As businesses embrace automation to streamline operations and increase efficiency, it’s essential to understand the different levels of workflow automation. At Sync Stream, we categorise automation into Basic Workflow Automation and Advanced Workflow Automation, with the latter further broken down into varying levels of complexity.
Here’s how we define them and how businesses can determine the right fit for their needs.
Basic Workflow Automation
Basic workflow automation focuses on structured, rule-based processes that don’t require data extraction or AI-driven decision-making. These automations typically follow predefined rules and trigger-based actions to improve efficiency without requiring significant complexity.
Key Features:
- Rule-based processing – Automates tasks based on predefined conditions (e.g., if X happens, do Y).
- No data extraction or understanding – Works exclusively with structured inputs and fixed formats.
- Trigger-based actions – Automations are triggered by specific events, such as receiving an email or updating a spreadsheet.
- Integration of existing systems – Uses APIs or no-code solutions to connect tools seamlessly.
Examples:
- Auto-routing emails to teams based on the sender’s domain.
- Moving data between applications without any transformation.
- Generating reports based on structured input data from spreadsheets or databases.
Advanced Workflow Automation
For businesses that require more complex automation, Advanced Workflow Automation introduces AI, data extraction, decision-making capabilities, and deeper system integrations. These workflows vary in complexity based on the number of steps, level of decision-making, and system integrations required.
1. Single Advanced Workflow (Low Complexity)
A low-complexity advanced workflow consists of short processes with simple data extraction and decision-making. This is ideal for businesses looking to introduce automation without significant AI involvement.
Key Features:
- Short processes (5-10 steps)
- Basic data extraction (structured data like forms and tables)
- Minimal decision-making (simple if-then logic)
- Few integrations (1-2 systems, such as CRM and email)
Example:
- Automatically extracting key fields from invoices and routing them to the appropriate department for approval.
2. Multi-Step Advanced Workflow (Medium Complexity)
This level involves more complex data extraction, decision-making, and multiple system integrations. AI plays a role in classifying and prioritising tasks, making these workflows more dynamic.
Key Features:
- Longer processes (10-25 steps)
- Complex data extraction (semi-structured data from emails, PDFs, and forms with variations)
- Moderate decision-making (AI-powered classification and prioritisation)
- Multiple integrations (3-5 systems, such as CRM, ERP, email, and Slack)
Example:
- AI reads customer inquiries, categorises them based on urgency, updates the CRM, and assigns priority tasks to the sales team.
3. End-to-End Process Automation (High Complexity)
For large-scale operations, high-complexity automation covers enterprise-wide processes with advanced AI-driven decision-making. These workflows manage vast amounts of unstructured data and integrate multiple business systems.
Key Features:
- Enterprise-wide processes (25+ steps, impacting multiple teams and departments)
- Advanced data extraction (unstructured text, images, and documents)
- AI-driven decision-making (predictive analytics, workflow adaptation, and automation refinement over time)
- Many integrations (5+ systems, such as HR, finance, operations, CRM, and external APIs)
Example:
- Automating the full sales cycle, where AI reads RFPs, extracts key details, matches them to product catalogs, drafts initial responses, and assigns follow-up tasks to the sales team.
Choosing the Right Automation Approach
For businesses just starting with automation, Basic Workflow Automation can provide immediate efficiency gains.
However, as processes become more complex and involve unstructured data, Advanced Workflow Automation can unlock significant value by reducing manual effort and improving accuracy.
At Sync Stream, we work with businesses to implement the right level of automation, ensuring a balance between efficiency and scalability. Whether it’s a simple workflow or an enterprise-wide transformation, our expertise in AI and automation ensures seamless integration with your existing systems.
If you’re ready to explore workflow automation for your business, get in touch with us to discuss the best approach for your needs.