A workflow tool, whether application- or engine based, is software, that (to a greater or lesser extent) automates multistep processes by managing how and when tasks should be solved in relation to each other and by whom.
More specifically, the workflow management software will automatically facilitate the process, send notifications and tasks to the relevant team members, keep track of deadlines, which actions are needed next, versions etc.
The rules and actions taken by the workflow tool are defined by you, but once set up, it will free up a lot of your time, so you and your team can focus on the actual tasks, knowing that the workflow software is managing the process.
The key functions of workflow tools vary depending on the provider. But generally, you should look for solutions based on automation software with the following functions and specifications: