Software makes our lives easier—whether it's helping us order our favorite cheat meal from the couch or boosting productivity at work. Yet many teams are still bogged down by manual processes that slow them down and drain valuable time. From clicking the same buttons to emailing the same person each week, these repetitive tasks could easily be handled by automation, freeing you up to focus on more impactful work.
Now imagine applying that same automation to your complex business operations. Optimizing workflows through automation can help businesses manage workflows more effectively, create processes that scale, boost productivity, and simplify day-to-day tasks across departments.
In this guide, I'll walk you through what automated workflows are, why they matter, and how to implement them successfully. Along the way, you'll discover practical examples, essential features to look for, and tips for choosing the right workflow automation tools.
What is an automated workflow?
Automated workflows are step-by-step processes that run on their own, using technology to handle repetitive tasks. Unlike manual efforts, such as individually sending follow-up emails, automated workflows are designed to operate consistently and efficiently without constant human input.
Still unsure? To better understand, it’s helpful to break down what "automation" and "workflow" mean.
What is automation?
At its core, automation is the use of software, scripts, or machines to perform tasks with minimal or no human intervention. It enhances productivity by taking over time-consuming, repetitive tasks, freeing up people to focus on higher-value responsibilities. In the workplace, automation can apply to:
Process automation: Streamlining entire business functions, such as invoice approvals or onboarding.
Task automation: Handling individual, repetitive steps within larger processes—for example, automatically sending reminders or updating reports.
Data automation: Automatically collecting, organizing, or distributing information across systems.
Integration automation: Connecting tools or platforms so that data flows smoothly from one system to another, reducing manual data entry and errors.
What is a workflow?
A workflow represents a series of steps or actions required to achieve a specific business goal. Think of it as a roadmap for how work gets done. Workflows help organizations standardize operations, reduce mistakes, and improve clarity.
For example, a simple workflow for employee onboarding might include:
Candidate accepts offer
HR sends a welcome email
Manager assigns first tasks
IT sets up access to necessary tools
Each step relies on inputs and produces outputs, often requiring coordination among different team members or assigning tasks to various departments. The complexity of a workflow can vary from a handful of actions (such as approving expenses) to a multi-department operation (such as launching a new product). However, with the best software, building and implementing any workflow can be simple.
Automated workflow examples
Workflow automation focuses on streamlining workflows and operations across different teams and industries. This can range from simple approvals to complex, multi-step processes. Here are several practical workflow automation examples to illustrate their versatility and impact:
1. Simple approval workflow:
A common use case is automating vacation requests. When an employee submits a vacation request through an online form, the workflow automatically routes the request to their manager for approval. Once approved, the system updates the shared team calendar and notifies relevant parties—all without the need for manual emails or paperwork. This reduces administrative burden and ensures requests are processed quickly and consistently.
2. Departmental workflow automation (Sales):
In sales departments, automation can significantly enhance efficiency. For example, when a deal in the CRM reaches a specific stage, a workflow is triggered: onboarding emails are sent to new customers, tasks are automatically assigned to the appropriate team members, and follow-up meetings are scheduled. This ensures no step is missed in the customer journey and improves both customer experience and internal coordination.
3. Cross-team workflow automation (HR & IT):
During new employee onboarding, automation bridges multiple departments. When HR completes a new hire form, an automated process can instantly trigger IT to set up necessary accounts and permissions, while also sending welcome messages in the company's chat tool. This seamless handoff between HR and IT eliminates delays, ensures a smooth start for new employees, and reduces manual coordination.
4. Industry-specific workflow (Finance):
In finance, workflow automation can handle invoice processing with precision. When an invoice is received, the system automatically matches it to the corresponding purchase order, checks for compliance with company policies, and routes it to the appropriate approver, eliminating repetitive manual tasks. If any discrepancies or exceptions are detected, the workflow flags the invoice for manual review. This not only increases accuracy and compliance but also speeds up the accounts payable process.
These workflow automation examples demonstrate that automation can be tailored to fit any business need, whether simple or complex. Automated processes can span multiple teams and departments, delivering consistent, traceable, and efficient results every time. By implementing workflow automation, organizations benefit from reduced manual effort, improved accuracy, and enhanced visibility into their processes.
