Workflows vs. Reminders: which one do I need?
Reminders notify; workflows track a process. Most real deadlines eventually need both.
What is it
A Reminder is a one-way notification - an email (or SMS/WhatsApp) telling someone a deadline is approaching. A Workflow is a tracked, multi-step checklist - with sections, tasks, assignees, and statuses - that can be triggered automatically around an expiry's date.
Why / when to use it
- If handling the deadline is a single action by one person ("just renew this subscription"), a reminder alone is enough.
- If handling it involves multiple steps and/or multiple people ("gather documents → get manager sign-off → submit to vendor → confirm receipt"), attach a Workflow so each step is tracked, not just the initial notice.
- They compose naturally: the reminder tells someone when to start, the workflow tracks whether they actually finished. Many organizations set both on important expiries - a reminder at 30 days, and a workflow that also triggers at 30 days to make sure the process doesn't just get "seen" but gets done.