Make repeatable work easier to complete and track
Requests, approvals and handoffs can slow down when they depend on inboxes and manual chasing. Stratiis helps organisations map the work, choose a suitable automation, connect the right systems and test it with the people who will use and support it.
What is workflow automation?
Workflow automation uses defined rules and triggers to move a task through steps such as capturing a request, routing it to the right person, seeking approval, updating a record and notifying those involved. It works best when the process, exceptions, ownership and expected result are clear. A person should still make decisions that require judgement or a formal approval.
Reduce avoidable effort without losing control
A useful workflow makes routine work more consistent and gives people a clear view of what needs their attention.
Less chasing
Send requests and reminders to the right owner at the right stage.
Clearer status
Show where a task is and what is waiting for action.
Consistent steps
Use agreed checks, approvals and handoffs for repeatable work.
Better evidence
Record decisions and outcomes so the process can be reviewed.
What should a workflow automation project include?
Start with the business task and the people responsible for it. The tool and configuration follow those decisions.
| Area | Questions to answer | Useful output |
|---|---|---|
| Purpose and baseline | What problem is being solved, and how much time, delay or rework exists today? | Use case and success measures. |
| Process map | What starts the work, which steps follow and where does it finish? | Current and proposed workflow. |
| Rules and exceptions | Which conditions route a task, and when must a person decide? | Decision and exception map. |
| Owners and approvals | Who can request, approve, change or stop the workflow? | Named roles and authority. |
| Information | Which fields and records are needed, and who maintains their quality? | Data and retention requirements. |
| Systems and access | Which applications must connect, and what permissions are appropriate? | Integration and security design. |
| Testing and launch | Do normal cases, exceptions and failures work for real users? | Test results, guidance and fallback. |
| Ongoing support | Who monitors failures and approves future changes? | Support and change plan. |
A small pilot can prove the value and expose exceptions before the workflow is used more widely.
Which workflows are worth reviewing first?
Look for frequent tasks with stable steps, a clear owner and an outcome that can be checked.
Requests and triage
Capture a request once, check required details and route it to the right team.
Approvals
Present the decision and supporting information to an authorised approver, with a record of the result.
Joiners and leavers
Coordinate role-based access requests and checks across managers, HR and IT.
Record updates
Prompt reviews and move approved information between agreed systems.
System handoffs
Reduce re-entry between applications where reliable integration is available.
Microsoft 365 work
Assess whether existing collaboration tools can support the workflow and its permissions.
From a mapped task to a measured pilot
Keep the first scope manageable and agree who can decide whether it should expand.
Discover
Observe the current task, baseline the effort and identify owners and exceptions.
Design
Agree rules, approvals, information, security and a human route for unusual cases.
Pilot
Build and test with representative users, including failures and rework.
Improve
Compare results with the baseline and decide what to fix, extend or stop.
Automation, Data and AI Readiness helps place the pilot in the wider process and information plan.
Keep decisions, data and exceptions visible
Automation should make accountability clearer. It should not quietly approve a request or hide a failed handoff.
Business ownership
The process owner defines acceptable outcomes, approval authority and exceptions. Users test whether the proposed steps fit real work and know how to correct a mistake.
Technical controls
Review permissions, data exposure, integration credentials, audit records and failure notifications. Assign someone to monitor the workflow and maintain it when systems or business rules change.
Cybersecurity Services can help assess controls around access and information.
How do you know the workflow works?
Test complete journeys and measure whether the new process actually improves the task.
| Check | What it should show |
|---|---|
| Normal request | The right information reaches the right owner and the outcome is recorded. |
| Missing information | The requester can correct an incomplete submission without losing context. |
| Approval and rejection | Only the authorised person decides, and both outcomes follow the agreed route. |
| Exception | Unusual work can be paused or handed to a person rather than silently forced through. |
| Failed connection | An owner receives an alert and can recover or retry without duplicate action. |
| Security | People see only the information and actions their role permits. |
| Measurement | Time, rework, errors and user feedback can be compared with the old process. |
Record known limitations and a manual route before launch so essential work can continue if the automation is unavailable.
Maintain the workflow as the business changes
New policies, roles, forms and connected systems can change what a workflow needs to do. Treat it as a supported business service.
Monitor
Check failed runs, queues and overdue tasks.
Review
Look for repeat exceptions, workarounds and user friction.
Change
Test rule and system changes before release.
Measure
Check that the original business benefit continues.
Technology Roadmaps can sequence larger changes, while Support and Change explains the operational handover.
Connect automation to the wider technology plan
A workflow depends on the systems, information and people around it.
Workflow automation explained
What tasks are suitable for workflow automation?
Frequent tasks with repeatable steps, clear rules, known exceptions and a named owner are good candidates. Requests, approvals, notifications and record handoffs are common examples.
Does workflow automation require AI?
No. Rule-based automation follows defined triggers and conditions. AI may assist with some tasks, but it introduces different review and information requirements. The simpler approach may be enough.
Where should a business start?
Choose one task with measurable delay or rework. Map the current process, including exceptions and approvals, then test a small change with the people who perform it.
Can we automate an approval?
The routing, reminders and recording can be automated. Where a person is required to authorise a decision, keep that decision with the right approver and preserve evidence of the outcome.
What happens if an automated workflow fails?
Design failure alerts, ownership, retry or recovery steps and a manual route for important work. Test these cases before launch and monitor them afterwards.
Can Microsoft 365 support workflow automation?
It may, depending on the process, licensing, data location, connections and governance. Review the specific use case and available features before choosing the implementation.
How should we measure the benefit?
Compare a baseline with the pilot using measures such as turnaround, staff effort, errors, overdue work, rework and user feedback. Include ongoing support effort in the decision.
Can Stratiis work with our internal IT team and software suppliers?
Yes. Roles can be agreed for process discovery, technical design, integration, testing and support. Product-specific changes and supplier responsibilities should be confirmed for each project.
Find a workflow worth improving
Tell us where work is being delayed or repeated. We can discuss the process, dependencies and a useful pilot scope.