Workflow automation vs. robotic process automation: Key differences
The automation landscape is rich with terms, and two frequently confused concepts are workflow automation and robotic process automation (RPA). While both focus on time and cost efficiency, understanding their distinctions helps in choosing the right tools for your specific needs.
What is robotic process automation?
Robotic process automation involves deploying software “robots” to emulate human actions at the user interface level—for example, copying data from emails to spreadsheets or inputting details into web forms. RPA shines in automating repetitive, rule-based tasks across legacy applications, often without needing direct integration or modifications.
Comparing workflow automation to RPA
Scope: Workflow automation manages and orchestrates end-to-end processes often involving multiple people, roles, or systems; RPA specializes in automating individual, repetitive desktop tasks.
Integration: Workflow automation emphasizes deep system integrations and structured process flows; RPA functions like a digital assistant, handling manual steps that cross multiple systems.
Use case fit: Use workflow automation for streamlined business operations (approvals, ticketing, compliance workflows); use RPA for automating legacy screen-based tasks or bridging data between systems without APIs.
Which should you choose?
Most organizations benefit from combining both—workflow automation for broad coordination and RPA for granular task automation. However, teams seeking more scalable, sustainable business transformation often start with workflow automation, due to its strong logic, flexibility, and visual workflow builder capabilities.
Benefits of workflow automation
Workflow automation can be a digital transformation for some businesses. Whether it’s streamlining data collection, service requests, or simply reducing human error, the benefits of workflow automation are clear:
Increased productivity and time savings
Repetitive tasks take up valuable time across all levels of an organization. By automating multiple tasks across departments, business users can spend more time on creative problem-solving and high-priority projects, rather than on redundant tasks. The automation of routine requests—for example, leave approvals or invoice processing—leads to faster turnaround times and reduced administrative burden.
Error reduction and improved compliance
Manual entry and hand-offs often introduce mistakes. Automated workflows enforce consistency and standardize entire processes so that critical steps aren't overlooked. They also provide audit trails, making compliance monitoring much easier for industries with strict regulatory demands.
Enhanced visibility and process control
With workflow automation, businesses gain real-time insights into process bottlenecks, task statuses, and team workloads. Automated dashboards and notifications help managers quickly identify and resolve issues, keeping operations running smoothly and projects on track. This visibility also allows business users to fine-tune their existing workflows more effectively.
Scalability and adaptability for growth
As companies expand, so do their processes. Manual workflows quickly become unmanageable. Automated systems scale effortlessly by handling increasing volumes without additional hiring, making them the backbone of sustainable business growth.
Empowering teams for higher-value work
When teams can automate workflows associated with low-value or repetitive tasks, they gain the time and mental energy to focus on innovation, customer engagement, and strategic initiatives. This shift not only reduces the burden of manual workflows but also enables business users to drive greater impact across the organization, helping them achieve OKRs, Key Performance Indicators, and more.
Who can benefit from automated workflows?
One of the most significant advantages of automated workflows is their versatility—they're not limited to one company size, industry, or department. Let's look at where automated workflows can make the most impact.
Small and medium businesses (SMBs): Leveling the playing field
For SMBs with limited staff, automating workflows can deliver the operational power of a much larger organization. From managing incoming leads to processing customer support tickets, SMBs can automate key processes to respond faster and with greater reliability.
Large enterprises: Scaling operations and reducing complexity
Larger companies often have business units spread across locations and regions. Automated workflows bring order to this complexity, ensuring standardized processes and seamless handoffs. Workflow automation platforms also allow for centralized governance and reporting, so leadership always has visibility into operations.
Departmental use cases
Marketing: Campaign approvals and lead nurturing
Marketing teams often manage multiple campaigns with overlapping timelines. Automated workflows can simplify campaign approvals by routing creative assets or copy to the right stakeholders for sign-off. Once approved, workflows can trigger email sequences, assign leads to sales, or update CRM records based on campaign interactions. With a easy workflow builder like Lark's, marketers can set rules for follow-ups, retargeting, and lead scoring—no coding needed.
Human resources: Employee onboarding and policy acknowledgment
HR processes require consistency, especially during onboarding. Automated workflows can guide new hires through document submission, IT setup, training assignments, and policy acknowledgment. For example, once a contract is signed, a workflow can notify the relevant departments, schedule orientation sessions, and send reminders for incomplete tasks. HR teams can customize these workflows to support different roles, regions, or contract types.
