Getting Started

Automation Software Categories

There are many software tools that can be used for workflow automation, and the best option for your organization will depend on your specific needs and requirements, as well as the software you’re already using.

Here are a few categories of software that can be used for workflow automation:

1. Field Service Management software: For companies that provide on-site services, such as repair, maintenance, or installation, FSM tools help manage operations like scheduling and dispatch, invoicing and billing, inventory management, and customer communications more efficiently. Examples include Service Titan, FieldEdge, Service Fusion, and Jobber.
2. Business Process Management (BPM) software: Allows organizations to design, model, execute, and monitor business processes and workflows. Examples include Appian, ProcessMaker, and Pega.
3. Project Management software: Helps with planning, tracking, and coordinating projects and tasks. Examples include Asana, Trello, and Basecamp.
4. Document Management software: Allow organizations to store, organize, and share documents and other types of content. Examples include SharePoint, Google Drive, and Box.
5. Workflow Automation software: These tools help to automate tasks and processes using scripts, triggers, and other types of rules. Examples include Zapier, IFTTT, n8n, and Automate.
6. Customer Relationship Management (CRM) software: These tools help organizations to manage customer interactions and data throughout the customer lifecycle. Examples include Salesforce, HubSpot, and Zoho CRM.
7. Human Resources (HR) software: For managing employee information and HR processes, such as payroll, benefits, and performance management. Examples include Workday, BambooHR, and Zenefits.

In this article we’ll be focusing on five examples from the Workflow Automation software category, the Swiss Army Knives of Automation.

Zapier

Zapier is a web-based automation platform that allows users to connect different online tools and services to automate tasks and workflows. It works by allowing users to create “Zaps”, which are automated processes that are triggered by certain events or conditions.

For example, a user might create a Zap that automatically adds new contacts to their email list whenever a new form submission is received on their website. Or they might create a Zap that automatically creates a new task in their project management tool whenever a new email is received from a specific sender.

Zapier supports a wide range of tools and services, including email providers, CRM systems, project management tools, and social media platforms. It provides a user-friendly interface for creating and managing Zaps, and does not require any programming skills to use.

Zapier is often used by individuals and small businesses to automate repetitive tasks and workflows, but it can also be used by larger organizations to streamline processes and improve efficiency.

Pros of Zapier

• Easy to use: Zapier has a user-friendly interface that allows users to easily create and manage Zaps without any programming skills
• Wide range of integrations: Zapier supports a wide range of over 5,000+ tools and services, making it easy to connect and automate workflows across many different platforms
• Security: Zapier is SOC 2 compliant and adheres to the strictest security standards
  
• Customizable: Build your own custom, private Zaps using APIs to meet the specific needs and requirements of your organization

Cons of Zapier:

• Limited functionality: While Zapier can automate many different tasks and workflows, it may not have the capabilities to handle more complex or specialized processes
• Hosting: Zapier is a commercial, cloud-based service that cannot be hosted on your own infrastructure
• Cost: While Zapier has a free plan that includes up to 100 tasks per month, paid plans can get expensive quickly as more actions are performed

IFTTT

IFTTT (short for “If This Then That”) is a web-based platform that allows users to create automated tasks and workflows, known as “applets.” Applets are triggered by certain events or conditions, and can be used to connect and automate tasks across a wide range of online tools and services.

For example, a user might create an applet that automatically adds new blog posts to their social media accounts whenever they are published on their website. Or they might create an applet that turns on their smart lights whenever they arrive at the office.

IFTTT supports a wide range of tools and services, including social media platforms, smart home devices, and productivity apps. It provides a user-friendly interface for creating and managing applets, and does not require any programming skills to use.

IFTTT is often used by individuals and small businesses to automate tasks and workflows, but it can also be used by larger organizations to streamline processes and improve efficiency.

Pros of IFTTT

• Easy to use: IFTTT has a user-friendly interface that allows users to easily create and manage applets without any programming skills
• Wide range of integrations: IFTTT supports a wide range of tools and services making, including pre-made applets that make it easy to connect and automate tasks across different platforms
• Smart device support: Provides options for office and warehouse automation using IoT devices, enabling users to automate and control smart lights, thermostats, security systems and other devices
• Mobile support: IFTTT offers mobile apps for both iOS and Android
• Cost: IFTTT offers a free plan and inexpensive pro plans that provide a lot of value

Cons of IFTTT

• Limited functionality: While IFTTT can automate many different tasks and workflows, it may not have the capabilities to handle more complex or specialized processes
• Support: Not the best solution for advanced users looking to develop a custom integration

Power Automate

Power Automate is a software tool from Microsoft that allows users to automate tasks and workflows using a drag-and-drop interface. It is designed to be user-friendly and does not require any programming skills to use.

