Synthetic demonstration · WEB-040 · 2 October 2026

Workflow automation tool scorecard

Compare two candidates, or compare a new tool with your existing system. Print and complete this worksheet with your team. All identifiers and records below are invented; they are not product-test or client results.

Write the intended improvement

Suggested outcome: delivery receives a project with approved details, a named owner and one traceable setup task.

Agreement system, task system, owner, reviewer and desired outcome:Candidate A and plan / Candidate B and plan / trial date:

Compare demonstrated capabilities

For each criterion record “Pass” with trial evidence, “Fail” with the reason, or “Unknown” if untested. Mark essentials before comparing. Any failed or unknown essential blocks final selection until resolved. Do not total scores in a way that hides a missing requirement.

System connection

Use approved test accounts to check that the tool can read the agreement reference, create a task and show its reference in the project record. Record what worked and the plan used; a vendor logo alone is not evidence.

Essential or optional?Candidate A: result and evidence/linkCandidate B: result and evidence/linkOpen question, owner and due date

Human review

The named, authorized manager can approve or reject the current revision. Waiting, rejection and changed details cannot create an approved task.

Essential or optional?Candidate A: result and evidence/linkCandidate B: result and evidence/linkOpen question, owner and due date

Exceptions and history

Run every test below. Find the failed item, responsible owner and reason. Check duplicate handling and recovery before repeating an uncertain action.

Essential or optional?Candidate A: result and evidence/linkCandidate B: result and evidence/linkOpen question, owner and due date

Access and continuity

Check who can read, approve and edit. Record how long request and change records must be kept, and where company data may be stored. Have a second authorized colleague take over without sharing passwords.

Essential or optional?Candidate A: result and evidence/linkCandidate B: result and evidence/linkOpen question, owner and due date

Cost and upkeep

Record the plan, currency, billing period, workload and usage rules. Add setup, support, maintenance and any extra connections, capacity or usage fees.

Essential or optional?Candidate A: result and evidence/linkCandidate B: result and evidence/linkOpen question, owner and due date

Reproduce the example

This is a paper simulation of rules, not a connected automation. Start each case with an independent record. The replay case uses the first case’s saved task. For changed details, try both starting states described in that case. Use test records only when trying an actual product.

  1. Check agreement reference, work description, manager and a valid start date. Return missing or invalid information for correction before approval or task creation.
  2. Approval applies only to the details the manager reviewed. Changed details need a new review.
  3. After approval, check for a task for this project. Return the existing task, or create one and confirm its reference.
  4. If the result is uncertain, stop and assign it to the operations owner. Do not assume success or failure.

Sales S-04 owns the request, manager M-04 reviews it and operations owner O-04 follows up on failures. These are invented responsibilities. The example sends no messages and creates no real projects.

View the example workflow diagram

Complete and approved

Input: H-040; agreement A-040; work: monthly reporting setup; start: 12 October 2026; manager M-04; decision: approved; no prior task; task system available.

Expected output: Create task T-040 once. Record “With delivery”, manager M-04 and task T-040.

Missing manager

Input: Same record, but manager is blank.

Expected output: Return to sales: “Delivery manager required”. Create no task.

Decision still pending

Input: Complete record; decision: pending.

Expected output: Keep “Awaiting review”. No task. Follow up after one working day with the designated reviewer; silence is not approval.

Rejected

Input: Complete record; decision: rejected, reason: work description does not match the signed agreement.

Expected output: Return to sales with the reason; no task. A corrected revision needs a new review.

Submitted again

Input: Approved H-040 already has T-040; replay the same unchanged record.

Expected output: Return existing T-040; create no second task.

Task system does not respond

Input: Complete approved record; task creation response is unknown.

Expected output: Show “Check required”, assigned to operations owner O-04. Confirm whether a task was created before retrying; do not claim success or repeat blindly.

Invalid date

Input: Same complete record, but start date is 31 February 2026.

Expected output: Return to sales: “Valid start date required”. No task.

Approved details changed

Input: Try two starting states: an approved record before any task is created; then the first case’s record with existing task T-040. Change the work description or start date in each. Keep the previous record as history.

Expected output: The previous approval cannot authorize the changed details. Pause setup and request a new review. If a task already exists, flag it to the owner for revision; create no replacement task automatically.

Confirm cost and ownership before choosing

Compare costs for the same expected projects and steps. Do not assume one project equals one billable task. Power Automate’s pricing page lists per-user licensing and a separate Process plan for running automation; Zapier’s pricing page lists plans with different task allowances and team features. Those tasks are billing units for automated actions, not the setup tasks assigned to your team. Check the actual plan terms and local charges. Sources checked 2 October 2026; prices and features can change.

Subscription cost for a common period, expected workload and extra usage:Setup, maintenance and support cost; primary owner and deputy:Selection reason and anything to test or resolve first:

Start with a bounded trial after your company approves access and costs. This worksheet does not establish product performance, security or compliance, or guarantee time or cost savings.