Email and Workflow Automation Tools

Rishabh Rathi Rishabh Rathi
Mar 20, 2020 7 min read
Email and Workflow Automation Tools

The software space is noisy. Workflow automation makes complicated business processes easier to manage. When a form fill, user action, or internal signal is triggered, automated workflows can move or transform data according to your instructions. This hands-off approach helps streamline repetitive and time-consuming work.

The right workflow automation software can help your team speed progress across tasks and projects and may even include built-in analytics to help you pinpoint inefficiencies. Most workflow automation tools provide a visual aspect where you can build workflows without coding or a lot of technical knowledge. Drag-and-drop, form, or flow chart setups make this software a great fit for marketers, salespeople, medical and industrial workers, and even educators. Many vendors also offer flexible customizations for small businesses an d unique processes.

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In a nutshell, marketing automation helps you:

  • Deliver personalized messages.
  • On multiple channels: email, SMS, push, social media, direct mail.
  • To a broader audience.
  • At the right time.
  • Using software.
  • To attract, convert and retain more customers with fewer resources, more efficiently.

Why you need to automate your emails

As part of marketing automation, email marketing automation is the practice of creating triggered, relevant, personalized emails for individual contacts to be sent based on pre-defined time and user action. For example, when you sign up for a blog newsletter, the action of signing up triggers a welcome email to be sent to your inbox.

Why do you need email automation for your business?

Email remains an effective method for nurturing leads. Drip emails are the way to build long-term relationships with your subscribers feeding them with relevant content at the right time. Some marketers mistake the word “automation” and consider email automation a robot that repeats the same task every single time. In fact, email automation offers many opportunities to customize email content, but just at a larger scale. Lastly, your email automation system is a sort of mini CRM. It is the place where you manage your email list and keep things organized.

Without email automation software you’d be keeping your contacts in messy excel sheets. And come on, do you really want to do manage things that way in 2020?
Email automation software allows you to manage and segment your database according to:

  • Job title
  • Company size
  • Location
  • Age
  • Gender
  • Interests
  • Lead source
  • Behavior, etc.

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Email Workflows You Should Be Using in Your Marketing Automation


HubSpot’s workflows tool is automation beyond email, so you can scale your growth and spend less time on repetitive tasks. With Hubspot, you can automate your email campaigns so you can move prospects further down the funnel and generate more qualified leads. Build beautiful emails without ever touching a line of code. Then choose from dozens of triggers, conditions, and actions to send the right emails to the right leads at the right time.
Best of all, every workflow you build can be tied to a clear goal, so you’ll always know if your emails are working. And because workflows are part of our fully integrated marketing platform, you’ll also have the tools to grow and replenish your database as contacts naturally drop off your list over time.


You can also automate dozens of tasks beyond just email. Use workflows to set up webhooks, score leads, rotate leads to sales, and easily manage your data in bulk by updating properties, copying values, and more. Trigger internal notifications for your team when a contact takes a noteworthy action, and add tasks to HubSpot CRM or Salesforce to alert your sales team to contacts they should follow up with. The possibilities are endless.



Integrify employs a service-based approach that includes support and consulting for best practices and process improvements. The software has been developed for ease of use and uses a drag-and-drop editor for most workflows. All tools are browser based and available for any mobile device. True to their service-oriented model, the website features helpful workflow examples and a complete knowledge base for users. Enterprise upgrades are available for businesses with specific or complicated needs.

Comindware Tracker

E-commerce, small businesses, and educational facilities find this low-code workflow automation software useful, and it easily scales to enterprise organizations. Running parallel to Comindware’s business process management (BPM) software, Tracker’s document and task-based workflow is designed for flexible business processes that are not well served by more structured systems.

Comindware Tracker
Comindware Tracker

Workflows transfer easily from desktop to mobile, and the drag-and-drop builder with an Outlook/Excel aesthetic allows for easy onboarding. Comindware Tracker’s cloud and on-premise deployment options make the software a secure choice for highly-regulated medical or financial organizations.



Flokzu’s visual workflows feature icon-based flow charts where you can outline your business processes without coding knowledge. Task-oriented interfaces and workflows integrate with over 700 existing application connections via Zapier and WebServices. The workflows adapt to individualized processes based on your team’s specific tasks and needs. Flokzu provides workflow templates if you need ideas to begin your setup. This cloud platform promises information security through end-to-end encryption, and a full suite of process statistics facilitates analysis and process improvement for your team.

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Zapier is a great choice for marketing and project management users because of its simple interface and easy app connection. In February of 2016, the platform released multi-step Zaps, which let you build entire workflows using over 500 integrations from email marketing and document sharing to social media and project management. Zapier offers a “free forever” plan that includes access to existing applications. Premium pricing is also available. Notifications alert you when steps along your workflow have been completed, or Zapier can run silently in the background for otherwise “noisy” processes like email sign-up and lead capture.



Kissflow’s simplicity and reasonable pricing make it one of the most popular workflow tools on the market. Drag and drop editing and intuitive workflow visualizations make the software easy to learn. API, WebHooks, and Zapier integrations connect all your technology in one place and help you keep track of your processes through notifications. With the right customizations, you can set permissions for different user levels and pull detailed reports based on the metrics that matter to your team. Kissflow’s responsive design supports mobile-dependent organizations as well as e-commerce businesses.


Gravity Flow
Gravity Flow

GravityFlow’s automation tools integrate customer and in-house workflows directly into your site. While the plugin requires an existing GravityForms subscription, you can add the license per individual site or in bulk for multiple WordPress sites. Point-and-click integration with a top-level addition to the WordPress admin interface allows those with a little WordPress knowledge to easily build custom workflows. Open source coding also gives developers the freedom to build a configuration the meets their site’s specific needs. Current free extensions include PayPal and incoming webhooks, while an advanced subscription gives access to more complex tasks including PDF generation and parent-child forms.

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Connect apps to automate your workflow

Single apps are very helpful in better time and tasks’ management but you will benefit from a full power of SaaS apps, only if you connect them, automating particular processes within your company.

You can easily connect Woodpecker app to other apps, like CRM systems, which lets you automatically transfer the data between those systems (e.g. if the recipients clicked the link in your email). Thanks, gathering the data in one place, you can easily monitor prospects interested in your product or service.

Notifications about new clients and leads in Slack channels

It’s worth to keep your team updated about the successes and new events. However, you don’t have to message them every time, manually. You can automate it so that when a deal is won in your CRM, a notification is sent to your team in Slack.

Automatic mailing campaign to your meeting participants

Letting your participants book a meeting via Calendly and connecting it with a Woodpecker app, you can easily send automated, personalized messages, e.g. with additional educational materials.


An hour a day is only a beginning. Using the appropriate apps and structuring your workflow, you can easily save at least an hour every day. In my opinion, it’s only a beginning to the full automation of your work time. If you use many different tools, you can easily find more connections between them, letting you create one automated process and as a result, save even more time. Implementing the apps will take time and it might seem irrelevant. However, with time it’s not easy to realize the positive impact of automation on your comfort and most importantly, the satisfaction of your daily work and team communication.
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