With Power Automate, users can create automated processes by dragging and dropping “blocks” representing different actions, conditions, and triggers onto a canvas. These blocks can be connected to form a flowchart that defines the steps of the automated process.

Power Automate can be used to automate a wide range of tasks, such as data entry, file manipulation, and communication with other systems. It supports a variety of inputs and outputs, including files, databases, and email, and can be integrated with other tools and services using APIs.

Pros of Power Automate

• MS Office Integration: Adds the most value to organizations using Microsoft’s other products and services
• Scalable: Automate can handle large volumes of data and support complex processes, making it suitable for use by both small and large organizations.

Cons of Power Automate

• Limited integrations: While Power Automate can be integrated with other tools and services using APIs, it may not support as many integrations or have as many pre-made workflows as other automation tools
• Complexity: Power Automate’s focus on enterprise users can result in a steeper learning curve compared to other tools

n8n

n8n (pronounced “nateon”) is an open-source workflow automation tool that allows users to create and automate tasks and processes using a visual interface. It is designed to be user-friendly and does not require any programming skills to use.

With n8n, users can create automated processes by dragging and dropping “nodes” representing different actions, conditions, and triggers onto a canvas. These nodes can be connected to form a flow that defines the steps of the automated process.

n8n can be used to automate a wide range of tasks, such as data entry, file manipulation, and communication with other systems. It supports a variety of inputs and outputs, including files, databases, and email, and can be integrated with other tools and services using APIs.

n8n is an open-source tool, which means that it is freely available for users to download and use. It is often used by individuals and small businesses to automate tasks and workflows, but it can also be used by larger organizations to streamline processes and improve efficiency.

Pros of n8n

• Easy to use: n8n has a clean, user-friendly visual interface that allows users to easily create and manage automated processes without any programming skills
• Flexible: n8n supports a wide range of inputs and outputs, has 1,000+ workflow templates, and can be customized to meet the specific needs and requirements of an organization
• Open-source: n8n is an open-source tool, which means that it is freely available for users to download and use. By hosting n8n in-house, organizations can keep their data secure and private

Cons of n8n

• Limited integrations: While n8n can be integrated with other tools and services using APIs, it does not yet support as many integrations as other, more established automation tools
• Dependent on internet connectivity: When using the desktop app, automated processes will not run if the internet connection is lost or unstable, which can disrupt workflows
• Learning curve: While n8n is designed to be user-friendly, the learning curve can get steep when creating more advanced automations

Make

Make (formerly known as Integromat) is a cloud-based service that allows users to automate various tasks and processes by connecting different apps and services together using a visual workflow builder. It can be used to automate a wide range of tasks and processes, such as data transfer, data processing, and communication between different apps and services.

With Make, users can create “scenarios” that define the specific actions and steps that should be taken when certain conditions are met. For example, a user could create a scenario that automatically sends an email notification whenever a new item is added to a specific folder in Google Drive.

Make integrates with a wide variety of apps and services, including popular productivity tools like Google Drive, Trello, and Dropbox, as well as social media platforms like Facebook and Twitter. It also supports integration with API services and custom webhooks, allowing users to connect to a wide range of other apps and services.

Pros of Make

• Ease of use: Make has a attractive visual workflow builder that allows users to easily connect different apps and services together, making it easy to set up and customize automations
• Wide range of integrations: Make integrates with a wide variety of apps and services, including popular productivity tools, social media platforms, and custom webhooks, allowing users to connect to a wide range of other apps and services
• Customization: Make allows users to customize their automations by setting specific conditions and actions, allowing for a high degree of flexibility
• Cost: Make offers a free plan with limited features, as well as paid plans that offer more advanced features and support for a larger number of integrations

Cons of Make

• Complexity: Make can be complex to use for users who are not familiar with automation or programming concepts, and may require some learning to use effectively