Evaluate workflow fit, learning cost, ownership and exit options before adding another platform.
Map the real workflow
Observe how information enters, moves and receives approval today. Software should reduce handoffs and ambiguity rather than forcing a tidy diagram onto messy work.
Test with a representative group
A short pilot should include frequent users, occasional users and someone responsible for administration. Their obstacles reveal more than a feature checklist.
Plan the exit before the purchase
Check export formats, API access, retention rules and the effort required to move data elsewhere. A tool is easier to trust when leaving it is possible.