Breaking Down Workflow Automation - Definition, Examples and Tools


At ServiceScaler, often when we tell people we configure automated workflows, people say, “but what are those for exactly?”

Because despite being a simple concept, people like to over complicate them. That’s why today we are breaking down what automated workflows actually are and what difference they could make in your firm.

Let’s begin…

The best way to start is to use an example. Let’s say you’re an employer, and one of your employees has just asked you if they can take some time off. Each step in this process is classified as a ‘work step because these are the tasks that must be completed in order to finish an entire process.

So the first work step would be for your employee to email you, and ask you for leave. You would need to go back and check everyone’s calendar and check that it’s okay for them to take leave at this time. Then you would need to go back and approve/ decline their request. Next is remembering to update your calendar to remind yourself who is away and when. Then you would need to let your other employees know that they can’t take leave at this time.

This whole process is complicated, time-consuming and has a high chance of facilitating human-error.

So why don’t you just.. automate it?

Automating it would mean combining software, such as Microsoft Forms, SharePoint and Power Automate so that there is a trigger for when one work step is completed, for the next to start.

Someone applied via forms for leave? You’re sent an email - X person wants to go on holidays. Here is your calendar; you can see everyone else on leave at this time. Confirm or deny. X person is notified. Oh, you approved it? That’s great, it’s in everyone’s calendar and no one can arrange an appointment with them via Bookings during this time.

It’s. So. Simple. And. It. Works.

Want to see a video tutorial of one of ServiceScaler’s demo leave requests? Watch here.

What other processes can be automated?

Well, how much time are you looking to save? Some more examples of common workflows we configure are:

  • Capturing client data into your CRM
  • Asking for feedback
  • Stationery orders
  • Making client bookings

If it’s a task with multiple back and forth steps, often giving you a headache or keeping you up at night wondering “did I send that?” then chances are it’s ripe for automation.

But, how does this help other law firms?

We’re so glad you asked! Check out our case study with Dundas lawyers, explaining how “Tasks that used to take 15 minutes plus 3 backwards and forward emails can now be completed in just 5 minutes. Things have been automated and it’s our clients reaping the benefits of our evolution”.

So what are you waiting for?

Register your interest in a 365 in Practice plan here. This will entitle you to a scoping session, the migration of your data into SharePoint, the configuration of your automated workflows and of course a training workshop so all of your employees understand how to use your new interface. But not to worry, it’s designed to be user-friendly.

Still not convinced?

Our expert legal technology consultants are offering FREE one-hour consultations to discuss how we can maximise your return on technology. We won’t try and convince you to stray from your current IT provider and we won’t encourage you to procure new software. Register your interest here.

Our goal is to help you save time and make more money. Let us configure your potential.

At ServiceScaler, we work with law firms every day to help them implement robust and modern technology systems strategically to ensure that firms are maximising their tech investments. | (02) 9146 6339 |

Contact us here - or call us on (02) 9146 6339

Let's work together

Contact the team at ServiceScaler today for a free and confidential discussion

Contact Us