A workflow is a defined sequence of tasks, steps, and decisions that moves work from start to finish. A workflow definition specifies who does what, in what order, and under which conditions, so that the same process unfolds in the same way every time. In short, it turns a vague "Here's how we do it here" into a clear and repeatable structure that any team member can follow.
This article explains what a workflow is, what a workflow definition contains, the main types, concrete examples, and a simple six-step method to define your own.
Definition of a workflow
A workflow is the path a task or request takes, from its starting point to its completion. Take an expense report. It does not exist on its own. It is submitted, reviewed, approved, and reimbursed. Each of these steps is a link, and the order in which they occur forms the workflow.
All workflows are based on the same idea: work moves from one step to the next according to rules, and people or systems act on it throughout the journey. Whether you onboard a new employee, publish an article, or process an invoice, you're running a workflow, even if no one has ever written it down in black and white.
Workflow definition: what a workflow definition contains
A workflow definition is the formal description of this journey. It names the steps, assigns responsibilities, and states the conditions that decide what comes next. A complete definition typically includes six elements.
The trigger. The event that starts the workflow. A form is submitted, a date is reached, a file is uploaded, or an email arrives.
The steps or tasks. The individual actions to be performed, listed in order. For example: verify, approve, notify, archive.
The actors and roles. The people, teams, or systems responsible for each step. A clear definition assigns each task to someone, so nothing is left without an owner.
The rules and conditions. The logic that decides the path. If an amount exceeds a threshold, send it to a supervisor. If a request is incomplete, send it back to its author.
The data and inputs. The information required for the workflow, such as the fields of a form or the documents attached to a request.
The outcome. The defined final state. The request is approved, rejected or closed, and all concerned people know the outcome.
Once these six elements are written down, you get a workflow definition that a team can actually follow, audit, and improve.
The main types of workflow
Most workflows fall into one of these three categories.
The sequential workflow: The steps run one after another in a fixed order. Step two cannot start until step one is finished. Document review and simple validations often work this way.
The stateful workflow: The work can move forward and backward between steps, rather than only forward. A request can move from "submitted" to "in review", back to "to be corrected", then forward again. This type is suitable for cases that involve back-and-forth and revisions.
The conditional or parallel workflow: The conditions determine the path, and several branches can unfold at the same time. A purchase request can trigger a financial control and a managerial approval in parallel, then merge once both are finished.
Knowing the type helps define a workflow that matches the reality of the work, instead of forcing everything into a single straight line.
Workflow examples
Concrete examples make the concept clearer.
Onboarding a new employee. Onboarding is confirmed, which triggers the workflow. IT creates access, HR prepares the contract, the manager schedules a first meeting, and equipment is ordered. Each task is assigned and tracked until the new hire is fully operational.
Invoice validation. An invoice arrives. The system matches it to a purchase order. If it matches and remains under a defined amount, it is automatically approved. If it exceeds this amount, it goes to a supervisor for approval before payment.
Leave request. An employee submits a request. The manager accepts or rejects it. If accepted, HR updates the calendar and the employee is notified. If rejected, the request returns with a reason.
Content publication. A draft is written, sent for proofreading, corrected, approved, then scheduled. The article goes live only once all necessary verifications are completed.
In each case, the workflow definition is what makes the journey predictable, rather than relying on people's memory and email reminders from others.
How to define a workflow in six steps
You can define a clear workflow without any technical baggage. Follow these six steps.
- Identifiez le déclencheur. Decide precisely what starts the workflow. Be concrete, for example "a leave request form is submitted".
- List each step. Note all the tasks to be performed, in the order they must occur. Do not neglect small steps, as that's often where work gets stuck.
- Assign each step to a role. Name the person responsible for each task. Use roles rather than people, so the workflow continues to work when teams change.
- Add the rules. Define the conditions that alter the path. Specify what happens when an item is approved, rejected, missing or exceeds a threshold.
- Define the final state. Decide what "done" means and who is notified at the close of the workflow.
- Test and adjust. Run the workflow on a few real cases. Observe where it slows down or where people hesitate, then adjust the definition.
A good habit is to first draw the workflow as a simple diagram. Seeing the steps and decisions laid out visually makes gaps and bottlenecks obvious before you build anything.
Why a clear workflow is important
A clearly defined workflow removes ambiguity from daily work, so teams spend less time wondering what to do next. It reduces errors because steps are not missed and validations are not skipped. It creates accountability, since each task has an identified owner. And it makes the work visible, which allows you to spot delays and improve them based on facts rather than assumptions.
It is also the foundation of automation. You cannot automate a workflow you have not defined. Once the steps, roles, and rules are written, much of routing, notifications and tracking can be handled.
From workflow to automation
Defining a workflow on paper is the first step. The real payoff comes when the workflow runs by itself. Modern workflow tools make it possible to transform an idea into a living application: forms collect inputs, rules route the work automatically, and every step is tracked in the same place.
That is where a no-code platform changes the game. Instead of waiting for developers, the people who actually carry a process can design, run, and adjust their workflows themselves. Airprocess is a no-code platform for business process management designed exactly for this. You define your workflow, build the forms, the rules, and put a working application in your team's hands in a few days rather than months, with your data staying under your control.
Frequently asked questions
What does the word workflow mean? A workflow is a defined sequence of tasks and decisions that moves work from start to finish, in a repeatable way.
What is the difference between a manual workflow and an automated workflow? A manual workflow relies on people to move the work along and remember each step. An automated workflow uses software to route tasks, apply rules, and send notifications according to the defined logic.
How to start defining a workflow? Start by identifying the trigger and listing each step in order. Then assign each step to a role, add the rules, and define what "done" means.
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