Sales: Deal approvals and contract generation
Sales teams can lose momentum if approvals or contract processes are slow. Automated workflows can route high-value deals for manager approval, trigger contract creation, and notify legal teams for review. Once signed, the workflow can update the CRM and alert finance for billing. Sales leaders can use workflow automation to standardize the process and reduce delays—helping reps close deals faster.
Individual contributors: Reducing repetitive tasks
Even at the individual level, professionals can benefit from automation by eliminating manual tasks and reducing inefficient processes. Whether it’s following up on emails or reporting weekly progress, automating both simple and complex processes frees up time for more strategic work.
Types of workflow automation tools
Once you've outlined your approach to implementing automated workflows, the next critical step is selecting the right type of workflow automation tool to support your strategy. Different tools offer unique features and integration capabilities, so understanding your options will help you make an informed decision.
Standalone solutions: Specialized apps focusing exclusively on workflow design and execution.
Integrated platforms: Collaboration suites that embed workflow automation into chat, docs, calendar, and project management.
Open platforms: Tools that support connectors or APIs, enabling integration with third-party apps and systems.
Daily operations with workflow automation software
With the right workflow automation tool in place—whether a standalone solution, an integrated platform, or an open system—you unlock new possibilities for streamlining day-to-day operations. But how does this look in real business scenarios?
Picture this: When a customer submits a support request, your workflow automation software instantly routes the ticket to the right team, sends a confirmation to the customer, and sets a follow-up reminder—all automatically. That's the power of automating workflows in action, and it works for countless use cases across departments.
How Lark empowers automated workflows for modern teams
Many workflow automation software platforms promise the ability to automate workflows, but few integrate automation so deeply into the everyday collaborative tools that modern teams rely on. Lark's workflow automation software stands out by making business process automation a seamless part of your organization's communication and productivity.
A unified workspace for business process automation
Lark brings everything together in one platform—chat, docs, calendars, meetings, and automation—so your workflows aren’t scattered across systems. Instead, automation becomes part of how your team communicates, manages data, and makes decisions every day.
Lark's automation software: Lark Approval vs. Lark Base
With built-in tools like Lark Base and Lark Approval, automating your business operations is easier than ever—whether you’re managing projects or formalizing approvals. Here's a quick look at the types of automation you can accomplish:
You can learn more about each product below, including how to set up automation tailored to your team's needs.
Lark Base
Lark Base is a flexible workspace designed for data management, project coordination, CRM, and more. It's a no-code automation powerhouse that allows teams to simplify routine tasks, improve visibility, and keep operations running smoothly.
Easily create workflows without coding
With Lark Base, teams can streamline operations by setting up automations for a variety of tasks, such as alerts and reminders—no programming skills required. This helps ensure everyone stays informed and tasks move forward seamlessly.AI-assisted text automation
Lark's AI capabilities allow teams to automatically create, condense, or enhance text within their automated flows. For instance, AI can summarize updates or generate content for the next step in your process, improving speed and consistency.Support for complex automation cycles
Lark enables the creation of advanced automation loops, allowing processes to repeat or branch as needed—perfect for managing multifaceted operations that require ongoing or conditional tasks.Trigger automated workflows via webhooks for external data integration
Automated workflows in Base can be set off whenever a webhook is received. This enables both internal applications and external platforms to launch workflows through webhook triggers. Leveraging this capability makes it easy to connect Base with various external data sources, enhancing workflow versatility and system integration.
How to build an automated workflow in Lark Base
Enable workflow automation
Automations can be activated by those who own the base or have management permissions.Define triggers and actions
Specify the conditions that will launch your automation, then set up the sequence of tasks for Lark to handle automatically.Save and activate your workflow automation
Finalize your setup and activate it. From then on, whenever the trigger events occur, Lark Base will carry out the predefined actions automatically.
To learn more, see Use Automations in Base.
Lark Approval
While Lark Base focuses on data and process management, Lark Approval is purpose-built for managing structured approval workflows. Whether it's reimbursements, leave applications, or procurement requests, Approval ensures every submission is routed, reviewed, and resolved on time without the paperwork.
