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Zoho Workflow Management Rules – Types of Workflows

Workflow management rules are at the heart of your workflow. You can automatize routine tasks, predict bottlenecks and simplify tasks with the right tools. But even the best-laid plans can get tripped up by unexpected events or employee missteps. A workflow management system can alert you to any potential issues before they become major problems and can help you avoid permanent damage by resolving these issues quickly.

There are different types of workflows, depending on how complex your workflow is. Sequential workflows are the result of a series of actions that must be carried out in order. One step is not able to begin until the preceding one is completed. State-machine workflows require input from several team members and are typically iterative until the project has been completed. Rules-driven workflows follow a chronological format but they also contain additional rules. These are usually designed as conditional statements, like “if this, then that”. Parallel workflows perform a variety of tasks at the same time to move them towards completion.

You can use Zoho’s Workflow application to create and configure rules to monitor and process any record according to specified conditions. You can send automated emails to the person who submitted or the approver of the record when the rule triggers. A workflow rule can be used to change field values automatically.

If you’re creating workflow rules at the record level, be sure your assignment and approval processes are in place to avoid conflicts in assignments. For example, you may need to assign a different approver to incident records based on their severity (e.g. High severity incidents vs. incidents of low severity). You can see whether there are any conflicts between rules by looking at the log of workflow rules. The log is accessible in the event that you have Manage Workflow Rules or the more extensive system logs enabled.

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