0JgSO9grPIl3dfscv-VpSgbFyy4CugiH6fzvyiSO7dQTgpn3guRD2nErQYcNLFWUo7PqdmzFb56nDOKN69K2O8mlrcSC8Ahc5Zeg-E3ZQP1OLyqNFgmOPAkeycsFHeprG52GEgFrBoBrMojE7-150x150.png\"\r\n)
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