Build custom approval flows
Visually design your approval process with an intuitive drag-and-drop builder. Define who approves each step, the order, and escalation paths—creating a clear, automatic workflow from start to finish.Set automated triggers and actions
Configure triggers—like approval, rejection, or withdrawal—that automatically initiate specified actions, such as starting new approval processes or sending notifications via Lark Messenger.Automate flexible approval rules
Set custom conditions to adjust the approval path based on request details. For example, short leave requests may only require manager approval, while longer ones might need HR sign-off.
How to build an automated approval workflow in Lark Approval
Select a template or design an approval flow from scratch
Lark provides ready-made templates for different types of requests such as contract applications, leave requests, procurement, and more.Follow the steps to complete basic info, the form design, and process design
Complete each step to bring your approval workflow to life. Fill in key information and use the drag-and-drop feature to create the approval form and process.Publish your workflow
Finalize your setup and publish. Now, members will be able to use this approval for their requests.
To learn more, see Get started with Approval.
Start for free and upgrade as you grow
Lark Base and Lark Approval are both available on Lark’s free plan—alongside essential tools like chat, calendars, document editing,, and more. This means your team can start automating workflows, managing data, and streamlining approvals—without spending a dime.
For even more power, Lark’s Pro plan offers advanced features for just $12 per user per month. You’ll get unlimited message history, 15TB of storage, 50,000 automated Base workflows per month, video conferencing, and more.
What makes the Pro plan especially valuable is its ability to replace multiple third-party tools—helping your business cut costs. For example, a team of 100 using Slack, Zoom, and Notion could save over $25,200 per year by switching to Lark.
Kickstart efficient workflows with free templates
To help you get started, we’ve curated a set of ready-made templates designed for common business operations. These templates give you a head start, so you don’t have to build everything from scratch.
By following the automation steps outlined in this blog, with Lark’s help resources, you can begin automating nearly every aspect of your team’s workflows—quickly and with confidence.
Conclusion
Automated workflows are reshaping the future of work by streamlining operations, improving accuracy, and freeing teams from tedious manual work. With the right automation tool, your business can reduce repetitive tasks and focus on what matters most—like delighting customers and delivering high-quality products and services.
Unlike legacy systems, which often require heavy IT involvement and manual configuration, Lark provides a modern alternative with built-in automation, intuitive design, and minimal setup. Business users can easily delegate tasks, launch new workflows, and adapt quickly to changing needs.
Combined with powerful collaboration tools and AI-powered recommendations, Lark simplifies operations and makes automation an everyday habit—driving cost savings, better alignment across teams, and more efficient ways of working.
FAQs
How do automated workflows help reduce manual work and improve efficiency?
Automated workflows replace manual workflows and manual data entry with digital processes that require minimal human intervention. This shift helps teams complete tasks faster, reduce errors, and create more efficient workflows that save time and resources across the organization.
What is CRM workflow automation?
This type of workflow automation solution streamlines repetitive tasks in customer relationship management (CRM) systems, such as lead tracking, follow-up reminders, and email scheduling. By creating a workflow automation system within your CRM, you can save time, reduce errors, and improve customer interactions.
What are the benefits of workflow automation for customer service teams?
For customer service teams, automation can handle high volumes of service requests, route tickets intelligently, and provide fast, consistent responses. By reducing manual work and simplifying routine tasks, teams can focus on complex issues that drive higher customer satisfaction.
What is the best workflow automation software for enterprises?
The best enterprise workflow automation tools vary depending on business needs, but popular options include Lark, Zapier, monday.com, and Asana. These tools offer features for task management, integration, and scalability. However, for the right workflow automation software, we recommend you test out a few tools to see which works best for you.
What are some ways to use workflow automation for small businesses?
Small businesses can use automation in various ways to save time and improve efficiency, such as:
Marketing: Scheduling social media posts to platforms like Facebook.
Accounting: Streamlining invoice generation, payment reminders, and expense approvals.
Task management: Automating task assignments and progress tracking.
HR processes: Simplifying employee onboarding, time tracking, and leave approvals.
Inventory management: Automating stock monitoring and order processing.
Workflow automation streamlines small business operations by helping teams reduce manual, time-consuming tasks.
What is document workflow automation?
This type of automation simplifies how documents are created, shared, approved, and stored. It automates processes like invoice approvals, contract management, and employee onboarding, ensuring a faster workflow without manual errors.
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